Automations help you remove repetitive admin steps from your daily workflow.
Instead of manually reacting every time something happens; like assigning a Form when a User starts employment or sending a Chat message after a Course is completed; Connecteam can handle those actions for you automatically.
You choose what triggers the automation and define what happens next.
Automations connect different parts of Connecteam, so when one action happens, the next step runs automatically; keeping your processes consistent and reducing manual follow-up.
In this article, you’ll learn how to access Automations, manage existing automations, create a new automation, add triggers and actions, and use conditions.
What Can I Use Automations For?
Automations can help streamline everyday workflows by triggering actions automatically when specific events occur. This reduces manual work, ensures faster responses, and keeps admins and users informed when something important happens. Below are a few common automation examples teams use in Connecteam.
Auto clock-out follow-up
When a user is auto clocked out → Connecteam sends a message to the employee and their manager so it can be addressed quickly.
Approval triggers the next step
When a form is approved → Connecteam automatically creates the related shift or record, so work continues without manual handoffs.
Emergency alerts
When an emergency form is submitted → Connecteam automatically sends a message to the Emergency Notifications channel so the right people know immediately.
Compliance reminders
When a document is about to expire → Connecteam notifies the employee and their manager so it gets renewed on time.
Automatic employee progression
After 30 days → Connecteam updates a user’s custom field from Trainee to Waiter, keeping employee statuses accurate without manual tracking.
Access Automations
Automations appears on the left sidebar underneath the smart groups tab:
Please note: Only Owners have access to Automations
Create a New Automation
Creating An Automation From Scratch
To create a new automation, follow these steps:
Click Add New
Choose to Create from scratch
Start by Setting your trigger, then select a trigger from the list.
Next set up your Action by selecting an Action from the action list.
(Optional) Add Conditions between steps to control when the automation runs, See below for an in depth review.
Click Save and activate to immediately activate it or save as draft to activate at a later time.
Name Your Automation and give it a description(optional)
💡 Tip: Add a description so your team can quickly understand what each automation does from the homepage.
See the full flow in the gif below:
Creating An Automation From A Template
The Templates Library includes pre-built automations for common workflows (like clock-out follow-ups, approval handoffs, and compliance reminders). Templates are a quick way to get started because they already include a recommended trigger, actions, and (in some cases) conditions—you just customize the details to match your process.
To create an automation from a template:
Click Add New.
Select Use a Template
Browse or search the Templates Library, then click the template you want to use.
Review the automation flow (trigger → actions → conditions).
Customize the template to fit your team:
Update the trigger settings (for example, choose the specific form, course, or schedule).
Edit each action (recipients, assigned items, due dates, message content, tokens amount, etc.).
Adjust conditions (optional) to control when the automation continues to the next step.
Check variables in message actions so the message is personalized automatically (for example, user name, form name, course name).
Click Save and activate to turn it on immediately, or Save as draft to activate it later.
Build an automation using the AI Automation Builder
The AI Automation Builder lets you describe the workflow you want in plain text. It automatically builds the full automation for you, including the trigger, actions, conditions, and suggested content.
To build an automation using AI:
Click on Add New on the main automations page
Choose the Generate with AI option
Enter a plain-text description of what you want to automate.
Choose to Make changes via the chat or Open in Builder to review and activate the automation.
In the Builder, review the automation steps the AI created (trigger, actions, and conditions).
Edit any step if needed (for example, recipients, message text, or selected forms/courses).
The Name and description will be auto filled based on your conversation, if you want to edit it click the pencil icon.
Click Save and activate to immediately activate it, or Save as draft to activate it later.
Example prompt you can use:
“Send 100 tokens to users on their 1-year work anniversary, notify their admin, and assign an annual review form.”
The AI Automation Builder can:
Create multi-step automations with multiple actions
Search existing account content (for example, Forms, Courses, and Users) to connect the right items
Add variables in messages and actions, so details fill in automatically
Open the relevant request flow if a required item isn’t available in your account
Adding and Configuring Triggers
A trigger is the event that starts an automation. After you choose a trigger, you may need to define extra details (like a specific form or course). Triggers are grouped by feature.
Below are a list of all the available Triggers, if you would like to request any new automations, vote here!
Available Triggers:
A user clocks in
A user clocked out
A user is auto clocked out
Daily limit is exceeded
User left the geofence
Shifts created
Shifts updated
Shifts deleted
Shift Replacement requested
A User Submits a Form
Form Status Column Changed
Task Published
Task Completed
General
On recurrence
NFC Tag Scanned
User completed A Course
Quiz Was Submitted
Employee Birthday
Employee Work Anniversary
A user Requested Time off
Document approved
Document expired
Time since Start date
Adding and Configuring Actions
An action is the automated step that happens after the trigger. It’s the “outcome” of the automation, designed to move your process forward without manual follow-up. For example, an action can notify the right person, assign a required item (like a form or course), or send a message to the employee.
You can add multiple actions to the same automation, allowing several steps to happen automatically after the trigger.
Most actions require configuration, such as selecting recipients, defining task details, or writing the message that will be delivered.
Below are a list of all the available Actions, if you would like to request any new automations, vote here!
Available actions:
Assign Pay Rule
Assign Form
Create Task
Send Message to team
Send Message to user
Send User Tokens
Assign to Time Off Policy
Unassign from Time Off Policy
Create time off request
Send SMS
Update Custom Field
Add User Tags
If your automation action sends a message (for example, Send private chat When writing a message or SMS, you can personalize the content using variables. Variables automatically pull details from the triggering user (the user who triggered the automation), so the message includes the right information without manual edits.
Depending on the trigger, available variables may include the user’s first name, last name, full name, email, Time Clock ID, Time Clock name, daily limit hours, and other item-specific details such as shift title, schedule name, course name, document name, policy type, start and end dates, form name, and status name.
To send the message, select the Custom Publisher the message will be sent from. Custom Publishers can be set up in your main Settings, or you can add or edit publishers directly from the automation while configuring the message action.
Example:
If a user exceeds their daily time limit, you can use variables to automatically insert their name and daily limit details into the message. This ensures the notification is clear, accurate, and personalized every time.
Adding Conditions Between Steps
Conditions let you control when the automation continues to the next step.
You can add conditions based on:
A user’s Smart Group assignment.
A user’s User Field.
To add a condition, click the + icon between steps, then choose the condition type and configure the criteria.
Examples
Only continue if the user is in the “New Hires” Smart Group.
Only continue if the user’s Location (Custom User Field) is “New York.”
Use AI Conditions
With AI Conditions, you can type the condition you want in plain language (instead of building it from preset blocks). Each time the automation runs, Connecteam checks that condition using the information available in that run—then decides whether to continue to the next step.
Examples of AI Conditions:
“Has the user passed their quiz?” (evaluates quiz results dynamically)
“Does this form answer mention something about finance?” (can route the next step accordingly)
“Is the user in their probation period?” (checks based on available context)
Manage Existing automations
From the General Automations page, you can:
Enable/Disable an Automation via toggling on/off the button
Click Add new to create a new automation.
Open the Run log to see which runs were successful and which were unsuccessful.
From the three dot menu, you can:
See the Run History
Edit Automations
Delete automations.
Frequently Asked Questions
What are Automations in Connecteam?
Automations are in-app processes that run automatically using a trigger (what starts it) and an action (what happens next).
How do I check whether an automation worked?
Open the automation and review the Run log to see successful and unsuccessful runs.
Why can’t I use a trigger mentioned in this article?
Some triggers and actions are only available if your account includes the relevant Expert hub that the trigger/action belongs to. If a trigger listed in this article doesn’t appear for you, it likely means that feature isn’t included in your current subscription.
For full details on what’s included in each plan and hub, review Connecteam’s Pricing page.
Why am I getting an unsuccessful run with my SMS messages?
If your SMS messages show an Unsuccessful run, it usually means your account doesn’t have enough SMS credits to send the message.
What to do next:
Check your SMS balance to confirm you have available credits.
If your balance is low or empty, top up your SMS package.
Resend the message after topping up.
Need more details? For further information, check out this article!
Pricing and Availability
Automations is available on the Expert plan (per hub). In the automation builder, you can browse all triggers and actions. However, you can only activate triggers and actions that are included in the hubs on your current subscription.
Note: Automations is currently in Beta and is being rolled out gradually. If you don’t see Automations yet, your account may not have access at this time.
Need more guidance? 🙋 Our LIVE support team (at the bottom right corner of your screen) replies to ANY question.