Overview
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.
Access Automations
Automations appears on the left sidebar underneath the smart groups tab:
**Please note: Only Owners have access to Automations
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.
Create a New Automation
To create a new automation, follow these steps:
Click Add New
Click Set 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)
See the full flow in the gif below:
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:
User completed A Course
Document approved
Document expired
A user clocks in
A user clocked out
A user is auto clocked out
Daily limit is exceeded
User left the geofence
A user Requested Time off
A User Submits a Form
Form Status Column Changed
Quiz Was Submitted
Time since Start date
Shifts created
Shifts updated
Shifts deleted
Shift Replacement requested
Task Published
Task Completed
NFC Tag Scanned
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. 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:
Update Custom Field
Add User Tags
Assign Form
Send Message to team
Send Message to user
Send User Tokens
Create Task
Send SMS
Assign to Time Off Policy
Unassign from Time Off Policy
If your automation action sends a message (for example, Send private chat message or sms), you can personalize the content using variables. Variables automatically pull details from the trigger user (the user who triggered the automation), so your message can include 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 like shift title, schedule name, course name, document name, policy type, start and end dates, form name, and status name.
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; so 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.”
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.