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How to Automate Reminders?
How to Automate Reminders?

Learn how to set up custom company reminders

Sameer B. avatar
Written by Sameer B.
Updated this week

Check the sections below for detailed step-by-step instructions.

Adding an Automation

To create an automation using a template, follow the steps below:

  1. Go to the Automations tab in Company Settings and select a predefined template.

  2. Review and customize the automation by editing filters and actions, if required.

  3. Save and/or Publish

Alternatively, you can create an automation from scratch:

  1. Go to the Automations tab in Company Settings and click on Add automation.

  2. Set up a trigger and configure the necessary filters. Available fields depend on the trigger category.

  3. Add at least one action, such as Send Email or Send Slack Message.

  4. Optionally, include additional actions or delay steps as needed.

  5. Save and/or Publish.

Add filters to tailor the automation trigger to your needs. e.g. only automate work anniversary messages for full-time employees.


Editing an Automation

To modify an existing automation, go to the Automation list and click on an automation:

  • For unpublished automations, you can freely edit and save steps and filters.

  • For published automations, changes require you to either publish the updated version or unpublish the automation before saving.

When modifying an existing trigger, incompatible filters and placeholders will be removed. E.g. Time off related filters and placeholders, when the trigger is changed to 'Contract activated'.


Setting up Actions

To configure actions, open the Automation list and select an automation:

  1. Click on Add Action and choose from two types of actions: Send Email and Send Slack Message.

    1. Schedule actions to ensure optimal timing.

  2. At least one action is required for the automation to be published.

  3. To send Slack messages, ensure a workspace is connected.

    1. Choose between Direct Messages or messages to Channels.

Slack workspaces are shared and can be used to set up automations by other users with editing permissions.

Placeholders can be added to the message body in order to create dynamic content, e.g. Worker name, Contract ID. The available fields depend on the trigger category.


Setting up Delays

To configure delays, open the Automation list and select an automation:

  1. Click on Add Delay

  2. Fill in the number of days to configure the delay step.

    1. The maximum allowed is 30 days


FAQ

What happens to ongoing runs when an automation is modified?

When a published automation is edited, unpublished, or deleted, all pending runs are canceled.

Pending runs occur under these conditions:

  • Triggers with time-based attributes (e.g., payments due in 3 days).

  • Delay steps (e.g., waiting for 3 days).

  • Scheduled actions (e.g., sending an email tomorrow).

Are there any limits to the automations steps?

Yes, the following limits apply:

  • Maximum number of actions: 4.

  • Maximum number of delays: 3.

  • Maximum days per delay: 30 days.

Who can set up automations?

Clients with editing rights to the Automations section under the Company Settings can create and modify automations. Automations created by other users are also visible and editable.


Triggers list

Contract

Pending worker signature

When the worker has not signed the contract after X days.

Pending company signature

When the company has not signed the contract after X days.

Contract activated

When the contract status changes to Ongoing.

Contract terminated

When the contract status changes to Terminated.

Contract amended

When the contract status changes to Pending Amendment.

People

Direct manager changed

When a direct manager is assigned to a contract.

Job role changed

When a worker's title or role is updated in a contract.

Work anniversary

Triggered X days before or after the worker anniversary.

Upcoming contract start

Triggered X days before or after the contract’s start date.

Birthday

Triggered X days before or after the worker’s birthday.

Time off

Upcoming time off

Triggered X days before or after the start date of an approved time off request.

Ending time off

Triggered X days before or after the end date of an approved time off request.

Pending time off approval

When a time off request remains in pending status for more than X days.

Negative time off balance

When the time off balance remains negative for more than X days.

Payment

Pending due payment approval

When one or more due payments remain pending approval for more than X days.

Paid payment

When a company transaction status changes to paid.

Pending overdue payment

When one or more payments remain overdue for more than X days,

New adjustment

When an adjustment is submitted with an amount greater than or equal to a specified value.

Expenses

New expense

When an expense is submitted with an amount greater than or equal to a specified value.

Paid payment

When an expense remains in pending status for more than X days.

Submitted works

New work

When a worker submits work with an amount greater than or equal to a specified value.

Pending work approval

When a submitted work remains in pending status for more than X days.

Documents

Pending worker document

When the document requested from the worker remains in pending status for more than X days.

Pending client document

When the document requested from the Client remains in pending status for more than X days.

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