Automating Team Tasks
Use team automations to prepare administrative actions for a schedule or for members joining your team. They help you repeat assignments and reporting without setting up each run manually.
Availability
The Automation menu and Automated Tasks are currently available to selected teams. Contact Goalify if you would like access. You may still see an Automations section in Team Invitations; review the options available to your team.
Choose the Right Automation
| If you need to… | Use |
|---|---|
| Assign resources or generate reports on a schedule | A scheduled team automation |
| Prepare assignments for newly joining members | An event-based team automation |
| Send a message or change a rolled-out workflow at a specific point in a process | A server-side action inside a workflow |
| Send a recurring reminder to a participant | A reminder |
Team automations are separate from automated goal coaching and from the actions inside a workflow. Available actions and report types depend on the options provided in your account.
Create a Team Automation
- Open Automation from the team's navigation.
- Open Actions and choose Add Automation.
- Choose Time-Triggered (scheduled) or Event-Based, give the automation a meaningful name and confirm the creation dialog.
- Configure the actions, included members and relevant execution settings in the opened automation.
- Choose Save to persist the configuration. Reopen the automation by name to check it.
Name an automation after its purpose, for example Monthly vehicle check or New member onboarding, so it is easy to find later.
Schedule Assignments and Reports
Open a scheduled automation to review its Actions, Included Members, Scheduled Execution and Event Log sections.
- Choose Add Action and select the action you need.
- Select the resource or report and confirm the action using Add.
- Review which members should be included.
- Use Add Scheduled Execution to open the schedule editor. Choose the recurrence or date and its time.
- Check the Scheduled Execution enable control as well as the configured schedule. A manually executed automation does not run on a schedule.
- Review the actions, members and execution settings, then choose Save.
- Reopen the automation to verify the saved setup.
The action menu includes adding a goal, generating a goal report, rolling out a workflow, generating a workflow report and other reports available to the account.
For a Workflow Rollout action, choose the workflow and optionally enter a label for its runs, then choose Add. This adds the action to the current configuration; choose Save on the automation to persist the whole setup.
The schedule menu offers monthly, weekly, daily and date-based choices. Review the configured time and whether scheduled execution is enabled before saving.
For example, a monthly equipment-check automation can roll out an inspection workflow to members with an equipment-related tag. A scheduled reporting action can help staff review the results regularly. Each workflow assignment creates a rolled-out workflow; see Important Terms.
Select the Included Members
Use Included Members to define who should be considered by the automation. The selector offers member categories, tags and individual people. You can select everyone, regular members, coaches and administrators, administrators only, or a particular person. Tag-based selection can target people by office, role in a program or another classification you maintain in the member list.
Review whether the selection applies to the entire automation or to individual actions, using the scope control shown beside the member rule. Choose Save after changing the selection.
Read the selection rule as a whole. For example, a rule using at least one selected tag has a different purpose from selecting a fixed list of people. Keep the relevant member tags up to date and review the rule when the program changes.
See Organizing Clients with Tags. Tags organize membership selection; they do not grant administrative permissions.
Actions for New Members
The Event-Based option supports rolling out goals, workflows and reminders when new members join the team. Use it to prepare a consistent set of onboarding resources.
- Prepare the goals, workflow or reminders for the joining members.
- Create an Event-Based automation and name it after the onboarding program.
- Configure the joining-member actions and select the resources to assign.
- Review the setup alongside your invitation process before the next intake.
- Choose Save, then reopen the automation to review its configuration.
Member import and open invitations are ways to bring people into a team. See Batch Inviting New Clients and Open Invitations For Clients.
Choose a Joining-Member Trigger
Set up a volunteer welcome. Link a welcome workflow to the invitation for new volunteers. It can ask them to read the role guide and choose an orientation session. Use the dedicated invitation when those resources are intended for that intake. Check the trigger and member selection before sharing it.
An event-based automation can use:
| Trigger | When to use it |
|---|---|
| Always When a Member Signs | Run the actions when someone accepts an invitation |
| Always When a Member is Created in Your Team | Include members added to the team by staff |
| Manually | Run on demand using Run Now |
Review the trigger together with the member-selection rule and save the setup. The action choices depend on the automation type and can include Goal Assignment, Workflow Roll-Out, Reminder Assignment, Add to Shared Goal, reports and Label. A workflow action can also collect its Roll-out Data Fields.
Use an Automation with an Invitation
In Setup → Team Invitations, link an automation to the invitation that should provide the resources. Run with Dedicated Invitation creates an invitation for the automation directly. With Repeated Usage, an existing member can use the invitation again to re-run its linked actions.
For time-triggered work, review the selected time zone and any skipped repetitions as well as the daily, weekly or monthly schedule. Use the Event Log to review executions and configure notification recipients for errors where offered.
Review the Event Log
The automation screen and the individual automation provide an Event Log. Use it to review the events reported for automated work and to investigate an execution that needs attention.
When checking an unexpected result, compare the automation's actions, selected resources, member-selection rule and schedule with the intended assignment. Then inspect the affected member's goals or rolled-out workflows. For workflow execution itself, see Reviewing Rolled-Out Workflows.
Maintain an Automation
Return to the team's Automation screen and open the automation by name to review its setup. Revisit it when the underlying process, member tags or reporting needs change. Check the resources and upcoming execution settings together so the automated work continues to match the program you intend to run.