Workflows

Workflows repeat a process for you: create a task after an event, prepare a weekly report, or notify your team when a guest needs help.

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Create a workflow

Open Workflows > Templates and choose a starting point, or open the editor to build your own. For example: “Every Monday at 09:00, prepare a report of overdue maintenance tasks, grouped by property.”

1. Set the trigger. Choose the event or schedule that starts the workflow. Check its property and channel scope and the time zone.
2. Choose the records. Fetch the information you need and add conditions. Exclude completed and cancelled tasks from an overdue-task report, and decide what happens when no records match.
3. Add the action. Configure the task, report, message, or notification. Check its property, recipient, and content; replace any template examples.
4. Add approval if needed. Place an Approval block before an action that must wait for someone. Set what happens if they reject it or do not respond.

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Test before you turn it on

Use a small scope with known records. Test a case that should trigger the action and one that should not. If you added approval, also test rejection and expiry. Open the run and inspect each step and its output. Some tests simulate an action without saving or sending it; read the result before assuming it happened. Confirm required connections and enable the workflow when the results match your intent. Automatic sends do not necessarily ask for approval again.

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Review workflow runs

Open Workflows > Runs and select a run. A condition may have correctly stopped it; an approval may be waiting; an action may have failed. Open the step to see its inputs and result. Follow links to created tasks, messages, or reports. Before retrying a failed run, check whether earlier steps already sent a message or created work.

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Pause a workflow

Pausing stops new runs and cancels runs in progress, including waits. Pending approvals are rejected. Turning it back on starts new runs; cancelled runs stay cancelled.

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Configure standard task automations

Automatic standard tasks are checked in Tasks, not workflow run history. In Task automations, choose All active properties, including future properties to include newly added homes. Save each task type’s settings; property and group exclusions still apply. For Pre-arrival refresh, choose Schedule > While vacant to repeat work after a set number of vacant days, counted from the property’s last cleaning. Tasks are created up to seven days ahead. Check their properties and dates in Tasks.

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Common problems

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Related articles

• Workflow reference — editor controls, data sources, and action settings.
• Approve a sensitive message — review a guest message before sending.
• Tasks — inspect work created by an automation.