Docs › Automations
Automation recipes
Complete automations you can copy — for bookings, tasks, events and routines.
Experimental. Automations are still being tested. They may not run, or may give incomplete or wrong results — check anything important yourself, and tell us what goes wrong.
Each recipe below is a whole automation: the trigger, its Only… settings, and every step in order. Build it with New automation on the Automations page — + Trigger first, then select it and add each step with + Action, so they chain one under the other.
Bookings
Prepare for every intro call, and welcome the guest from your Gmail
Someone books a call; you get a prep task, and they get a personal note from your own address.
| Name | Prepare for intro calls |
| Trigger | A booking is made |
| Only… | Only Intro call |
| Step 1 | Create a task — Project: Clients, List: To do, Title: Prep for intro call with {guest.name}, Due: Due that day, Assign it to me |
| Step 2 | Send an email — To: {guest.email}, Subject: See you {booking.start}, Email: Hi {guest.name}, thanks for booking an intro call. Before we talk, have a think about what you'd most like the new site to do. — Sam |
With Gmail connected, the email comes from your own address and sits in your Sent folder.
Block prep time before a consultation
| Trigger | A booking is made |
| Only… | Only Design consultation |
| Step | Create an event — Space: Northwind, Title: Prep: {guest.name}, When: At its own time, Days from then: -1, Length: 30 min |
A consultation booked for Friday at 10:00 puts Prep: Grace Liu on Thursday at 10:00 for 30 minutes.
Tell yourself when a booking moves
| Trigger | A booking is moved to a new time |
| Step | Notify me — {guest.name} moved their {meeting_type.name} to {booking.start}, Email me too |
Tell your team when a booking moves
| Trigger | A booking is moved to a new time |
| Step | Send a webhook — Bookings → Slack |
Set up the webhook first under Settings → Developer with the URL from a Zapier or Make scenario that posts to your team channel. See Connect other tools.
Follow up the day after
| Trigger | A booking is made |
| Step | Create a task — Title: Send notes to {guest.name}, Due: Due the next day, Assign it to me |
Tasks
Block time for work assigned to you
| Trigger | A task is assigned to me |
| Only… | Only Website relaunch |
| Step | Create an event — Space: Northwind, Title: Work on: {task.title}, When: On a day, at a time, Days from then: 1, Time: 14:00, Length: 60 min |
The next afternoon, an hour is on your calendar for it. Move it if the time's wrong.
Move finished work to Done
| Trigger | A task is completed |
| Only… | Only Website relaunch |
| Step | Move the task to a list — Project: Website relaunch, List: Done |
Limit it to one project: a task can only move to a list in its own project.
Celebrate the wins
| Trigger | A task is completed |
| Step | Notify me — Done: {task.title} 🎉 |
Events
Only hear about the meetings that matter
An automation that asks a question: one kind of event gets a note, everything else is left alone.
| Trigger | An event is created |
| Only… | Only Clients |
| Step 1 | If — Look at: event.title, Which: contains, This: review |
| Step 2 (from yes) | Notify me — {event.title} on {event.start} needs prep, Email me too |
Leave no unconnected. Design review gets a notification; Weekly sync goes the no way and nothing happens.
Try it with Test run: change "title" under Input to see both answers.
Remember to invoice after client calls
| Trigger | An event is created |
| Only… | Only Clients · Only titles containing Call |
| Step | Create a task — Title: Invoice for {event.title}, Due: Due the next day |
Know when a meeting is cancelled
| Trigger | An event is cancelled |
| Step | Notify me — "{event.title}" on {event.start} was cancelled |
Routines
A nudge when the morning walk slips
| Trigger | A routine period is skipped |
| Only… | Only Morning |
| Step | Create an event — Space: Personal, Title: Lunchtime walk, When: On a day, at a time, Days from then: 0, Time: 12:30, Length: 30 min |
Skip any part of Morning and a lunchtime walk appears on today's calendar.
Keep a streak somewhere else
| Trigger | A routine period is done |
| Step | Send a webhook — Routine tracker |
Point the webhook at a Zapier or Make scenario that adds a row to a spreadsheet with {routine.name}, {period.name}
and the date.