How do I create a roster automation?

Key Points

Roster Automations can be used to identify and notify staff when shift notes are missing.

Schedule-based triggers allow automations to run after a shift has ended.

Conditions ensure notifications are only sent when shift notes have not been completed.

Internal notifications help keep communication within the system without relying on email.

This automation improves compliance, record accuracy, and reduces manual follow-ups.

Purpose of This Automation

This automation is designed to:

Identify shifts where notes have not been completed

Notify staff after a defined period

Reduce the need for manual checking and follow-ups

Ensure shift records remain complete and compliant

Creating the Automation

To create the automation:

1. Navigate to the Automations section.

2. Click the Plus (+) button in the top-right corner.

   

This opens the automation setup screen.

Selecting the Data Type

Choose:

Roster Automation

This ensures the automation applies to roster data and shift activity.

Naming the Automation

Enter a clear name for the automation.

Example:

Missing Shift Note

Using clear naming conventions makes it easier to manage automations later.

Setting the Trigger

Set the trigger type to:

Schedule

Then configure:

Base field: Shift End Time

Trigger timing: 1 week after shift end

This ensures staff are given time to complete notes before being notified.

Adding Conditions (If Statements)

Conditions ensure the automation only runs when required.

Primary Condition

Shift Note = Not Submitted

Recommended Additional Conditions

Shift is Published
Shift is Completed

These conditions help:

Avoid unnecessary notifications

Ensure the automation only targets valid shifts

Defining the Action (Do Options)

Choose the action:

Send Internal Notification

Internal notifications are useful because:

They stay within FlowLogic

They reduce email clutter

They are visible directly within the system

Selecting Recipients

Set the recipient to:

Employee on the roster

This ensures the notification is sent directly to the staff member responsible for the shift.

You can also include additional recipients if needed, such as:

Supervisors
Team leaders
Coordinators

Setting the Sender

Select a sender for the notification.

This can be:

A specific staff member
A system-based sender

Example:

Roster Manager or Team Leader

This helps make the notification clear and professional.

Configuring the Notification Message

Subject Line

Example:

Missing Shift Note

Message Content

You can include dynamic fields such as:

Staff name
Shift date
Shift details

Example message:

Hi [Staff Name],
You have a missing shift note for your shift on [Shift Date].
Please complete this as soon as possible.

Dynamic fields personalise the notification and improve engagement.

Saving the Automation

Once all fields are configured:

1. Review the automation settings

2. Click Save

The automation will now appear in the Roster Automations list.

Monitoring the Automation

After saving, the automation will run automatically based on the defined schedule.

You can:

Monitor activity through Automation Logs

Edit or disable the automation if needed

Adjust timing, conditions, or recipients over time

Best Practice Recommendations

✔ Allow a reasonable delay before triggering reminders (e.g., 1 week)
✔ Use conditions to avoid unnecessary notifications
✔ Keep notification messages clear and actionable
✔ Use internal notifications to reduce email overload
✔ Regularly review logs to ensure the automation is working correctly

Related articles

• What are automations and how do they work?

• How do I control shift notes and progress notes?

• How do I report on shift notes?

• How do I create a record automation?