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Create an automation

A custom automation is a standing instruction for the room's agent: "every Monday, roll unfinished tasks into the new sprint", or "when minutes are ready, post the action items in chat". You describe it in a sentence, the agent compiles it into a plan with a trigger and ordered steps, and you read the plan before anything runs. The room Owner builds automations; the person who created an automation and the room owner can switch it on or off, change it or delete it.

How to build an automation​

  1. Open the room's Automations and select New automation — or tick Automation on the agent prompt bar.
  2. Describe what should happen in Describe what should happen on its own…, or pick a starter such as Monday sprint rollover, Nudge overdue tasks, Minutes to chat, Friday wrap-up or Welcome new members.
  3. Select Build.
  4. Read the plan card: the trigger, the numbered steps, How it will run and If it ran now (what it would do against today's data).
  5. Select Set automation to make it live, or tell the agent what to change.
note

Nothing happens until you set it. A built automation that is not set waits under Drafts in the Automations panel.

Triggers you can use​

  • Schedule — once, or on a repeating schedule.
  • Manual — Only when you run it.
  • Meetings — When minutes are ready, When a meeting is summarised, When a recording is saved, When the transcript lands, When a meeting ends.
  • Tasks & sprints — When AI fills the board, When a task is completed, When a task is assigned, When a sprint is created.
  • Room — When someone joins the room, When a file is uploaded, When an approval is decided, When a message arrives.
  • Tables — When a record is added, When a record changes, When a record starts matching, When a form is submitted, When a spreadsheet is imported.
  • Watches — When a task goes overdue, When a task sits still, When a sprint looks at risk, When minutes go unreviewed, When the room goes quiet.

Steps can create and assign tasks, open a sprint board and move tasks across, set reminders, write notes and pages, put a meeting in the calendar, post in the room, send a notification or an email, and close a sprint. Agent steps work out what to say from the room's data.

How to choose where results go​

On the plan card, pick Deliver as — Chat, Notify me, Note, Reminder, Task or Email. Under Then tell me in, choose In the room, In chat, Push, Email or Quietly.

How to change, pause or delete an automation​

  1. In Automations, find the automation under Custom room agent automations.
  2. Use the switch to turn it on or off, or select Pause it on its card.
  3. To change it, select Change it and tell the agent what to change. Review the new plan and select Apply the change. Tap a trigger or step to make a small edit in place.
  4. To delete it, open the ⋯ menu and select Delete. It stops running and what it already did stays.
tip

If a default room automation already does the same job, the custom one is held back with Already handled, so the room never does the work twice.

Credits​

An automation made only of action steps uses 2 credits per completed run. An automation with an agent step uses one agent run each time it fires, up to 50 runs a day by default. Each email it sends adds 2 credits. Skipped and failed runs are free. The cost is shown on each automation's card.