Automations in People
Automations are designed to reduce your team's workload by automating manual tasks, saving you time and effort every time they run.
Create automation
To create automations, a person must be a manager or editor in People and be a collaborator on the list or form with manage permissions.
Important
Do not use automations with a list set to auto-refresh if the list is dependent upon another list. The only way to ensure List B always has correct results is to refresh List A manually first.
Select Lists or Forms in the top navigation.
Choose the list or form for which you'd like to create an automation.
If you choose a list, you must set the list to refresh automatically or manually refresh it from the Results tab for any automations to work.
Select the Automations tab.
Select Create automation in the top right.
Set up the automation by completing the fields in the pop-up. For lists, select Apply this action to current members on this list to immediately run the automation for everyone already on the list.
Select Create automation to enable the automation. The automation runs when a person submits a form, is added to a list, or is removed from a list.
Warning
If you select Save while viewing or editing a list's rules, any automations in place will be paused. When you unpause the automations, they are not performed on any profiles on the list. You'll either need to remove the automation and re-add it, or use a bulk action to cover those on the list.
Pause or delete automations
Use the toggle slider to pause an automation that you don't want to run.
To pause all your automations, select Pause automations in the top-right corner.
To delete an automation, select the three dots next to it, then choose Delete.
View automation history and reassign automations
You can view an automation's history for the last 32 days, reassign it to yourself, or delete it by selecting the three dots in the top right corner of the automation.
You may see the following statuses when viewing an automation's history.
Success: The automation ran successfully on the person.
Pending: The automation is still in process.
Paused: The automation was paused before the last action that would have normally triggered it, so it did not run. Select Run now to run the automation.
Failed: The automation failed to complete. You can select Details to find out why the automation failed. Select Retry to try the automation again.
Tip
The owner of the automation will receive an email notifying them of the failure.
If an automation has any errors or instances skipped due to being paused, you will also see an indicator on the automation showing the number of paused or failed instances.
If you ignore a failed or paused automation instance, it will show up on the Automation history page with an Ignored status. It will not be included in the number of errors or paused items on the automation.
Common automations
Check out the examples below to see how other churches are using automations in People.
Profile changes
For these changes to happen automatically, enable auto-refresh from the settings of the list you create.
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Change child to adult
If you want to automatically change a person's age status from Child to Adult, you can create a list with a rule that determines when a person should become an adult.
What's the difference?
A child cannot change their contact information.
If someone in the child's household wants to manage their Services schedule, they don't need the child's permission.
Once you've submitted the rules, create an automation that sets the people on the list to an Adult.
Move from one membership status to another
Each church has a different path for people to take to move from one membership status to the next. Set up your list to find people to whom you want to assign a specific status, and then set up the automation to assign them.
Update a person's primary campus
Create a list showing activity in a specific campus.
Create an automation to assign the list of people to the campus.
Automate creating and assigning tasks
A lot is going on at your church, and that means tasks for your staff! Instead of manually tracking these actions, you can automatically create and assign tasks.
Create an automation to add a task from the Automations tab.
When a person...: Select the activity that triggers the task automation.
Then perform an action in...: Choose Home as the product and Add a task from the dropdown.
Task name: Name your task.
Add task to: Select where to add the task.
Owner: If you're adding the task to someone else's inbox, search for that person's name. If you're adding it to a specific task list, select the list from the dropdown and add an assignee.
Days after task is created: If the task should be completed by a particular date, enable Set task due date and add the number of days before the task is due.
Once the automation runs, the assigned task appears in the assignee's inbox or task list, and they are notified of a new task. At the bottom of the task, the assignee can see who made the automation.