Automations

A workflow runs steps for you when something happens, such as a lease being activated or rent going overdue, or on a schedule. To create one, choose Automations → All Workflows in the sidebar, then New Workflow. Enter a Workflow name (required) and pick what starts it under When (Lease created, to start). New workflows are Draft and switched off.

To start from a ready-made workflow instead, see "Workflow templates" on this page. Either way, add its steps in the editor, then choose Actions → Switch on. A workflow needs at least one step before it can be switched on.

A workflow's Trigger section sets what starts it:

• Leases: Lease created, Lease activated, and Lease ending, once per lease when its end date is a set number of days away (60 to start).
• Applications: Application submitted and Application approved.
• Maintenance: Work order created and Work order completed.
• Rent & payments: Payment received (an income transaction recorded against a tenant or lease), and Rent overdue, once a month per tenant whose balance is still open a set number of days after the due date (5 to start) and over a minimum balance.
• Moves: Move-in scheduled and Move-out scheduled.
• Schedule: On a schedule, daily, weekly or monthly. Run it once, for each active lease, or for each tenant with a balance.

Record triggers come from changes to your records; timed triggers are checked by the automation runner (see "Scheduled jobs" on this page).

In Conditions, choose Add Condition to run the workflow only when the record matches, such as a work order's priority is Urgent or a lease's rent is greater than 2000. Operators are is, is not, contains, is greater than, is at least, is less than, is at most, is set and is empty. Every condition must hold. With none, the workflow runs for every matching event.

In Steps, choose Add Step and pick one:

• Send a message: emails the tenant, the applicant, the assigned vendor, the property owner, your team alert recipients or a specific address. Pick a template, or write a subject and body with merge fields.
• Notify the team: logs a notification on the record's timeline, and optionally emails a teammate or the team alert recipients from Settings → Notifications.
• Create a work order: opens one linked to the record's property and unit, with a title, priority, category and description.
• Update status: sets the triggering record's status.
• Wait: pauses the run for a number of days.

Steps run in order. Reorder them with the up and down arrows, or remove one with its trash icon.

A workflow's Canvas section shows the whole workflow as connected cards: the trigger, its conditions and each step. Drag in steps, rewire the order, and double-click a card to edit it.

The controls in the corner zoom in and out, fit the whole workflow in view, turn snapping to a grid on or off (and change the grid size), and lock the canvas so nothing moves by accident.

A workflow is Draft, Active or Paused. Switch it on or off from its Actions menu (Switch on or Switch off), or from its row on the list. Only workflows that are switched on start new runs.

The list's figures count workflows (with drafts), those switched on, runs started all-time and paused workflows. Filter by on or off and by trigger, or search by name, trigger and steps. To remove a workflow and all its steps, use the Delete section at the bottom of its editor.

Automations → Workflow Templates holds ready-made workflows: Move-in welcome, Move-out checklist, Collections follow-up, Application received, Approved applicant next steps, New lease kickoff, Maintenance request received, Repair follow-up, Payment thank-you, Monthly rent reminder and Renewal outreach. Filter them by category or search.

Use template creates a new workflow from it, as a Draft that's switched off. Review its trigger, conditions and steps, then switch it on.

Each time a workflow fires, it starts a run. Automations → Run History lists every run with its workflow, trigger, the record it ran for and its timing. A run is Queued, Running, Waiting (paused by a Wait step), Completed, Failed or Cancelled.

Open a run to see its per-step log: each step is Done, Warning, Error, Waiting or Not run. A run that hasn't finished can be cancelled. Filter by workflow and status. The figures show total runs, the success rate, failed runs and runs in progress. A workflow's own Runs section shows the same for that workflow.

Property's timed work is done by scheduled jobs. To see them, choose Scheduled Jobs at the top of Automations → All Workflows. The jobs are:

• Automation runner: turns record events into workflow runs, fires timed triggers and resumes waiting steps.
• Post recurring charges, Assess late fees, Management fees, Deposit interest and Autopay charges.
• Preventive work orders and Scheduled reports.
• Scheduled announcements, Lease expiry & renewal alerts, Rent reminders and Expiring documents.

Each job shows its last run, and Recent runs lists the history. Run Now runs one job for this project, and Run Everything Due runs every job that's due. When the project's scheduler isn't set up, the dialog says so, and jobs run only when you run them here.