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Routines

Routines run actions on a schedule - daily reports, weekly cleanups, follow-up reminders. Set it and forget it.

Creating a Routine​

  1. Go to Routines
  2. Click New Routine
  3. Configure when it runs and who it targets

If you turn the schedule on while the targeted members' roles lack Use permission on a Workflow the Routine starts, the save is rejected and you'll be told which Workflows need the permission granted first — otherwise every scheduled run would fail.

Schedule Types​

TypeWhen It Runs
Manual OnlyOnly when you click "Run"
OnceAt a specific date and time
CRONRecurring schedule
IntervalEvery X seconds

CRON Examples​

0 9 * * 1-5     Every weekday at 9 AM
0 17 * * 5      Every Friday at 5 PM
0 0 1 * *       First day of each month
0 8 * * *       Daily at 8 AM

Targeting Members​

Routines run for specific members:

  • All Members - Everyone in workspace
  • Member Filter - Target by labels, roles, or data
  • Specific Member - One person only

Attaching Actions​

Link your routine to actions:

  1. Create an Action first
  2. In the routine, select which actions to run
  3. Actions execute in order for each targeted member

Running Routines​

Automatic: Routines run on schedule when active.

Manual: Click Run to trigger immediately.

Paused: Disable temporarily without deleting.

Tracking Execution​

Each run creates a record:

  • Status: Completed, Failed, In Progress
  • Member Count: How many were processed
  • Errors: What went wrong (if anything)

Common Patterns​

Daily check-in:

  • Schedule: 0 9 * * 1-5 (weekdays 9 AM)
  • Target: Members without recent activity
  • Action: Send reminder notification

Weekly summary:

  • Schedule: 0 17 * * 5 (Friday 5 PM)
  • Target: All team members
  • Action: Send week's metrics via webhook

Monthly billing:

  • Schedule: 0 0 1 * * (first of month)
  • Target: Active customers
  • Action: Trigger invoice generation

Follow-up loop:

  • Schedule: Interval every 3600 seconds
  • Target: Members with pending tasks
  • Action: Send reminder

Journey Events​

If your workspace uses Journeys, you can attach actions to journey lifecycle events. These events fire automatically as members progress through a journey.

EventWhen It Fires
Journey Enrolled (journey:enrolled)A member is enrolled (or re-enrolled) in a journey
Journey Completed (journey:completed)A member completes a journey
Journey Step Execute (journey_step:execute)A step activates and fires its Actions as nudges

There is no "step due", "step entered", or "step completed" EventRule. Time-based waits live on the journey connection as CEL, not as a separate event.

Common Patterns​

Notify staff when a member enrolls:

  • Event: Journey Enrolled
  • Action: Member Notify to care team

Send a congratulations message when a journey completes:

  • Event: Journey Completed
  • Action: Assistant Message with a personalized completion message

Run outreach when a step activates:

  • Event: Journey Step Execute
  • Action: Send SMS / start a Workflow / send a webhook

For developers​

  • Routines API — schedule and manage recurring automations programmatically