Triggers (Workflows)

Last updated by Andrew Treadwell on July 23, 2020 12:13

Summary

Glossary:

Trigger: a set of actions that are performed automatically by StaffSavvy when something happens.

Event: a one of the things that happens that can ‘fire’ a trigger. E.g. An event might be a staff member completing a training stage.

Action: something the system needs to do when the event happens. E.g. sending an email

Triggers are extremely flexible ways to automate your workflow including basic changes to staff accounts.

The image above shows the Triggers list; this is where all of your triggers will be shown. This is found under System > Manage Triggers.

You can add a trigger under the Actions menu.

Once you have a trigger, you will see a list as per the image above that gives you access to Edit triggers, edit actions and copy the trigger.

Each trigger can be either On or Off. You can setup triggers as needed and turn them on as needed by using the option shown next to its current status.

Trigger Setup

The Trigger has a title and notes field which helps you keep track of what each of the triggers are being used for. In the example above, the trigger is to automatically change a staff member’s roles when they have completed enough shifts successfully.

The “Triggered when…” drop down chooses the ‘event’ that will start the trigger running. Depending on the type of event, you will also be shown some additional options. In the example above, the event allows you to set the number of occurrences over a number of days. So it might be 3 successful shifts over 14 days or 10 shifts within 90 days.

The attendance flags allow you to choose which type of shifts you want to include; attended shifts, lateness or the non-attendance flags.

On all events, you have the option to exclude levels so that staff on those access levels will not trigger this event.

Trigger Actions

The actions are what the system should do when the trigger is run.

You can have as many actions as you wish on a trigger. Actions range from adding/removing roles and venues from an employees’ account through to sending emails and creating tasks.

Once you have created your trigger, click Edit Actions to view and add your Actions.

When adding an action, you’ll see a similar form to the when you completed for adding a Trigger. You will be asked what type of action you want to add and then will be shown options based around that type of action you are adding.

Complete all of the options for the action and click save. If the trigger is enabled then the changes will be made instantly and any new events will use the new settings.

All executed actions on a trigger are recorded and will be available for audit purposes in a future update.