Triggers (Workflows)

Summary

Glossary:

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

Event: Something that happens that can ‘fire’ a trigger. For example, an Event might involve 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, making simple and useful changes to staff accounts.

The image above shows the Triggers list, which is where all of your triggers will be shown. It 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 in 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 set up triggers and turn them on as needed by using the option shown next to their current status.

You can also set a category for each trigger to help organise your triggers and filter by search. This is useful if you have many triggers and need to access them quickly.

Trigger Setup

The Trigger has a title and notes field, which helps you keep track of what each trigger is being used for. In the example above, the trigger automatically changes a staff member’s skills when they successfully complete enough shifts.

Trigger Events

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 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.

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. An example of what a trigger event might be is an event that is triggered by the number of occurrences of something happening over a number of days. So it might be 3 successful shifts over 14 days or 10 shifts within 90 days.

• Absences
• Awards
• Check-ins
• Documents
• Expenses
• Holiday
• Recruitment
• Regular Schedule 
• Reports
• Shifts
• Staff 
• Time Entries
• Training
•  Work Eligibility

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

With triggers related to duration, such as ‘Number of days…’, you have the option to set up how soon the trigger itself is enacted. Duration triggers can now be set to run immediately. This might be used for expiring documents if you want to trigger the action immediately after this, as happened without a grace period.

You can have as many actions as you wish on a trigger. Actions range from adding/removing skills and venues from an employee’s account 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 form similar to the one you used when you completed adding a Trigger. You will be asked what type of action you want to add and then shown options based on that type of action.

Some exciting action options include being able to email all accounts assigned to a specific level using our trigger filters, or our most recent addition to actions is to 'Assign a Check-in form' via actions.

You can sort by skill and triggers, and you can also filter by level. This is really helpful if you are working with freelancers and contracted staff, as they might require different check-in forms or requirements.

Once you have chosen all of your actions, click save. If the trigger is enabled, 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.