While most workflows are triggered by someone filling out a form, Time-Based Triggers allow you to start a process automatically based on a schedule.
What is a Time-Based Trigger?
A Time-Based Trigger allows a workflow to start automatically without any manual intervention. This is perfect for recurring tasks such as weekly compliance checks, termly staff surveys, or daily admin reminders.
Instead of waiting for a form to be submitted, the workflow triggers to run at a specific time and begins its steps.
Setting up a Time-Based Trigger
When you create a new workflow, you will be asked how you want the workflow to start. At this stage, you will not select Time-Based Trigger. This is a trigger you will set up after the workflow build has been completed.
Once the workflow is built and ready you will be able to create this trigger. The Trigger Option Box present at the very start of the workflow will display two options, By hand (when form is filled in) or, + Add time based trigger.
Select the + Add time based trigger button to create your trigger where you be able to use the following frequency options:
Daily: Runs every day at a time of your choosing (e.g., 8:00 AM every morning).
Weekly: Runs on specific days of the week (e.g., every Monday and Wednesday).
Monthly: Runs on a specific schedule each month (e.g., the 1st Monday of every month).
Choosing Your Frequency
When setting up a Time-Based Trigger, you have full control over the cadence of your automation. You can choose from three main frequencies:
Daily: Runs every single day, including weekends.
Weekly: Select specific days of the week (e.g., every Tuesday and Thursday).
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Monthly: Set the workflow to run at a specific time, on a specific day of the week and a specific week of the month (e.g., the second Wednesday of every month at 09:30).
Use the 'Run this Workflow' drop-down to select the interval. This will then update the relevant fields below which will need configuring.
If you have selected Daily the options you will need to configure include:
- Day of week
- Time
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Recipients
If you have selected Weekly the options you will have to configure include:
- Day of week
- Time
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Recipients
if you have selected Monthly the options you will have to configure include:
- Week of month
- Day of week
- Time
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Recipients
Setting the Precise Time
To ensure your workflow reaches people when they are most likely to act, you can specify the exact execution time.
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15-Minute Increments: You can schedule the start time with precision (e.g., 08:00, 08:15, 08:30, or 08:45).
Defining Recipients
Unlike form-triggered workflows where the "submitter" is the starting point, a Time-Based Trigger needs to know who to send to when the clock hits the scheduled time.
Assigning Participants: During the trigger setup, you will be asked to select Recipients.
Who are they? These are the individuals who will receive the initial notification or the first step of the workflow.
Roles: You can select specific individuals or, depending on your MAT or School tier, assign recipients based on their Custom or Arbor (MIS) roles.
Saving the Trigger
Once you have configured the drop-down menus to match your intended trigger schedule you will see a Schedule preview summarising the schedule you have set up.
Once you are happy with the schedule you can save the trigger using the green Save Trigger button as the bottom of the slide over.
Important notes:
- The workflow will run automatically at the scheduled time
- Times are in GMT
- Changes will take effect immediately when you click Save Trigger
Feature Availability by Tier
Time-Based Triggers are available to all customers to use as an option to start their workflow.