Creating a Timesheet Automation

Key Points

Timesheet Automations allow you to trigger actions based on timesheet activity.

They help reduce manual follow-ups and ensure important updates are not missed.

Common use cases include:

Notifications for submitted timesheets
Alerts for specific shift events (e.g. sleepovers, wake-ups)
Approval reminders

Automations are built using:

Trigger (when it runs)
Conditions (when it should run)
Actions (what it does)

Purpose of Timesheet Automations

Timesheet automations are designed to:

Monitor timesheet submissions
Trigger alerts based on specific events
Improve visibility for rostering and management teams
Ensure timely review and approval of timesheets

They are particularly useful for workflows that require oversight or validation.

Creating a Timesheet Automation

To create a new automation:

1. Navigate to the Automations section.

2. Click the Plus (+) button in the top-right corner.

This opens the automation setup screen.

Select:

Timesheet Automation

This ensures the automation is triggered by timesheet-related events.

Naming and Setting the Active Status

Enter a clear and descriptive name.

Example:

Wake Up on Shift

Clear naming helps identify the automation’s purpose, especially when managing multiple rules.

You can configure:

Valid From / Valid To dates (optional)
Enabled or Disabled status

For most automations, leave the date range blank and set the rule to Enabled.

Configuring the Trigger

Set the trigger to:

New Timesheet Submitted

This ensures the automation runs whenever a timesheet is created.

Adding Conditions (If Statements)

Conditions define when the automation should run.

Example Conditions

Wake Up field = Modified
Sleepover field = Not Empty

This ensures the automation only triggers when:

A wake-up event is recorded
The shift is a sleepover shift

Using conditions helps target specific scenarios and avoid unnecessary alerts.

Defining the Action (Do Options)

Select the action:

Send SMS



SMS notifications are useful for:

Urgent alerts
Time-sensitive updates
Ensuring visibility outside the system

Selecting Recipients

Choose who should receive the SMS.

Common options include:

Roster managers
Supervisors
Specific staff members

You can send notifications to:

Individuals
Groups

Selecting the right recipients ensures the notification reaches the appropriate team for follow-up.

Configuring the Message

Create a clear and concise message.

Example:

New timesheet has been added with a wake up. Please review and approve if required.

You can also include additional details such as:

Shift ID
Staff name
Links to the roster or shift

Providing context helps recipients take action quickly.

Saving the Automation

Once all settings are configured:

1. Review the automation

2. Click Save

The automation will now appear under the Timesheet Automations tab.

Monitoring the Automation

After saving, the automation will run automatically when conditions are met.

You can:

Review activity in Automation Logs

Edit or disable the automation if needed

Adjust conditions or recipients over time

Monitoring ensures the automation continues to meet your workflow requirements.

Best Practice Recommendations

✔ Use clear naming for each automation
✔ Apply conditions to avoid unnecessary alerts
✔ Use SMS for urgent or high-priority notifications
✔ Keep messages short and actionable
✔ Regularly review automation logs
✔ Adjust rules as workflows evolve

Summary

Timesheet Automations in FlowLogic allow you to automatically respond to timesheet events, improving visibility and reducing manual processes.

By combining triggers, conditions, and actions, you can ensure that important updates — such as wake-up events on sleepover shifts — are flagged immediately.

When used effectively, these automations help maintain efficient workflows, timely approvals, and accurate timesheet management.