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How to run an automation when something happens

Goal

Have Maggie create a task for you every time something happens in your organization — a missed call, a new review, a new order — instead of you noticing it and acting by hand.

This guide covers event automations. To run something on a schedule, or a set time before a due date or meeting, see How to schedule a recurring or before-event automation.

Before you start

  • Automations live in Settings → Automations ("Scheduled reminders & tasks").
  • An automation always does one thing today: it creates a task with the title and details you give it. Maggie then works that task like any other.
  • Event runs are metered like any other work and are capped at 30 runs per hour per automation.

Steps

  1. Open Settings and choose Automations. The page lists any automations Maggie suggests for you under Suggested for you, then Create an automation, then Your automations.

Step 1 — Settings → Automations: Create an automation with What should happen? and Details (optional), and below it the Schedule Automation card with the Recurring, Before Event and When Something Happens choices

  1. Under What should happen?, type the task Maggie should create (for example Call back the customer), and add Details (optional) if the task needs context.
  2. Under When should this run?, choose When Something Happens.
  3. Under Which event?, pick the event: A call is missed, A review comes in, or An order is placed. For reviews, use Narrow it down to run for Any rating, Only 3 stars or below, or Only 5 stars.

Step 4 — the When Something Happens tab: Which event? with A call is missed, A review comes in and An order is placed, and the note that runs are capped at 30 per hour per automation

  1. Check Schedule Preview — it reads Runs when … with the event you chose — and choose Schedule Automation. The automation appears under Your automations.

Managing an automation

Each card under Your automations shows what the automation does, when it runs, whether it is Active or Paused, and how many times it has fired.

  • Pause stops it without deleting it; Resume turns it back on.
  • The trash button deletes it after you confirm Delete this automation?.
  • Recent runs opens its last runs. Each line says it ran, did not run (with the reason, for example the hourly cap), or failed (with the error).

Suggested automations

Maggie can propose automations from what she sees you do repeatedly. They appear under Suggested for you with a title and a short reason. Accept creates the automation; Dismiss removes the suggestion.

Verify it worked

After the event next happens, open Recent runs on the card: a line reading ran (…) means the task was created — you will find it in Tasks.

Troubleshooting

Problem What to do
A run says did not run The reason is on the line. The most common is the cap of 30 runs per hour per automation.
Nothing appears in Recent runs The event has not happened since you created the automation, or the automation is Paused.
The event I want is not listed Only the three events above can trigger an automation today. For time-based runs, use a recurring or before-event automation.
  • How to schedule a recurring or before-event automation