A workflow in BuildPass is an automation that runs either when something happens in the system or on a defined schedule. Workflows allow you to automatically send emails, notifications, or SMS messages without manual follow-up.
They help standardise processes, improve compliance, and reduce administrative effort across your projects.
How Workflows Are Structured
Every workflow in BuildPass consists of:
One trigger
Optional logic blocks (such as wait or branch)
One or more actions
A workflow can only have one trigger, but it can include multiple logic and action steps.
Workflow Triggers
When creating a workflow, you must choose one of the following trigger types.
When Something Happens
This trigger runs a workflow immediately when a specific event occurs in BuildPass.
You can monitor activity on the following resources:
Site diary
Form (all forms or a specific form)
Pre-qualification survey
Register item
Sign on
Site induction
Company induction
Timesheet
Each resource supports trigger conditions such as:
Is first created
Is updated
Is completed
Is archived
(Forms also support conditions based on individual form fields.)
You can choose to run the workflow for a specific project or across all projects.
On a Schedule
This trigger runs workflows automatically at set times, without requiring a user action.
You can schedule workflows to run:
Daily
Weekly
Monthly
Yearly
(All run at a specific hour, on the hour.)
Scheduled workflows can also be configured to run:
Once per project, using each project’s local timezone
Once per matching resource, such as sending reminders to multiple workers
(Each resource can trigger the workflow at most once every 3 days.)
Scheduled workflows still require you to select a resource and define conditions that are evaluated when the workflow runs.
Workflow Actions
Once triggered, a workflow can perform one or more actions, including:
Send email
Send notification
Send SMS
For each action, you can choose recipients such as:
Specific BuildPass users, companies, or workers
The sender or creator
Project managers
Messages support dynamic variables (for example {{author.email}}) so content automatically adapts based on context. Email actions also support adding a signature.
Drafts, Publishing, and Activation
Workflows can be saved as drafts
Draft workflows do not run
A workflow must be published and activated before it will execute
You can view workflow runs, version history, beautify the layout, or archive workflows at any time
Why Use Workflows?
Workflows help you:
Automate routine communication
Ensure consistent messaging
Reduce manual admin tasks
Trigger reminders and alerts automatically
Keep workers and stakeholders informed in real time
Need Help?
If you have questions or need assistance setting up workflows, use the black chat box in the bottom-right corner to contact the BuildPass support team.