Workflow triggers define when a workflow runs. In BuildPass, each workflow can have one trigger, and that trigger must be either event-based or scheduled.
Understanding the difference helps you build reliable, predictable automations.
Event-Based Triggers: When Something Happens
Event-based triggers run a workflow immediately when a specific action occurs in BuildPass.
How Event Triggers Work
The workflow listens for a defined event
When the event occurs, the workflow starts instantly
Conditions are evaluated at the time the event happens
Supported Resources
You can trigger workflows based on activity in:
Site diary
Form (all forms or a specific form)
Pre-qualification survey
Register item
Sign on
Site induction
Company induction
Timesheet
Common Trigger Conditions
Depending on the resource, conditions can include:
Is first created
Is completed
Is updated
Is archived
Forms also support conditions based on individual form fields.
When to Use Event Triggers
Use event-based triggers when you need:
Immediate notifications
Real-time approvals or alerts
Automated responses to user actions
Example:
Send an email to a project manager when a high-risk permit form is completed.
Scheduled Triggers: On a Schedule
Scheduled triggers run workflows automatically at set times, without relying on a user action.
Schedule Options
You can configure workflows to run:
Daily
Weekly
Monthly
Yearly
All scheduled workflows run at a specific hour, on the hour.
Iteration Options for Scheduled Workflows
Scheduled workflows can optionally run multiple times using iteration.
For Each Project
Runs the workflow once per project
Uses each project’s local timezone
Ideal for project-level reminders or reports
For Each Matching Resource
Runs the workflow once for each resource that meets the conditions
Each resource can only trigger the workflow once every 3 days
Useful for reminders sent to multiple workers or items
Scheduled workflows still require:
A resource selection
Conditions that are evaluated when the workflow runs
When to Use Scheduled Triggers
Use scheduled triggers when you need:
Regular reminders
Periodic follow-ups
Compliance checks
Time-based automation
Example:
Send a weekly reminder to workers who have not completed a required form.
Key Differences at a Glance
Trigger Type | Runs When | Best For |
When something happens | Immediately after an event | Real-time alerts and approvals |
On a schedule | At a defined time | Reminders and recurring checks |
Need Help?
If you have questions or need assistance configuring workflow triggers, use the black chat box in the bottom-right corner to contact the BuildPass support team.