Scheduled workflows allow you to run automations at set times, rather than waiting for a user action. They’re ideal for reminders, compliance checks, and recurring communications.
What Is a Scheduled Workflow?
A scheduled workflow runs automatically on a defined schedule, such as daily, weekly, monthly, or yearly. It evaluates conditions at run time and performs actions like sending emails, notifications, or SMS messages.
Scheduled workflows do not require a user to perform an action at the moment they run.
Schedule Types
When configuring a scheduled workflow, you can choose from the following options:
Daily
Weekly
Monthly
Yearly
All scheduled workflows run at a specific hour, on the hour.
Iteration Options
Scheduled workflows can optionally run multiple times using iteration, depending on your use case.
Run Once Per Project
The workflow runs once for each project
Each run uses the project’s local timezone
Useful for project-level reminders or reports
Example:
Send a daily compliance summary email for each active project.
Run Once Per Matching Resource
The workflow runs once for each resource that meets the defined conditions
Each resource can trigger the workflow at most once every 3 days
Ideal for reminders sent to multiple workers or items
Example:
Send reminders to all workers who have not completed a required form.
Common Use Cases
Scheduled workflows are commonly used to:
Send reminders for incomplete forms or inductions
Notify managers of outstanding compliance items
Run regular checks on site activity
Deliver recurring updates or summaries
Best Practices
Use event-based workflows for real-time actions
Use scheduled workflows for reminders and follow-ups
Keep conditions specific to avoid unnecessary notifications
Test workflows before activating them
Need Help?
If you have questions or need assistance setting up scheduled workflows, use the black chat box in the bottom-right corner to contact the BuildPass support team.