How automations work
Every automation has three parts:| Part | What it does | Example |
|---|---|---|
| Trigger | The event that starts the automation | ”When an order is created” |
| Conditions | Optional filters that narrow when it fires | ”Only if it’s a delivery order” |
| Action | What happens when the trigger fires and conditions are met | ”Send a confirmation email” |
- Orders — triggered when orders are created, when their status changes (e.g. Confirmed, Prepared, Delivered), or when their payment status changes (e.g. Paid, Refunded)
- Events — triggered when events are created, when their status changes (e.g. Confirmed, Completed), or when their payment status changes
What automations can do
There are three actions an automation can perform:- Send an email — to the customer, a team member, or any email address. You can schedule it to send before or after a date on the order (like a reminder 3 days before delivery).
- Send a text message (SMS) — to the customer’s phone number.
- Create a task — with a title, description, and optional checklist. Great for making sure nothing gets missed.
Creating an automation
Go to Settings > Automations and click Create.Choose what it applies to
Select whether the automation applies to Orders or Events. This determines which triggers and condition fields are available.
Pick a trigger
Choose what event starts the automation — when a record is created, when its status changes, or when its payment status changes. See Triggers & Conditions for the full list.
Add conditions (optional)
Add one or more conditions to control when the automation fires. For example, you might only want it to fire for delivery orders, or only for orders from a specific account. All conditions must be true for the automation to run.
Set the action
Choose what should happen — send an email, send an SMS, or create a task. Fill in the details like the email template, phone number, or task title.
Example automations
Here are some common automations florists set up:| Automation | Trigger | Conditions | Action |
|---|---|---|---|
| Confirmation email | Order created | Delivery orders only | Send email with order details |
| Payment received alert | Order payment status changed | Payment status = Paid | Send email to shop owner |
| Delivery reminder | Order created | Delivery orders only | Send scheduled email 1 day before delivery date |
| Event follow-up | Event status changed | Status = Completed | Send thank-you email to client |
| Prep task | Order status changed | Status = Confirmed | Create task “Prepare arrangement” with checklist |
Enabling and disabling
Each automation can be toggled on or off at any time from the automations list. Disabling an automation doesn’t delete it — you can turn it back on whenever you need it.Automations only fire going forward. Enabling an automation won’t retroactively process orders or events that already exist.
Common questions
Do I start with any automations?
Do I start with any automations?
No. Your shop starts with no automations. You create the ones that make sense for how you work.
Can I have multiple automations with the same trigger?
Can I have multiple automations with the same trigger?
Yes. You can have as many automations as you like, even if they share the same trigger. Each one is evaluated independently.
What happens if an automation fails?
What happens if an automation fails?
The automation is logged with the error details. Your order or event isn’t affected — a failed automation doesn’t block anything. Check the Logs to see what went wrong.
Can automations send to external services like Zapier?
Can automations send to external services like Zapier?
Yes. If you have a Zapier integration connected, you can set up Zapier-type automations that send webhooks to external services. These appear alongside your regular automations.
Do automations work for POS sales?
Do automations work for POS sales?
Yes. POS sales create orders, so any order-based automation will fire for POS transactions too.
What’s next?
Triggers & Conditions
All the triggers and condition fields you can use.
Actions
Send emails, texts, and create tasks automatically.
Logs & Troubleshooting
Check what your automations have done and fix issues.
Notifications
Set up the email and SMS templates your automations use.