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Documentation Index

Fetch the complete documentation index at: https://docs.florists.digital/llms.txt

Use this file to discover all available pages before exploring further.

Automations save you from doing the same thing manually every time. You create a rule once, and Digital Florists runs it for you whenever the right conditions are met — like sending a confirmation email when an order is placed, or texting a customer when their delivery is on its way.
This page covers features gated by Admin-tier permissions — typically Settings access. Admins have these by default; your administrator can adjust who has them in Settings > Team.
Automations builder showing trigger, conditions, and actions

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How automations work

Every automation has three parts:
PartWhat it doesExample
TriggerThe event that starts the automation”When an order is created”
ConditionsOptional filters that narrow when it fires”Only if it’s a delivery order”
ActionWhat happens when the trigger fires and conditions are met”Send a confirmation email”
You can think of it as: When this happens, if these things are true, then do this. Automations work with two types of records:
  • 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

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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.
See Actions for the full guide on setting up each action, including scheduled emails and template variables.

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Creating an automation

Go to Settings > Automations and click Create.
1

Choose what it applies to

Select whether the automation applies to Orders or Events. This determines which triggers and condition fields are available.
2

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.
3

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.
4

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.
5

Name it and enable it

Give the automation a clear name so you can find it later (e.g. “Send confirmation email on new delivery order”). Toggle it on when you’re ready.
Start simple. Set up one or two automations for your most repetitive tasks — like a confirmation email or a delivery reminder — then add more as you get comfortable.

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Example automations

Here are some common automations florists set up:
AutomationTriggerConditionsAction
Confirmation emailOrder createdDelivery orders onlySend email with order details
Payment received alertOrder payment status changedPayment status = PaidSend email to shop owner
Delivery reminderOrder createdDelivery orders onlySend scheduled email 1 day before delivery date
Event follow-upEvent status changedStatus = CompletedSend thank-you email to client
Prep taskOrder status changedStatus = ConfirmedCreate task “Prepare arrangement” with checklist

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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 — so if you turn one on mid-day expecting it to email customers from earlier orders, those orders are skipped.

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Common questions

No. Your shop starts with no automations. You create the ones that make sense for how you work.
Yes. You can have as many automations as you like, even if they share the same trigger. Each one is evaluated independently.
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.
Zapier is connected as a separate website integration in Settings > Advanced > Integrations. Once it’s set up, Zapier receives webhooks for the events you’ve enabled — it isn’t configured from this Automations page.
Yes. POS sales create orders, so any order-based automation will fire for POS transactions too.

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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.

Triggers & Conditions

Control when your automations fire with triggers and condition filters.

Actions

Send emails, text messages, and create tasks automatically when your automations fire.

Logs & Troubleshooting

Check what your automations have done and diagnose issues.
Last modified on May 17, 2026