Automations
Stop managing the admin between the work.
Use WorkGuru Automations to handle repeat reminders, alerts, approvals, handovers and updates around the operational work already happening in WorkGuru.
Overview
Automate the repeat work around the real work.
The work itself is usually not the problem. The gap between one step and the next is.
A quote needs following up. A purchase needs approval. A timesheet is missing. A finished job needs accounts to know. None of those jobs are difficult, but somebody still has to remember them.
WorkGuru Automations is designed to automate that repeat operational admin inside the system where the work already lives.
What’s inside
Everything in Automations
Workflow Templates
Pick a useful workflow pattern, change the rules that matter and get the repeat admin running sooner.
Workflow Builder
Turn a clear operational rule into a WorkGuru workflow using supported triggers, conditions and actions.
Workflow Notifications & Updates
Use workflow notifications and updates to keep handovers moving and reduce the repeat messages the office writes all day.
The reality
Why you need it
The same reminder gets sent every week.
Someone in the office is doing work a rule could handle.
Approvals sit waiting.
The job is ready to move, but the decision is buried in an inbox.
A handover relies on memory.
One person finishes their part and assumes the next person knows.
Customers chase for updates.
The information exists, but nobody had time to send it.
Missing timesheets are found too late.
By payroll or job review time, the detail is already harder to remember.
Finished work waits on admin.
The job is done but the next commercial action has not happened.
How it works
How it works
01
Pick the process
02
Choose the trigger
03
Set the action
04
Add sensible rules
05
Let it run
06
Review the exceptions
What you get out of it
What changes
Cut repetitive admin
Stop paying people to perform the same chase manually.
Keep work moving
Reduce the waiting between one operational step and the next.
Make handovers more reliable
Do not depend on somebody remembering to tell the next person.
Keep exceptions visible
Use people for judgement instead of routine reminders.
Standardise useful processes
Make the repeat parts happen the same way more often.
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Discovered their contract work wasn’t profitable.
We didn’t wanna pay 100 grand upfront for a program – but then we found WorkGuru.
Nick Mazzella, Administrator, Frontline Trays & Trailers
Fit
Will it work the way we do things?
“We do not want automation making decisions for us.”
Good. Automate the repeat admin and keep people in control of the decisions that need judgement.
“Our jobs are all different.”
The job can be different while the reminder or handover around it is repeatable.
“We already use email reminders.”
Automations are more useful when the reminder starts from the actual WorkGuru job, quote, purchase or timesheet context.
“We do not want to automate everything.”
Do not. Start with the boring repeat work that is easy to define.
“What happens if the process changes?”
The workflow should be reviewed and adjusted with the process.
By trade
Where this gets used
FAQs
Automations questions
What can WorkGuru Automations automate?
The intended scope includes repeat operational reminders, notifications, approvals, handovers and supported actions around WorkGuru records.
Do we need coding to build a workflow?
No-Code Setup: You can build custom workflows by setting triggers, conditions, and actions directly in the system without writing any code. You can install ready-made workflow templates and automations straight from the Workflows Overview library.
Can workflows remind staff about missing timesheets?
There is currently no recurring or daily timer trigger available for missing timesheets, which are required to chase up unsubmitted entries.
Can workflows help with purchase approvals?
Yes, approvals and approval reminders are established use cases where configured.
Can workflows follow up quotes?
Quote follow-up is a core workflow use case in the current Automations concept.
Does automation replace the person responsible for the job?
No. The goal is to remove repeat admin and surface what needs attention, not remove operational judgement.
Show us the admin your team keeps repeating.
We will show you which parts can become a WorkGuru workflow and which parts should stay with a person.