Automation and Notifications
Understand the capacity model behind automation work.
Automation Capacity measures automation work performed by the platform. It is the metering and control layer for automation-heavy workflows, not a standalone feature equal to rostering or invoicing.
Before you begin
Automation works best when it builds on well-configured operational processes rather than replacing them. Before enabling automation, make sure you have:
- Configured your rostering workflows.
- Set up notifications and communication preferences.
- Confirmed the related operational workflows are working correctly.
- Identified who will be responsible for supervising each automation.
- Established manual processes that can be used if automation needs to be paused.
Recommended setup order
For the best experience, we recommend enabling automations in the following order.
1 Confirm your workflows
Before switching on automation, ensure the underlying workflows are accurate and operating correctly. This includes:
- Rostering
- Staff availability
- Shift management
- Notifications
- Approval workflows
Automation relies on accurate data to deliver reliable outcomes.
2 Review Automation Capacity
Check your organisation's available Automation Capacity and confirm it aligns with your operational requirements and subscription.
Understanding your available capacity helps you plan automation without exceeding operational limits.
3 Enable one automation at a time
Start by enabling a single automation rather than multiple workflows at once. Examples include:
- Shift swap handling
- Shift cancellation handling
- Capacity threshold notifications
Introducing automation gradually makes it easier to monitor performance and identify any required adjustments.
4 Assign an automation owner
Every automation should have a clearly identified owner or administrator responsible for monitoring its performance.
Automation supports operational decisions. It should never replace them.
5 Monitor activity & notifications
Regularly review:
- Automation activity
- Capacity threshold notifications
- Operational outcomes
Monitoring automation ensures workflows continue operating as expected and helps identify opportunities for improvement.
6 Adjust or pause automation
If an automation no longer meets your operational needs, you can adjust its settings or temporarily disable it.
Regular reviews help ensure your automations continue supporting your organisation as workflows evolve.
Understanding Automation Capacity
Automation Switch
A setting that enables or disables a specific automated workflow. Each automation can be managed independently, allowing your organisation to choose the level of automation that best suits its operations.
Automation Capacity
The capacity model that governs how much automated work your workspace performs. Reviewing available capacity helps you plan automation without exceeding operational limits.
Capacity Threshold Notification
An automated email that provides early visibility when automation activity approaches a configured limit, so your team can act before it affects operations.
Supervised Automation
Automation that performs repetitive operational tasks while keeping managers responsible for reviewing, approving and acting on the results. This approach combines automation efficiency with human judgement and organisational oversight.
Best practice
- Introduce automation gradually, monitoring one workflow before enabling another.
- Assign a responsible owner to oversee every automation.
- Review capacity and threshold notifications regularly to spot emerging operational issues.
- Treat automated alerts as prompts for review rather than automatic decisions.
- Periodically review automation settings to ensure they continue meeting your operational requirements.
Common mistakes to avoid
- Enabling multiple automations simultaneously without monitoring the results.
- Assuming automation can operate without manager oversight.
- Treating automated recommendations as final decisions.
- Ignoring capacity or threshold notifications.
- Leaving automations enabled without regular operational reviews.
What to do next
Related guides
SIL / Automated Rostering
Set up SIL rosters that run at a site with supervised Smart Rostering automation, covering base recurring shifts, staff interest, suitability checks, draft assignments, manager review, and publishing.
Timesheets and InvoicingTimesheets
Set up roster-connected timesheets, draft generation, staff review, submission, manager approval, sleepover handling, and payroll export preparation.
Automation and NotificationsEmail Notifications
Understand platform-managed email: sender profiles, your Reply-To settings, workflow notifications, email readiness, and troubleshooting checks.
Need help applying this setup path?
Book a BondiByte demo and we can walk through the right setup order for your provider.