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
Turn automation on for the organisation first, under Profile, then Account settings, in the Automation and Capacity Controls card. Then open the Automation Centre and enable a single automation rather than several at once. Examples include:
- Overdue shift report reminders that escalate to a manager
- Staff compliance and document expiry chasing
- Client document and service agreement expiry reminders
- Incident follow-up reminders and high or critical incident notifications
Introducing automation gradually makes it easier to monitor performance and identify any required adjustments. Shift swap and shift cancellation settings are not automations you enable here: they are configured per site, on each site's own record.
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, using the Automation Centre's Scheduled, Run History and Action Logs tabs
- Capacity usage emails
- 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.
7 Know what reaching your capacity looks like
Reaching your included Automation Capacity does not lock you out of BondiByte. Everyday work carries on as normal, because viewing, editing and record keeping never use capacity. Automated work waits instead: scheduled automations are skipped for that run rather than failing, and if you start something yourself that uses automation, such as generating a roster, a batch of timesheets, an invoice from shifts, an audit pack or an export, the screen tells you capacity is reached instead of running it.
Two different states look similar but mean different things. If an Owner or Admin turned a control off, the message points to Profile, then Account settings, and the Automation and Capacity Controls card, where it can be enabled. If capacity is reached, nothing needs enabling: automated work runs again when your allowance resets with your billing cycle, or when you add more capacity.
In both states your data is never locked away: existing records, evidence, packs and history remain fully viewable, and ordinary manual viewing and editing continue to work.
Usage warnings arrive by email at 50, 80, 95 and 100 percent of monthly capacity, so reaching your capacity should rarely come as a surprise.
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 and Capacity Controls
The owner and admin card under Profile, then Account settings. The Automation Centre master switch sits at the top, with the individual automation controls beneath it. Turning the master switch off stops everything under it whatever their own switches say.
Capacity reached
The state when your included monthly Automation Capacity is used up. Scheduled automations are skipped for that run, and automation you start yourself reports that capacity is reached rather than running. Automations stay enabled, existing records stay fully viewable, and manual work continues. Automated work resumes when your allowance resets with your billing cycle or you add more capacity.
Usage warnings
Automatic emails to owners and admins at 50, 80, 95 and 100 percent of monthly capacity, once per threshold per billing cycle. They are sent for you and are not something you configure.
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 usage email
The automated email that gives owners and admins early visibility as automation activity approaches your included capacity, so your team can act before it affects operations. It is sent automatically at each threshold; there is no threshold to set.
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 the usage emails 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 the capacity usage emails.
- Looking for shift swap or shift cancellation settings in the Automation Centre. Those are per site, on each site's own record.
- 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 preparing automatic draft assignments. Covers base recurring shifts, staff interest, suitability checks, scoring rules, manager review, and publishing.
Timesheets and InvoicingTimesheets
Automatic draft timesheets from rosters, staff review in the app, manager approval with pay levels, sleepover handling, and CSV payroll export for MYOB and Employment Hero.
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.