Create a Workflow

You create a workflow by telling Arlo what should happen, in plain English. Arlo turns it into a trigger and steps, and you review every card before anything runs. For the triggers and steps you can use, see How Workflows Work.

Create a workflow from a request

1. Open Workflows near the bottom of the sidebar.
2. In the box under What should Sky Schedule do automatically?, describe what you want. Include when it runs, what to look for, and who to tell. For example: "Every Monday at 8 AM, email me a list of students who haven't flown in 14 days."
3. Press Enter. Arlo builds a draft. If it needs more detail, it asks, and you answer in the same box.
4. Review the draft. The summary says what will happen, and the cards show the trigger and each step. Click a card to change it.
5. To change it in words instead, type in Ask Arlo to adjust it…, such as "send it to all admins instead."
6. Rename it at the top if you like, then click Create Workflow.

The workflow is on as soon as you create it. To try it first, open it and click Test. See Test, Run, and Pause a Workflow.

To build one card by card instead, click Start from Scratch. You get an empty manual workflow. Click the trigger card to set when it runs, then add steps.

Start from a template

Sky Schedule has ready-made workflows for common jobs:

• Reports: End-of-Day Recap, Morning Operations Brief, Weekly Leads Report, Monthly Flights Report, Weekly Cancellations Report, Monthly Fleet Hours.
• Maintenance: Daily Inspections Report, Maintenance Issue Alert, Overdue Inspection Alert, Open Squawks Digest, Inspection Hours Watch.
• Students: Student Inactivity Alert, Student Re-Engagement, New Student Welcome, New Student Setup, Welcome After Onboarding, Expiring Documents Reminder, Expiring Document Reminder.
• CRM: New Lead Welcome, Discovery Flight Follow-Up, Leads Waiting on a Reply, Call Every New Lead.
• Operations: Tomorrow's Flight Reminder, Weekend Schedule Preview, Weekly Fuel Reimbursements, Unpaid Invoices Digest, Overdue Invoice Heads-Up, Rebook After a Cancellation.

Some show as suggestions under the request box. When Arlo can't build what you asked, it offers the closest template with Start from and its name. You can also type a template's request yourself, as below.

Example: expiring document reminders

Sky Schedule doesn't email people about expiring documents on its own. A workflow does it. There are two templates:

• Expiring Document Reminder runs once per document, when it's 30 days from expiring. It emails the person and their instructor. Request: "When a customer's document is 30 days from expiring, email them and their instructor a reminder."
• Expiring Documents Reminder runs every day at 7 AM and emails each person with a document expiring in the next 30 days, so they hear about it daily until they upload a new copy. Request: "Every day at 7 AM, email each customer whose documents expire in the next 30 days."

Most schools want the first one. After you create it, click Preview to see who would get an email.

Limits

Each person can have Arlo build 5 new workflows a day. Adjusting a draft doesn't count. Workflows can't charge cards, create invoices, refund, or change billing.

Troubleshooting

• "You've used your 5 workflow builds for today." Adjust an existing draft, use Start from Scratch, or try again tomorrow.
• Workflows needs a one-time setup. Contact Sky Schedule support to turn it on for your school.
• Arlo can't build my request. Be more specific, or split it in two.