How Workflows Work

A workflow is a short list of steps Sky Schedule runs for you, either on a schedule or when something happens at your school. Examples: email each customer whose medical expires in 30 days, send the owner a nightly recap, or welcome every new lead. You find them under Workflows near the bottom of the sidebar. Admins and office admins can build and run them.

Arlo builds a workflow from a plain-English request, but every workflow is made from the fixed set of triggers and steps below. Nothing in a workflow can charge a card, create an invoice, or move money.

Triggers: when it runs

Schedule

• Every hour, Every day, Every weekday, Every week (pick the day), or Every month (pick the day of the month).
• Times are in your school's time zone from Settings > Organization.

When something happens

• Runs the moment it happens: a new lead comes in, a lead's status changes, a new student joins, a reservation is booked, a flight is completed, a discovery flight is completed, or a maintenance issue is reported.
• Checked every 15 minutes: an invoice is paid, a reservation is canceled, someone finishes onboarding, or a document is uploaded.
• Checked once an hour: an invoice becomes overdue, or a document is 30 days from expiring.

Each record runs the workflow once. Only things that happen after you turn the workflow on count, except documents already inside the 30-day window.

Manual

• Runs only when you click Run Now.

Steps: what it does

Steps run from top to bottom. When you add one, they're grouped like this:

• Get data: Find looks up students, instructors, leads, reservations, aircraft, inspections, maintenance issues, documents, invoices, fuel reimbursements, or compliance issues, with filters such as "expires within 30 days". Condition only continues if there are results, so nobody gets an empty email.
• Send: Email, Notify (an in-app notification for admins), or PDF (attach a PDF of the results to the next email).
• Arlo: Summarize the results, Write an email, Classify the results, or Make recommendations.
• Change things: Task (a to-do for the team), Note (on each lead in CRM), Tag (one of your reservation tags), Update (a lead, student, or squawk status), or Setting (turn a school setting on or off).

Who an email can go to

Send to offers Me, All admins, Staff groups (admins, office admins, mechanics, instructors), Specific people, Each person in the results, Their instructor, or Email addresses you type.

Staff groups are looked up each time the workflow runs, so new staff are included. When you email each person in the results, someone who matches twice (say, two expiring documents) gets one email covering both.

Merge fields

Put these in a subject or message and they fill in when the email goes out: {{record.first_name}}, {{record.name}}, {{org.name}}, {{count}}, {{date}}, and {{table}} (a table of the results). Text Arlo wrote in an earlier step goes in with {{vars.ai}} or the name you saved it as.

Next steps

• Build one: Create a Workflow.
• Try it safely before it runs for real: Test, Run, and Pause a Workflow.