Scheduled automations let teams run automations based on a predefined schedule. They can be used to trigger actions for time-sensitive workflows such as QBRs, steering committee meetings, stand-ups, delayed task reviews, and recurring reminders.

Scheduled automations are triggered by time-based events running in the background. They can help automate recurring project actions and notify stakeholders without manual follow-up.

For example, you can use scheduled automations to monitor on-hold tasks daily, send reminders for stand-up notes, or notify project stakeholders about recurring meetings and reviews.

Set up a scheduled automation

To set up a scheduled automation:

• Click your avatar.
• Select Settings and scroll to the Advanced section.
• Select Automations and create a new automation.

The following sections cover a few sample use cases for scheduled automations.

Automate QBRs, steer-co meetings, and stand-ups

You can use scheduled automations to automate recurring meetings with customers during specific project stages. For example, you can schedule steering committee meetings, gather team members, and send meeting-related reminders or emails automatically.

Add Set Schedule trigger

• Select Set Schedule as the trigger.
• Set the schedule for projects or tasks and choose the recurring frequency, such as daily, weekly, or custom.
• If the automation runs weekly, select the day of the week. If it runs monthly, specify the day of the month.
• Set the start date, time, and timezone for execution.

Add condition

Add a condition to define when the scheduled automation should run. For example, if you want to schedule QBRs only for projects with ARR greater than 4k or for a specific company such as Acme, add those as conditions.

Add action

• Select the action you want the automation to perform. In this example, the action sends reminders through Slack or email.
• Add the recipient address, subject, and description.
• Include the reply-to address.
• Save the action.

Update status duration for delayed tasks

You can set up a scheduled automation to monitor on-hold tasks every day and update the duration for which each task has stayed on hold.

Add Set Schedule trigger

• Select Set Schedule as the trigger.
• Set the schedule for projects or tasks and choose the recurring frequency, such as daily, weekly, or custom.
• If the automation runs weekly, select the day of the week. If it runs monthly, specify the day of the month.
• Set the start date, time, and timezone for execution.

Add conditions

• Add conditions to trigger the automation when a task is in On Hold status.

Add action

If you have a custom number task field called On hold duration, use an action to update this field each day the task remains on hold.

For example, use the Update task field action and add a value of 1 day for every day the task remains in On Hold status.

Save the automation once the trigger, condition, and action are configured.

Send daily reminders for task notes

If your team conducts daily scrum meetings, you can use scheduled automations to remind task owners to update task notes before stand-ups.

Add Set Schedule trigger

• Select Set Schedule as the trigger.
• Set the schedule for projects or tasks and choose the recurring frequency, such as daily, weekly, or custom.
• If the automation runs weekly, select the day of the week. If it runs monthly, specify the day of the month.
• Set the start date, time, and timezone for execution.

Add conditions

• For example, add a condition to trigger the automation only when the project name is Acme.
• The time trigger monitors tasks in the Acme project. If the condition is met, a reminder is sent to the task owner every other day.

Add actions

• Select the reminder action. Rocketlane supports reminders through Slack, email, or third-party tools using webhooks or HTTPS requests.
• Add the recipient address, subject, and description.
• Include the reply-to address.
• Construct the subject line and email body to remind task owners to update their notes before stand-ups.