Automations handle repeatable work on a board, such as creating a task, notifying a teammate, or sending an email. Start with one clear outcome and one action, then build on it once you have checked the result.

Before You Begin

• Choose the board and stage or card fields your automation will use.
• Have the details for your action ready. For email or SMS, this includes the sending inbox or phone line, communication template, and intended recipients.
• Plan to use a dedicated test card with sample information, not a resident’s or customer’s working card.

Understand the Four Parts

• Trigger: what Aptly watches for, such as a card entering a stage.
• Conditions: the requirements that decide which cards qualify, such as the selected stage or a field value.
• Action: what Aptly should do, such as create a task.
• Timing (When): when the action should run after the trigger and conditions qualify. Timing does not replace the trigger.

Create a New Automation

Open the board where you want the automation to run. The steps below create a draft first, so you can review it before going live.

First Example: Create a Follow-Up Task

Try a simple internal task before automating messages to customers. For example: when a card enters your new-lead stage, create a task to review the lead. Use the stage name that exists on your board.

• Title: Create Task: Review new lead
• Trigger: On Stage Change
• Condition: your new-lead stage
• Action: Create Task, with the task name “Review new lead”
• When: Immediately