Building custom workflows

Custom workflows turn recurring coordination into something your team can define once and run reliably. In Dailybot, the workflow builder is where operations and managers map when something should happen to what should happen next—including messages, check-ins, notifications, and integrations.

The workflow builder at a glance

The interface is built around a clear flow: pick a trigger, add one or more actions, and optionally insert conditions so different paths run for different outcomes. You name the workflow, describe its purpose for your team, and arrange steps in order. Visual structure matters: a readable layout makes handoffs easier when someone else needs to maintain the automation later.

Trigger types

Time-based triggers

Scheduled runs are the backbone of standups, reminders, and recurring reports. You define cadence (for example, every weekday at 9:00 or every Monday morning) and the timezone that should anchor execution. Time-based triggers are ideal when the work is predictable and should not depend on someone typing a command.

Event-based triggers

Event triggers fire when something happens in your workspace: a check-in is submitted, a form response arrives, a command runs, or another workflow completes. These keep automations aligned with real activity instead of the clock alone.

Condition-based triggers

Conditions let you narrow when a trigger counts—only if a field matches, a tag is present, or a prior step succeeded. Combining events with conditions reduces noise and avoids messaging the wrong people.

Action steps

After a trigger fires, actions execute in sequence unless branching sends the run down a different path.

• Send a message — Post to a channel or DM with templated text, variables, and context from the triggering event.
• Create or prompt a check-in — Drive accountability by spawning the right follow-up for the right team.
• Notify a channel — Surface summaries or alerts where the team already works.
• Call an API — Push data to another system or pull a payload back for richer automations.

Mixing these actions lets one workflow both inform people and update tools of record.

Branching logic

Branching answers “what if?” without duplicating entire workflows. You might send a short nudge if a task is overdue by one day, escalate to a lead if it passes three days, or skip messaging entirely on weekends. Design branches around the exceptions you already handle manually today; those are usually where automation saves the most time.

Testing before you deploy

Treat workflows like code: test before full rollout. Confirm trigger timing in the intended timezone, simulate or dry-run event paths where possible, and verify every branch. Check that API steps use correct endpoints and credentials. After go-live, watch the first few real runs and adjust copy, timing, or conditions based on feedback.

Example patterns

Onboarding workflow

When someone joins a team, trigger on user added (or equivalent event). Actions might include a welcome DM, links to handbook and tools, and a delayed check-in two days later to surface questions. Branch if the person is in a specific role (for example, only engineers get the repo checklist).

Weekly report compilation

Use a time-based trigger every Friday afternoon. Actions gather or summarize inputs (from check-ins, forms, or API data), then post a consolidated thread to your leadership channel. A condition can skip the post if there were no substantive updates.

Escalation chain

Start from an event such as a blocker reported or a form marked urgent. First action notifies the assignee; a time delay or follow-up condition escalates to a manager, then optionally to an on-call channel. Clear thresholds prevent alert fatigue while keeping critical items visible.

Well-designed custom workflows reduce manual chasing and keep Dailybot aligned with how your team actually works. Start with one high-frequency pain point, ship a small version, iterate, and expand.