An email automation sends an email when a matching record is created or updated in Vizmo, for example when a visit is created. You build it in the Automation section of a location. To send data to another tool instead of an email, set Type to Webhook. See Add a webhook automation.

Availability: if this option is greyed out or missing, contact your Vizmo account manager.

Before you start

• Select the location where the automation should run.
• You need access to view workflows, and permission to create them. To edit an automation you need update permission, and to delete one you need delete permission.
• The Automation menu is not shown to receptionists or employees.

Create an email automation

1. Go to Automation > Workflows and click Create. The New Automation panel opens on the Details tab.

   

2. Enter a Workflow Name.
3. Choose a Module: Visitors or Invites. Desks and Rooms appear when those products are active. Digital Registers appears when the product is active and your role can view registers. If you change the module, Vizmo clears the conditions and email content you entered for the previous one.
4. Check that Type is Email Notification.
5. If an Event choice appears, pick Created or Updated to say when the email should be sent.
6. (Optional) To send the email only for certain records, click Add Condition. Choose Select Field, use Search fields to find it, pick an operator, then enter or select a value. Use And when every condition must match, or Or when either one is enough. See Use visitor and Register answers in Automation conditions.

   

7. If a Run Email Alert section appears below the conditions, choose Immediately or At a relative time. The next section explains the timing choices.
8. Click Next to open the Edit Email Alert tab.
9. Choose the Email Recipients. You can pick employees or enter external email addresses. If an address appears twice, it is used only once.
10. Enter the Subject.
11. Write the email content. Click Insert Placeholder to add details from the record, such as names or times.

    

12. Click Save. Vizmo shows "Automation workflow created successfully".

The automation appears in the Workflows list. An email is sent only when a record matches the event and conditions you chose.

Send the email at a set time

The Run Email Alert section is on the Details tab, below the conditions. It is available for email notifications that use the Created event. For a relative time, choose a Date to schedule from, then When (Before or After), an Amount and a Unit (Minutes, Hours or Days). Vizmo previews the result as "Send this Email Alert ...".

• After record is created allows only an After delay. A start date and time allows Before or After.
• The amount must be a whole number above zero, and the total must be 365 days or less.
• Scheduled email alerts are sent only for single visits, invites and bookings. Recurring ones are skipped.
• If a Before time has already passed when the record is created, the email is skipped.
• If the booking or invite time changes, a waiting email moves with it.
• If you later edit the timing, only new records use it. Records already waiting keep their original timing.

Review, change or delete an automation

1. Open the automation from the Workflows list.
2. On the Details tab, change the Workflow Name, event, conditions or timing. A saved automation's Module and Type cannot be changed. Create a new automation if you need a different one.
3. Click Next to open Edit Email Alert, change the recipients, subject or content, then click Save. Vizmo shows "Automation workflow updated successfully".
4. To delete the automation, click Delete in its panel and confirm in the Delete Workflow dialog. In the Workflows list, you can also tick several rows and delete them together. Check the result afterwards, because some can fail while others succeed.

Check what happened

• Open the automation and select its Executions tab to see whether a record triggered it and when a scheduled email is due. See Check Automation executions and scheduled email results.
• Go to Automation > Logs to see all automation activity for the location. You can filter it by date.

Troubleshooting

• A module is missing. Desks and Rooms appear only when those products are active for the location. Digital Registers also needs permission to view registers.
• The Create button is missing. Your role does not allow creating automations.
• Saving fails with "Automation workflow feature is disabled". Automation is not available for your company. Contact your Vizmo account manager.
• A timing message appears. Use a whole number above zero, keep the total within 365 days and choose an available date to schedule from.
• No email was sent. Open the automation's Executions tab. It says "No executions yet. Executions appear after a record matches this Automation." until a record matches. Check that a record has met your event and conditions.