Overview
Workflows in Sweeply allow you to automate the creation of recurring tasks. Instead of manually creating the same tasks repeatedly, you can set up a workflow once and let Sweeply automatically generate tasks based on your schedule.
Key concepts:
Task Templates are reusable task blueprints that define what a task looks like (name, type, priority, etc.)
Workflows define when and where tasks should be created automatically
Tasks are generated automatically based on your workflow schedule and applied to your selected units
Part 1: Creating Task Templates
Before you can create a workflow, you need at least one task template. Task templates are like blueprints that define the details of tasks that will be created.
How to Create a Task Template
Navigate to Settings > Task Templates
Click the Create New Template button
Fill in the template details:
Required Fields
Field | Description |
Name | The name of the task (e.g., "Deep Clean Bathroom", "Check Minibar") |
Task Type | Choose from: General or Issue |
Optional Fields
Field | Description |
Description | Additional details about the task |
Priority | Mark the task as high priority if needed |
Credits | Assign credit points for completing this task |
Categories | Add tags to organize and filter tasks |
Click Create to save your template
Part 2: Creating a Workflow
A workflow brings your task templates to life by defining when and where tasks should be automatically created.
Step 1: General Information
Give your workflow a name and optional description.
Field | Description |
Name (required) | A descriptive name for your workflow (e.g., "Weekly Deep Clean", "Montly window cleaning") |
Description | Additional notes about what this workflow does |
Tip: Use clear, descriptive names so you can easily identify workflows later.
Step 2: Recurrence (When Tasks Are Created)
This step defines the trigger for your workflow - when should tasks be created?
Schedule Types
Choose between two schedule types:
Schedule Type | Description |
Fixed | Tasks repeat on specific calendar dates (e.g., "Every Monday", "First of each month") |
Rolling | Tasks repeat at an interval after the previous task is completed (e.g., "Every 10 days after completion") |
Fixed Schedule Options
For fixed schedules, you can set:
Start Date: When the workflow begins creating tasks
Recurrence Pattern: How often tasks repeat
Pattern | Examples |
Daily | Every day, Every 3 days |
Weekly | Every Monday, Every week on Monday and Friday |
Monthly | On the 15th of each month, On the first Monday of each month |
Yearly | Every January 1st, Every third Tuesday of March |
Quick presets are available for common patterns:
Daily
Weekly (on the same day as your start date)
Monthly
Yearly
Custom (for more complex patterns)
Rolling Schedule Options
For rolling schedules, set how long to wait after task completion:
Unit | Example |
Days | Every 10 days |
Weeks | Every 2 weeks |
Months | Every 3 months |
Years | Every year |
Step 3: Conditions (Optional Filters)
Add optional conditions that must be met for the workflow to create tasks.
These conditions are checked before the workflow runs. If conditions aren't met, no tasks are created for that unit.
Example conditions:
Only run for vacant units
Note: This step is optional. If you don't add any conditions, the workflow will run for all selected units.
Step 4: Build (What Tasks to Create)
This step lets you define what happens when your workflow triggers. You'll use the Workflow Builder - a visual canvas where you can design your workflow.
The Workflow Builder Canvas
The builder shows your workflow as a visual diagram with connected nodes:
Node Type | Icon | Description |
Trigger | Green circle | Shows when workflow starts (read-only) |
Task | Blue document | Creates a task from a template |
End | Gray stop | Marks the end of a workflow path |
Adding Tasks to Your Workflow
From the left panel, drag a Task node onto the canvas
Connect it to the trigger node (drag from one node's handle to another)
Click on the task node to configure it
Select a Task Template from the dropdown
The node will show the template name and details
Builder Tips
Use the toolbar at the bottom for undo/redo
The validation panel shows any errors in your workflow
All paths must end with an End node or lead to another valid node
Step 5: Units (Where Tasks Are Created)
Select which rooms/units this workflow applies to.
Selection Options
Search: Type to filter units by name
Filter by Group: Show only units from specific groups
Filter by Synced Status: Show synced or unsynced units
Select All: Check the header checkbox to select all visible units
Selection Display
The counter shows how many units are currently selected
At least one unit must be selected to create the workflow
Tip: You can use filters first to narrow down the list, then select all filtered results.
Step 6: Review & Confirm
The final step shows a summary of your workflow configuration.
Review Sections
Workflow Details
Name and description
Schedule
How often tasks will be created
Preview of the next 3 occurrences
Conditions (if any)
List of conditions that must be met
Workflow Flow (for multi-step workflows)
Visual summary of tasks, waits, and conditions
For branched workflows, shows what happens on each path
Units
How many units are selected
Units grouped by their group name
Creating the Workflow
Review all settings carefully
Click Create (or Update if editing)
The workflow will be saved and begin creating tasks according to your schedule
What Happens After You Create a Workflow
Once your workflow is active:
Automatic Task Generation: Sweeply monitors your schedule
Tasks Created: When trigger conditions are met, tasks are automatically created for each selected unit
Tasks Appear: Created tasks show up in the Tasks view for your team to complete
Workflow Continues: The workflow keeps running according to its schedule until you disable or delete it
Managing Workflows
From Settings > Workflows, you can:
View all your workflows and their status
Disable workflows temporarily
Delete workflows you no longer need
Tips and Best Practices
Naming Conventions
Use descriptive names: "Weekly Deep Clean - Standard Rooms" is better than "Workflow 1"
Include frequency in the name when helpful: "Daily Morning Check"
Template Organization
Create templates for each distinct task type
Use categories to group related templates
Set appropriate priority levels
Schedule Planning
Fixed schedules work best for calendar-based tasks (weekly meetings, monthly checks)
Rolling schedules work best for maintenance tasks that depend on completion
Testing New Workflows
Start with a small number of units to test
Review generated tasks to ensure they're correct
Expand to more units once confirmed
Workflow Maintenance
Review workflows periodically to ensure they're still needed
Update templates if task requirements change
Disable seasonal workflows when not in use
Troubleshooting
Tasks Not Being Created
Check these common issues:
Workflow Active? - Ensure the workflow is not disabled
Start Date - For fixed schedules, verify the start date has passed
Units Selected - Confirm units are still assigned to the workflow
Conditions - Check if conditions are preventing task creation
Wrong Tasks Being Created
Template Settings - Review the task template configuration
Schedule - Verify the recurrence pattern is correct
Unit Selection - Ensure correct units are selected
Editing Existing Workflows
When you edit a workflow:
Changes apply to future task generation
Already-created tasks are not affected
You can update schedules, templates, and unit selections
Summary
Creating recurring tasks in Sweeply follows this flow:
Create Task Templates - Define what tasks look like
Create a Workflow - Define when and where tasks are created
Set the name and description
Configure the schedule
Build the task sequence with the visual builder
Add optional conditions
Select target units
Review and confirm
Sweeply Automates - Tasks are created automatically based on your configuration
With workflows, you can ensure consistent task creation across your property without manual intervention, saving time and ensuring nothing falls through the cracks.