> ## Documentation Index
> Fetch the complete documentation index at: https://help.visualcare.com.au/llms.txt
> Use this file to discover all available pages before exploring further.

# Rostering workflows

> How to set up automated notification workflows for rostering events

Workflows let you set up automated notifications and task creation based on rostering events. When a trigger occurs (for example, a shift is updated or a worker is changed), the system can automatically send emails or create tasks for your team.

## Setting up a workflow

<Steps>
  <Step title="Open workflows">
    Go to **Operations** → **Workflows**.

    <img src="https://mintcdn.com/visualcare/n-CsUlsK0LperCel/images/scheduling/rostering-workflows/image-1761890138443-0.jpeg?fit=max&auto=format&n=n-CsUlsK0LperCel&q=85&s=86efb94664370297c7705c3fdff3f300" alt="Workflows menu" width="1914" height="766" data-path="images/scheduling/rostering-workflows/image-1761890138443-0.jpeg" />
  </Step>

  <Step title="Create a new workflow">
    Click **Add New Workflow**.

    <img src="https://mintcdn.com/visualcare/n-CsUlsK0LperCel/images/scheduling/rostering-workflows/image-1761890138444-1.jpeg?fit=max&auto=format&n=n-CsUlsK0LperCel&q=85&s=d0e63246bb0b25c8f3e8ff3fb6472840" alt="Add new workflow" width="1897" height="728" data-path="images/scheduling/rostering-workflows/image-1761890138444-1.jpeg" />
  </Step>

  <Step title="Configure the trigger">
    Enter a name in the **Workflow Label** field and select a workflow trigger from the drop-down menu.

    <img src="https://mintcdn.com/visualcare/n-CsUlsK0LperCel/images/scheduling/rostering-workflows/image-1761890138445-2.jpeg?fit=max&auto=format&n=n-CsUlsK0LperCel&q=85&s=f63f0c51a76493c76abb752d064576d8" alt="Workflow trigger" width="1893" height="842" data-path="images/scheduling/rostering-workflows/image-1761890138445-2.jpeg" />
  </Step>

  <Step title="Add actions">
    Click **Edit Workflow Actions**, then click **Add Action**.

    <img src="https://mintcdn.com/visualcare/n-CsUlsK0LperCel/images/scheduling/rostering-workflows/image-1761890138446-3.jpeg?fit=max&auto=format&n=n-CsUlsK0LperCel&q=85&s=402b8768c352e7547086199af5e87fc7" alt="Edit workflow actions" width="1898" height="377" data-path="images/scheduling/rostering-workflows/image-1761890138446-3.jpeg" />

    Choose an action from the drop-down menu:

    | Action                                    | Description                                                                                                |
    | ----------------------------------------- | ---------------------------------------------------------------------------------------------------------- |
    | **Send an email to up to two recipients** | Enter email addresses in **Variable 1** and **Variable 2**. At least one email in **Variable 1** is needed |
    | **Send an email to Case Manager 1**       | Automatically emails the client's first case manager                                                       |
    | **Send an email to Case Manager 2**       | Automatically emails the client's second case manager                                                      |
    | **Create a task**                         | Choose up to two users from the drop-down menus in **Variable 1** and **Variable 2**                       |
    | **Create a task for Case Manager 1**      | Creates a task for the client's first case manager                                                         |
    | **Create a task for Case Manager 2**      | Creates a task for the client's second case manager                                                        |

    <img src="https://mintcdn.com/visualcare/n-CsUlsK0LperCel/images/scheduling/rostering-workflows/image-1761890138446-4.jpeg?fit=max&auto=format&n=n-CsUlsK0LperCel&q=85&s=04bbe4bbb9037a26bde1521e6417aa5e" alt="Workflow actions" width="1530" height="301" data-path="images/scheduling/rostering-workflows/image-1761890138446-4.jpeg" />
  </Step>
</Steps>

## Managing workflows

Existing workflows can be edited or deleted from the workflows page.

<img src="https://mintcdn.com/visualcare/n-CsUlsK0LperCel/images/scheduling/rostering-workflows/image-1761890138446-5.jpeg?fit=max&auto=format&n=n-CsUlsK0LperCel&q=85&s=1510f875ca2d0ff438d0bee8668b5ceb" alt="Manage workflows" width="1885" height="336" data-path="images/scheduling/rostering-workflows/image-1761890138446-5.jpeg" />

<Tip>Workflows are useful for keeping case managers informed about roster changes without the need for manual communication. Set up a workflow to automatically notify case managers when shifts are added, changed, or cancelled.</Tip>

## Running into issues?

See [Scheduling troubleshooting](/troubleshooting/rostering-issues) for common errors and fixes.

## Related articles

<CardGroup cols={2}>
  <Card title="Rostering configuration" icon="gear" href="/scheduling/rostering-configuration">
    Configure general rostering settings
  </Card>

  <Card title="Roster invitations" icon="envelope" href="/scheduling/roster-invitations">
    Send shift invitations to available workers
  </Card>

  <Card title="Editing shifts" icon="pen-to-square" href="/scheduling/editing-shifts">
    Edit one-off shifts, series, and manage leave
  </Card>
</CardGroup>