Automations
Automate repetitive tasks with When/Then rules that trigger actions based on board events.
Overview
Automations in ProBeya follow a simple When / Then pattern: when something happens, then do something. Automate status changes, notifications, assignments, item creation, and more — without writing any code.
Creating an Automation
Open Automations
Navigate to your board and click the Automations icon (lightning bolt) in the toolbar, or go to Board Settings > Automations.
Choose a Trigger (When)
Select what event starts the automation. For example: “When status changes to Done”.
Add Conditions (If)
Optionally add conditions to filter when the automation should run. For example: “If priority is High”.
Define Action (Then)
Choose what happens when the trigger fires. For example: “Then notify the project manager”.
Activate
Toggle the automation on and it will start working immediately.
Triggers (When)
| Trigger | Description |
|---|---|
| Status changes | When a status column changes to a specific value |
| Item created | When a new item is added to the board |
| Item moved | When an item is moved to a different group |
| Column value changes | When any column value is updated |
| Date arrives | When a date column reaches today (or X days before/after) |
| Form submitted | When a form linked to this board receives a submission |
| Sub-item completed | When all sub-items of an item are marked as done |
| Every time period | Recurring trigger (daily, weekly, monthly) |
| Webhook received | When an external webhook hits the automation endpoint |
Actions (Then)
| Action | Description |
|---|---|
| Change status | Set a status column to a specific value |
| Assign person | Add or change the assignee |
| Send notification | Notify specific people or channels |
| Send email | Send a custom email to specified addresses |
| Create item | Create a new item on this or another board |
| Move item | Move the item to a different group or board |
| Archive item | Archive the item |
| Set value | Set any column to a specific value |
| Create sub-item | Add a sub-item to the triggering item |
| Call webhook | Send an HTTP request to an external URL |
Example Automations
Conditions (If)
Add conditions to make automations smarter. Conditions support the same operators as filters:
When: Status changes to "Done"
If: Priority is "Critical" AND Assignee is not empty
Then: Send email to [email protected]
Multiple conditions can be combined with AND/OR logic.
Automation Log
Every automation execution is logged. View the log from Automations > Activity Log to see:
- When each automation ran
- What triggered it
- What actions were performed
- Whether it succeeded or failed (with error details)
Automations can trigger other automations (cascading). Be careful to avoid infinite loops. ProBeya will automatically stop a cascade after 10 levels and notify you.
Limits
| Plan | Automations per Board | Executions per Month |
|---|---|---|
| Free | 5 | 250 |
| Pro | 25 | 5,000 |
| Business | Unlimited | 25,000 |
| Enterprise | Unlimited | Unlimited |
Automation executions are counted per action performed, not per trigger. A single trigger with 3 actions counts as 3 executions.
Was this page helpful?