Save time by automating repetitive tasks. Configure actions that trigger automatically when applications enter specific workflow stages.
What Are Automated Actions?
Automated actions perform tasks automatically when an application moves to a particular stage. This eliminates manual work and ensures consistency.
Screenshot: Automated actions configuration
Available Actions
Send Email
Email the applicant with a customised message
Send Discord Message
Post to a channel or DM the applicant
Assign Discord Role
Give or remove a Discord role from the applicant
Webhook
Send data to an external service
FiveRoster Sync
Sync applicant to your FiveRoster whitelist
Setting Up an Action
- Go to Workflows and select your workflow
- Click on the stage where you want the action to trigger
- Click Add Action
- Select the action type
- Configure the action settings
- Save your changes
Action Configuration
Email Actions
| Setting | Description |
|---|---|
| Subject | Email subject line (supports variables) |
| Body | Email content (supports variables and formatting) |
| Reply-To | Optional reply address |
Discord Actions
| Setting | Description |
|---|---|
| Channel | Which channel to post in |
| Message | Message content (supports variables) |
| Embed | Optional rich embed with application details |
| Mention | Role or user to mention |
Using Variables
Variables let you personalise automated messages with application data:
| Variable | Outputs |
|---|---|
| {{applicant.name}} | Applicant's display name |
| {{applicant.email}} | Applicant's email address |
| {{application.id}} | Application reference number |
| {{stage.name}} | Current stage name |
| {{guild.name}} | Your guild's name |
| {{template.name}} | Template name |
Example
"Hi {{applicant.name}}, your application to {{guild.name}} has been accepted!"
Common Automation Patterns
New Application Notification
On "Submitted" stage → Send Discord message to #applications channel
Acceptance Onboarding
On "Accepted" stage → Assign Discord role + Send welcome email
Rejection Notification
On "Rejected" stage → Send polite rejection email
Note
Discord actions require the Discord integration to be set up. See the Discord Integration guide for setup instructions.