Automations

Automations is Foundaro's workflow layer. It connects events in one module to actions in another — creating tasks from meetings, escalating stalled partnerships, flagging blocked work into Reporting — without requiring manual tracking across tabs.

The module is built around the idea that most founder follow-through failures are not motivational; they are structural. When the system that captures a conversation is completely separate from the system that schedules the follow-up, things fall through. Automations close that gap.

Overview

The Automations page is divided into four panels: Templates, Reporting alerts, Enabled automations, and Recent runs.

• Templates — The starting point. Each template is a pre-built rule scoped to a specific module. Click Enable on any template to configure and activate it.
• Reporting alerts — Open alerts that enabled automations have pushed into the Reporting layer. Resolve them here once actioned.
• Enabled automations — Every rule you have activated, with its schedule, last run time, and a Pause/Enable toggle.
• Recent runs — A log of every execution with status, summary, and optional AI output. Useful for debugging rules that did not behave as expected.

Built-in templates

Foundaro ships seven templates covering the most common cross-module workflow needs.

Meeting follow-up task

Trigger: A meeting in Relationships is saved with a non-empty "Next step" field.

Actions: Creates an Operations task due in a configurable number of days (default 3). Optionally generates an AI-drafted follow-up message based on meeting notes.

When to use: You want every meeting that has an agreed next step to automatically land in your Operations task queue without copying it manually.

Stale relationship reminder

Trigger: Manual sweep (runs on a schedule you configure).

Actions: Sends an in-app notification for any account in your Relationships module that has had no activity for more than a configurable number of days (default 21).

When to use: You have a large contact and account network and need a safety net that catches quiet relationships before they go completely cold.

Stalled partnership escalation

Trigger: Manual sweep (daily by default).

Actions: For any partnership account that has been in an active pipeline stage without movement for more than a configurable number of days (default 14), creates an Operations task, sends a notification, and optionally generates an AI summary of the account.

When to use: Your partnerships pipeline has accounts that tend to go quiet mid-negotiation. This ensures they surface as tasks before they fall off the board entirely.

Renewal risk alert

Trigger: Manual sweep (daily by default).

Actions: For partnership accounts approaching renewal (within a configurable window, default 30 days) without strong health signals, raises a Reporting alert at Watch or High severity and optionally generates an AI risk summary.

When to use: You manage partner contracts with renewal dates and want the risk to be visible in your reporting layer — not discovered the week before the date.

Blocked task reporting alert

Trigger: An Operations task is saved with a blocker set.

Actions: Pushes a Reporting alert immediately when a task transitions to blocked, with an optional AI summary of why the task is stuck.

When to use: You want blocked work to be visible in your cross-module risk dashboard in real time rather than only surfacing in weekly reviews.

Weekly founder digest

Trigger: Manual sweep (weekly, Monday 15:00 UTC by default).

Actions: Sends an in-app notification summarising risk, open work, and recent relationship activity across the configured digest window (default 7 days). Optionally generates an AI narrative digest.

When to use: You want a single weekly nudge that aggregates what needs attention across all modules — without checking each one manually.

Custom workflow

Trigger: Your choice — meeting saved in Relationships or task saved in Operations.

Conditions: Optional field-level filters. All conditions must match for actions to fire.

Actions: One or more chained actions — create task, send notification, flag reporting alert, generate AI summary, generate AI draft. Actions run in order and earlier AI output is available as {{aiOutput}} in later action templates.

When to use: None of the pre-built templates match your specific workflow. Custom rules let you combine any trigger, any set of conditions, and any sequence of actions.

Triggers

Each rule responds to one of three trigger types:

Trigger	When it fires
relationship_meeting_saved	Any time a meeting in the Relationships module is created or updated
operating_task_saved	Any time an Operations task is created or updated
manual_sweep	On a schedule (manual, hourly, daily, or weekly) — checks all matching records in bulk

Event-based triggers (meeting_saved, task_saved) fire immediately when the source record is written. Sweep triggers are batch jobs that evaluate all records matching the rule's conditions at the configured time.

Conditions

Conditions narrow which events actually trigger actions. Every condition must be true for the rule to proceed — conditions are ANDed, not ORed.

Available operators:

• equals / does not equal — exact string match
• contains / does not contain — substring match
• exists / does not exist — whether the field has a non-empty value

For meeting-based rules, available fields include meeting.title, meeting.status, meeting.nextStep, meeting.owner, meeting.workspaceName, and meeting.summary.

For task-based rules, available fields include task.title, task.status, task.owner, task.blocker, task.moduleId, task.workspaceName, and task.entityName.

If no conditions are added, the rule fires on every matching event.

Actions

Actions are what the rule does when it fires. Custom rules can chain multiple actions in sequence.

Action	What it does
create_task	Creates a task in a target module (Operations, Relationships, Partnerships, or Reporting) using a title template and optional notes template
create_notification	Sends an in-app notification using a message template and optional link template
flag_reporting_alert	Pushes an alert into the Reporting module at Watch or High severity
generate_ai_summary	Runs an AI prompt against the triggering record and stores the output; available as {{aiOutput}} in subsequent actions
generate_ai_draft	Generates an AI-drafted follow-up message (e.g. an email draft) attached to the triggering record

Template placeholders

Title, message, notes, and prompt fields support {{field}} placeholders. The available placeholders depend on the trigger:

Meeting-based rules: {{meeting.title}}, {{meeting.nextStep}}, {{meeting.owner}}, {{meeting.summary}}, {{meeting.workspaceName}}, {{aiOutput}}

Task-based rules: {{task.title}}, {{task.blocker}}, {{task.owner}}, {{task.moduleId}}, {{task.workspaceName}}, {{task.entityName}}, {{aiOutput}}

{{aiOutput}} is only available after a generate_ai_summary or generate_ai_draft action earlier in the same chain.

Scheduling

Sweep-based rules run on a schedule configured when you enable them:

• Manual only — the rule only runs when you click "Run due automations" in the header.
• Hourly — runs approximately every hour.
• Daily — runs once per day at a configured UTC hour (default 15:00).
• Weekly — runs once per week on a configured day and UTC hour (default Monday 15:00).

The next scheduled run is shown on each active rule. You can trigger all due sweep rules immediately using the "Run due automations" button at any time.

Run history

Every automation execution — whether triggered by an event or a sweep — is recorded in the run log with:

• Status — success, failed, or skipped
• Summary — a plain-language description of what happened (e.g. "Created 3 tasks, skipped 1 record")
• Details — itemised list of individual actions taken
• AI output — the result of any AI generation step, if applicable
• Timestamp — when the run started

Use run history to verify rules are behaving as expected and to diagnose failures.

Reporting alerts

Automations can push alerts directly into the Reporting module using the flag_reporting_alert action. These alerts appear in:

1. The Reporting alerts panel on the Automations page — for quick inline resolution
2. The Reporting module — as part of the full cross-module risk view

Each alert has a severity of Watch (amber) or High (red). Resolve alerts once the underlying issue has been addressed.

AI integration

Two actions use Foundaro's AI layer:

Generate AI summary — Takes a configurable prompt and runs it against the triggering record's context. The output is stored on the run and can be referenced in subsequent actions via {{aiOutput}}. Useful for surfacing "why this matters" context alongside a task or alert.

Generate AI draft — Generates a follow-up message draft attached to the triggering meeting or task. The draft is stored on the source record for review before sending.

AI actions count against your plan's daily AI usage limit. Runs that hit the limit will be skipped and noted in the run log.

Cross-module connections

Automations is the connective layer between modules:

• Relationships → Operations — meeting follow-up tasks ensure agreed next steps land in the task system
• Relationships → Reporting — stale accounts surface as reportable risk items
• Partnerships → Operations — stalled pipeline accounts generate escalation tasks
• Partnerships → Reporting — renewal risk is pushed into the cross-module risk layer
• Operations → Reporting — blocked tasks are immediately visible in reporting
• All modules → Notifications — digest and alert notifications keep the founder informed without requiring manual checks

See also: Operations guide, Relationships guide, Reporting guide.