Workflow help

Workflows are automatic rules. You set them up once, and from then on the app handles the busywork — texting tenants, issuing door codes, sending reminders. No coding needed. This guide walks you through everything, with examples you can copy.

What's a workflow?

Think of a workflow as an "if this happens, then do that" rule. You decide what should trigger it and what should happen, and the app does the work for you every time.

A few real examples:

• A new tenant signs a lease. The app automatically creates their door code and texts it to them.
• Three hours before checkout, every guest gets a friendly reminder by text.
• When you delete a lease, the door code is automatically revoked — no more "did I remember to do that?"

Every workflow has a status. You'll see it in the workflow list:

• Live — turned on, doing its job.
• Paused — saved but turned off. Useful when you want to take a workflow offline temporarily without deleting it.
• Draft — what brand-new workflows start as. They won't actually run until you hit Publish. So if you build a workflow and it doesn't seem to do anything, this is the first thing to check.

The three parts

Every workflow has three pieces. You build them in this order in the workflow builder:

Instant triggers

These run the moment something happens in the app. As soon as you (or someone on your team) creates, updates, or deletes one of these things, any matching workflow fires right away.

Tip: The Notification created trigger fires for every in-app notification. Use a filter on type_name (for example, type_name eq chat_message) to react only to a specific kind.

The Schedule trigger

Some things happen because of time, not because someone clicked a button. "Send a reminder 3 hours before check-in." "Email me a summary every Monday." "Notify me when a lease ends today."

For all of those, use the Schedule trigger. The app checks once an hour — at the top of every hour — and looks for records that match your filters. If it finds any, your workflow runs once for each match. It also remembers which records it already handled, so you won't get duplicate reminders.

You can use Schedule on Lease or Contact records. So "find leases ending today" or "find contacts whose anniversary is this week" both work the same way.

How often it checks

Schedule triggers have a frequency setting. Here's what each one means:

If you're not sure which to pick, hourly is usually the right answer — your filters control what actually fires anyway. Use the others when you specifically want a lower volume (like a daily summary email).

Conditions you can use

Filters narrow down when your workflow runs. Add as many as you want — they all have to be true for the workflow to fire.

For the within next and within last conditions, the value tells the app how far ahead or back to look:

• 3h — 3 hours
• 2d — 2 days
• 1w — 1 week
• 1mo — 1 month (use mo, not just m, so the app knows you mean months and not minutes)

Filter examples

Here are some common goals and the filter that does it:

Adding steps

Click + Add step in the workflow builder. Pick what kind of action you want (Smart Lock, Text Message, etc.), then pick the specific action.

Each step has its own form to fill in. The fields depend on the action — for a text message, you'll need a phone number and a body. For a smart-lock code, you'll need the lock and a date range. The next section explains placeholders, which let you fill those fields with information from the trigger automatically.

What each action does

Smart Lock · Issue access code

Creates a new door code on the lock and saves it in the app. Useful right after a tenant signs a lease.

Smart Lock · Update access code

Changes the start/end dates on the door code(s) for a lease. Use this if a lease's dates change and you want the code to stay in sync.

Smart Lock · Revoke access code

Removes the code from the lock and from the app. The tenant won't be able to use it anymore. This is usually the last step you'd add to a "lease deleted" workflow.

Text Message · Send text

Sends an SMS through your Twilio account. The phone number is auto-formatted, so a US number entered as 2146366019 will be sent as +12146366019. The body can include placeholders (see below).

Notification · Send notification

Creates an in-app notification — the kind that shows up on the bell icon at the top of the app. Useful for nudging yourself or your team about something important without sending a text.

Placeholders

When your workflow runs, you'll usually want to pull in info from whatever triggered it. The tenant's name. The lease's start date. The phone number on file. Instead of typing all that out by hand, you use placeholders.

A placeholder looks like this:

{{trigger.contact_first_name}}

The double curly braces tell the app "replace this with real data when the workflow runs." So if your text body is:

Hi {{trigger.contact_first_name}}, welcome to your stay!

And the workflow fires for a tenant named Sarah, the actual text she gets is:

Hi Sarah, welcome to your stay!

The two main kinds of placeholders are:

For example, after step 1 generates a door code, step 2 (the text message) can include it like this:

Your door code is {{steps.s1.code}}.

Functions

Sometimes you don't just want to drop in a value as-is — you want to change it a little. Format a date so it reads "April 29, 2026" instead of the raw 2026-04-29T16:00:00.000Z. Make a name ALL CAPS for a header. Round a price to 2 decimals.

That's what functions are for. Each one belongs to a category — string (for text), number, or date — and you call it like this:

{{date.format(trigger.start_date, 'MMMM D, YYYY')}}

That formats the lease's start date as "April 29, 2026". The first thing inside the parentheses is what to format; the second is how you want it formatted (see date formats below).

You'll see all the available functions in the right-hand panel of the workflow builder, grouped by category. Click any one to insert it into the field you're editing.

Here's the full list:

Date formats

When you use date.format, you tell it how you want the date to look using letters as placeholders. Mix and match these to get exactly the format you want — anything that isn't a placeholder (like dashes, spaces, or commas) shows up as-is.

Some examples:

• 'YYYY-MM-DD' → 2026-04-29
• 'DD-MM-YYYY HH:mm' → 29-04-2026 16:00
• 'dddd, MMMM D' → Wednesday, April 29
• 'MMM D, YYYY' → Apr 29, 2026

Combining functions

Functions can be plugged into each other. You only need one outer pair of {{ }} — the rest goes inside.

For example, "format the day after the lease starts":

{{date.format(date.addDays(trigger.start_date, 1), 'DD-MM-YYYY')}}

Read it inside-out: first date.addDays(...) takes the start date and adds 1 day. Then date.format(...) takes that result and formats it. You can keep nesting like this as much as you need.

A few more examples:

{{string.upper(string.concat(trigger.contact_first_name, ' ', trigger.contact_last_name))}}
→ "SARAH JOHNSON"

{{number.round(number.divide(steps.s1.total, steps.s1.count), 2)}}
→ "12.34"

{{string.concat('Hi ', trigger.contact_first_name, ', code: ', steps.s1.code)}}
→ "Hi Sarah, code: 482910"

Checking what ran

Every time a workflow fires, it leaves a record. There are a few places to look:

• Workflow info panel — when you open a workflow, the right side shows how many times it's run total and how many of those failed.
• Click "Runs: N" to see the list of every run for this workflow. You can filter by All, Success, Failed, or Skipped at the top.
• Click "Failed: N" to jump straight to just the failures.
• "Total runs" tile on the workflow list page — opens an activity log across all your workflows. Handy for "what's been happening today?"

Each run shows its status, what action ran (or what failed), when it happened, and how long it took. Click "Trigger payload + step results" on a row to expand the details — useful if you're investigating why something didn't quite do what you expected.

Notice the ↻ rerun button on each row. It re-runs that specific entry with its original data. Helpful for "I fixed the typo, now retry that failed text" or "send that confirmation again, the tenant didn't get it."

Don't need old failures cluttering the view? Open the runs modal, switch to the Failed tab, and click Clear failed. The records get cleaned up. (Your central error log keeps a copy either way.)

When something doesn't work

You'll occasionally see runs marked as failed. Here are the most common reasons and what to check:

Example: onboard a tenant

Goal: When a new lease is created, automatically issue a door code and text it to the tenant.

The text the tenant receives will look like: "Hi Sarah, your code is 482910. Valid Apr 29 – May 3."

Example: pre-arrival reminder, ~4 hours before check-in

Goal: A friendly text to upcoming guests about 4 hours before their check-in time.

Each guest gets the message exactly once — even though the app checks every hour, it remembers who it already texted.

Example: when a lease is deleted

Goal: When a lease is deleted, automatically revoke any door codes that were tied to it.

The app remembers which codes were tied to that lease before the delete happens, so the revoke action can find them and clean them up. No extra config needed — it just works.

URManager workflow help. Last reviewed 2026-04-29.