Workflows turn a student process your team repeats again and again into an ordered set of steps. Each step is assigned to a role, lands on that person's to-do list, and is tracked so you can always see who is waiting, which step they're on, and whether the work finished on time.

Under Student support, open Workflows.

If you can work tasks, you'll see a Your workflow tasks card on the board. It lists up to five open tasks, soonest due date first, with the same Start, Complete, and Open buttons you'll find on the task list. Click See all to open the full list. When you're all caught up, the card says Nothing waiting on you.

Open a student and choose the Workflows tab.

Encounters, plans, and Attendance Assistant cases show a banner when they're tied to a workflow:

Click the workflow name to open the run, or click Show steps to expand the step list right there. The banner also shows whether the run is in progress, completed, or cancelled.

Open Workflows, then click the configure gear.

The list on the left shows each of your workflows with its name, whether it's Active or Paused, what starts it, how many steps it has, and how many students are in progress. Select one to edit it on the right.

Nothing will start the workflow until you choose a trigger (or start it by hand) and turn it on.

Click the title and type a name your staff will recognize, like Intensive attendance support.

The switch on the right says Active or Paused:

Starts when is the event that opens a run. The default is Only when started manually, which means the workflow starts from a student's Workflows tab, from Run now, or from a Start workflow step in another workflow.

These events can start a workflow. A few only appear when a related feature is on for your school.

The event has to belong to a single student, so keep these in mind:

Applies to limits which students can enter the workflow. Search and add students, sections, or both. A student qualifies when they're one of the students you picked, or an active student in one of the sections you picked.

Students outside that set are skipped whenever a trigger fires, someone uses Start workflow, or someone uses Run now. Leave the field empty (it shows All students) when every student should be eligible.

Each card under STEPS is one step, in the order students will reach them. Add step adds a new step at the end (named Step 2, Step 3, and so on) and copies the role from the step above it. A workflow needs at least one step, so the remove button stays off while only one remains.

On each step:

Use the up and down arrows to reorder steps. Removing a step keeps the history of any tasks already created from it.

Under each step, you'll see No data yet until someone completes it. After that, it shows the share of tasks finished on time and the average number of days from when the task was created to when it was completed.

Clicking Start moves the task to In progress as soon as the record exists. After that, Open encounter, Open plan, Open file, Open thread, Open form request, or Open workflow takes you back to it. Clicking Start again won't create a second record.

Two actions complete the task without another click, and then the run moves forward:

Every other action, including Review plan, waits for someone to click Complete or Skip. Accepting the form, closing the message thread, filing the document, or finishing a workflow the step started all leave the task open until someone marks it done.

Each step names a role. When a student reaches that step, August assigns the task to every active user who holds that role and whose role scope includes the student.

If nobody with that role can see the student, August assigns the task to every active user with the role so it never goes invisible. In that case, the task list shows no visibility under the assignee, and someone who can configure workflows should Reassign it to the right people.

Escalation doesn't take the task away from anyone. It adds the escalation role's users and notifies them, and the original assignees keep the task.

The due date is set when the task is created: that moment plus the Due within days. If you change Due within later, only tasks created after the edit pick up the new timing. Tasks already on someone's list keep the due date they were given.

On the task list, upcoming tasks show the due date and how soon it is. A task past its due date is tagged Overdue in red until it's completed, skipped, or cancelled, and you can filter the list to Overdue.

Once a task is overdue, August notifies the If overdue, escalate to role, if you set one. Each task is escalated once. The original assignees still see it, and now the escalated people see it too.

On time means the task was completed on or before its due date. The workflow summary only counts completed tasks, so skipped tasks are left out of the percentage. The summary reads something like 12 students in progress · 40 completed · 86% of steps finished on time, and the in-progress and completed counts link to Students, already filtered to this workflow.

Above the steps, a strip shows each step, its role, how many students are on it right now, and that step's on-time share. Click any count above zero to open Students filtered to that step.

Run now sits on the workflow header next to the Active switch. It stays off while the workflow is paused (the tooltip says Turn the workflow on to start it).

August starts the workflow in the background and lets you know when it's finished. You'll see the process listed as Start workflows.

Students who already have this workflow in progress, students outside Applies to, and students the person who clicked Start can't see are all skipped.

Edits apply to the live workflow, and open runs follow the steps as they stand when each task finishes.

Open Workflows in the sidebar, or click See all on the board or All tasks in Early warning. This opens Workflow tasks: the steps assigned to your role. Start the action, finish it, and the workflow hands the next step to the right person.

If you can configure workflows, you'll see a switch between My tasks and Everyone's. Everyone else sees their own tasks, including any escalated to them.

The list opens on Open tasks, soonest due date first. Use these shortcuts to switch views:

The filter drawer lets you narrow by Student and by Status (Open, In progress, Completed, Skipped, Cancelled).

Each row shows:

Click a row to open the run, or use the buttons right on the row to do the same work without leaving the list.

The run card names the workflow, the student, and the run status:

Under the title, you can see when the run started, whether it started from a record or by hand, and when it finished or was cancelled. If a workflow that normally runs from a trigger was started by hand, the card says so and names the usual trigger.

Steps are listed in order. Steps the student hasn't reached yet show the role and how many days they'll have. The current step shows Start, Complete, Skip, and, for people who can configure workflows, Reassign.

When a step is completed, August records who completed it and whether it was late. The next step's task is created at that moment with its own due date, and those people are notified.

Open views refresh as runs move, including the banner on an encounter or plan and the counts on Students.

Open Workflows → Students to see Students in workflows.

Use the switch at the top right to choose who's listed:

The pills across the top are your workflows, each with a count. Click one or more to combine them, or click All to clear the filter. Counts stay visible even at zero, so you can always turn a pill back off.

The table lists each student's name, grade, and student ID, followed by one line per run with the workflow name and where they stand. An open run reads something like Step 2 of 4: Message the family · due Oct 28, and a past-due step shows in red. Completed and cancelled runs show the date they ended.

The filter drawer includes Student, Grade, Section, and, while you're on In progress, Current step (grouped by workflow).

Click a student row to expand it. You'll see the same Workflows tab from the student card, so you can review every run and start another workflow right from there.

Workflows come with two alert rules. You can review them under Alerts (the configure gear, or Alerts → Configure).

You can turn either rule on or off, change the recipients, and edit the wording just like any other alert. Messages can include the student name, workflow name, step name, and due date.

We're always happy to help. Reach August Support through the Help icon in the app, or email us at [email protected].