Teamhood Automations

Teamhood Automations let you create rule-based workflows that perform routine updates without manual work. You can set triggers, apply filters with conditions, and define actions that run when the automation criteria are met. Automations support detailed process control across workspaces and boards you have access to.

How Automations Work

An automation is built from three elements: a trigger, optional conditions, and one or more actions. You define the event that activates the automation, refine execution with filters, and specify up to three resulting changes that Teamhood applies to the affected item.

You can run automations in any Teamhood location where you have permission. When an automation runs successfully, it consumes one run from your subscription allocation.

Each board can have its own set of automations. Automations can be created and managed in two ways:

1. From a Board. You can access automations directly within a board in two places:

Automations button on the board toolbar
Board Settings → Automations

2. From Workspace Settings. Go to Workspace Settings → Automations to see all automations across every board in your workspace.

Note: When creating a new automation from this view, you’ll need to select which board it belongs to, since automations are board-specific.

Note on Permissions: Both Workspace Admins and Collaborators can create and manage automations in boards they have access to.

Creating an Automation

You create an automation from the board menu. When you choose the Automations section, you can add a new rule and begin selecting the trigger. Each configuration step appears in a guided builder that lets you add conditions and actions in sequence.

1. Open a board and navigate to the Automations section.
2. Create a new automation.
3. Enter a title for your automation.

4. Available Automation Triggers

A trigger defines when the automation starts. Teamhood supports a broad set of item-level triggers that track structural, scheduling, assignment, and relational changes:

Workflow and item structure triggers
Assignment and collaboration triggers
Status and classification triggers
Scheduling and estimation triggers
Time and dependency triggers

Named triggers you may be looking for include:

Item is due — runs when an item reaches its due date, so you can build deadline-driven rules rather than chasing them manually.
All child items completed — runs when every child under a parent is done, which is the natural point to close out or hand over the parent.
A dependency is added — useful for adjusting planning as soon as work becomes linked.

The trigger list in the builder is the definitive one — open the dropdown to see everything currently available for your board.

When setting conditions for the trigger, you can use the value menu to specify what should or shouldn’t trigger the automation:

None of – the automation triggers only if the value does not match any of the specified options.
Any – there is a value, but it doesn’t matter which one.
Empty – there is no value.
Any of – the automation triggers only if the value matches one of the specified options.

5. (Optional) Using Conditions to Filter Trigger Events

Conditions refine automation execution so that actions apply only when the affected item meets all specified criteria. Teamhood applies conditions using AND logic. Each selected condition must evaluate as true for the automation actions to run.

6. Selecting the Item Type for Actions

Select the item type to define which task the automation should be applied to. By default, actions are performed on the triggered item, but you can choose to apply them to related items instead.

Available options include:

Triggered items – applies actions to the item that triggered the automation.
Child items of the triggered item – applies actions to all child items of the item that triggered the automation.
Parent item of the triggered item – applies actions to the parent item of the item that triggered the automation.

This allows you to control whether the automation affects only the original item or extends to its hierarchy.

7. Supported Automation Actions

You can define up to three actions per automation. Teamhood executes each action using AND logic, applying all selected operations during a single run. Actions let you adjust schedule data, change ownership, update classification, or reorganize items across boards.

Alongside the everyday actions — assigning users, changing status, moving items, updating fields — automations can also:

Create a synced copy of the triggered item, so related work stays aligned across boards without anyone copying it by hand. See item relations.
Copy values from the parent item to newly created child items, which keeps a work package consistent and saves re-entering the same data.
Reschedule work — when dates change or a dependency shifts, schedules on related items can be adjusted automatically so the plan stays coherent.
Create or update time entries, which is helpful for recurring or status-based activities where logging is predictable. See time tracking.

Once saved, the automation becomes active and will run automatically whenever the criteria are met. You can also pause automation at any time.

Managing Automations

You can open the automation list from workspace settings or board settings, depending on the location where the automation was created. Each automation entry shows the trigger, conditions, actions, run history, and error count. You can open the automation, update configuration, or disable the rule without deleting it. You can also clone an automation to another board or workspace — select it, choose the destination, and the rule is copied across, so you do not have to rebuild the same logic project by project. The error log helps you verify:

how many runs occurred this month,
the run history (chronologically sorted), and
the status of each run: Success, Failed, or Pending.

Secondary boards and cross-workspace structures support automations when your permission level allows the required updates. When you have access, actions such as changing location across workspaces work without additional setup.

Each time an automation performs an action, it counts as a run. If a single automation has multiple actions, each action executed counts separately.

Example:

Removing an assignee → 1 run
Assigning a new user → 1 run
Updating a due date → 1 run
→ Total for this automation execution: 3 runs

In other words, run counts are calculated per action, not per automation.

Note: If a run fails (e.g. the assigned user no longer exists in the board), this will be indicated in the run history, so users can investigate and fix the issue.

Optimizing Automations for Daily Use

You can keep automations efficient by using conditions to reduce unnecessary runs, grouping related actions into a single automation where appropriate, and reviewing the error log after workspace changes. Naming conventions such as “Due date control: overdue items” or “Assignment: new requests” help teams identify rules in larger environments.

Working with Parent and Child Items

Sync tags from child to parent item

When a tag is added to a child item, you can automatically apply the same tag to its parent item.

Trigger: Tag added
Item type: Parent item of the triggered item
Action: Change tags
Subaction: Copy trigger’s tag

Update parent custom date field when a child item is completed

When a child item is completed, you can automatically update a custom date field on its parent item.

Trigger: Item completion status changed
Item type: Parent item of the triggered item
Action: Change custom field
Subaction: Days after trigger date

Update parent status when a specific child item is completed

When a specific child item is completed, you can automatically update the status of its parent item.

Trigger: Item completion status changed
Item type: Parent item of the triggered item
Action: Change status
Subaction: Select status

Sync tags from parent to child items

When a tag is added to a parent item, you can automatically apply the same tag to all of its child items.

Trigger: Tag added
Item type: Child items of the triggered item
Action: Change tags
Subaction: Copy trigger’s tag

Sync custom field values from parent to child items

When a custom field is updated on a parent item, you can automatically apply the same value to all of its child items to keep data consistent.

Trigger: Custom field changed
Item type: Child items of the triggered item
Action: Change custom field
Subaction: Copy value from triggered item

Practical Automation Examples

Auto-assign new work in a team board

A team that manages inbound requests can assign new items to the responsible coordinator.

Trigger: Item created
Condition: Row = “Requests”
Action: Change assignees to the coordinator

Move finished work to a specific row

A workflow with a fixed Done section can update item placement when the completion flag changes.

Trigger: Item completion status changed
Condition: Is completed = true
Action: Change location to the Done row

Notify stakeholders when deadlines shift

You can place a comment for watchers when a due date is changed.

Trigger: Item due date changed
Condition: Watchers include the required group
Action: Leave comment describing the update

Adjust planning when a dependency is added

You can shift dates when an item becomes blocked.

Trigger: Dependency added
Condition: Dependencies ready = false
Action: Change due date by adding additional days

Log time when advancing to a specific stage

When a team uses time tracking during active work, you can add tracked time automatically.

Trigger: Status changed
Condition: Status = “In Progress”
Action: Add tracked time for an initial effort entry

Pricing and Limits

Automations are a paid feature. Each account gets a shared pool of automation runs, sized by its plan and the number of paid licenses, and you can buy additional runs at any time. Remember that runs are counted per action, not per automation — a rule with three actions consumes three runs each time it fires.

For the run allowance included with each plan, see the Teamhood Pricing Page, and subscription management for how to review usage on your account.