Custom Date Automations in Team Engine

Custom Date Automations allow you to automatically send messages based on a specific date stored on an employee or applicant profile. These automations help you stay proactive, improve engagement, and eliminate manual tracking for important milestones.

They work seamlessly with Custom Fields, making it easy to trigger communication based on the dates that matter most to your organization.

Step 1: Create a Date Custom Field (If Needed)

Before setting up a date automation, you’ll need a Date-type field on the profile.

To create one:

1. Go to Company Settings.
2. Select General Preferences.
3. Click Custom Fields.
4. Click Add Custom Field.
5. Enter a Field Name (e.g., “90-Day Review,” “Certification Expiration,” “License Renewal”).
6. Choose Date as the field type.
7. Select  Employees
8. Save.

Once created, you can enter the appropriate date directly on each employee profile or include the field(s) on your employee list.

⚠️ Automations will only trigger if the date field is populated on the profile.

Step 2: Set Up a Custom Date Automation

After your date field is created and populated:

1. Go to Automations in Team Engine.
2. Click Create Automation.
3. Choose a Date-Based Trigger.

4. Select the relevant date field (e.g., Start Date or your custom date field).

   Choose when the message should send:

   • On the exact date
   • A set number of days before
   • A set number of days after
5. Draft your message.
6. Select your audience (employees, applicants, or specific groups).
7. Review and activate the automation.

Once activated, Team Engine will automatically send messages based on your rules—no manual follow-up required.

Common Use Cases

Organizations commonly use Custom Date Automations for:

📅 License or certification expiration reminders

📝 Performance review reminders

📣 Seasonal rehire outreach

📌 Compliance deadlines or document renewals

This ensures consistent communication at scale while maintaining a personal touch.

Best Practices

To get the most value from Custom Date Automations:

• ✅ Keep date fields accurate and up to date.
• ✅ Use personalization tokens (like first name) to keep messages conversational.
• ✅ Schedule reminders a few days before expiration dates to allow time for action.
• ✅ Periodically review active automations to ensure they remain relevant.
• ✅ Test new automations with a small group before broad rollout.

Important Notes

• Automations only trigger if the selected date field contains a valid date.
• If a date is updated on a profile, future automation timing adjusts automatically.
• If a date field is cleared, the automation will no longer trigger for that record.
• Multiple automations can be created using different date fields for layered communication strategies.

Custom Date Automations help you deliver timely, consistent communication without extra administrative work. When set up correctly, they enhance employee experience, improve compliance tracking, and support scalable workforce engagement.