Automate routine work and add your own fields
Set up "when this happens, do that" automations, keep store to-dos in Tasks, and add custom fields to items, customers, vendors, purchase orders and staff.
Before you start
You need the Manage settings permission (owners have it). Automations work on every plan.
1. Make an automation
Administration → Automations → New automation: a name, the store (or every store), When and Do this.
| When | You choose |
|---|---|
| A sale or refund is rung up | Total at least $, items or departments, how it was paid, with or without a customer |
| An item runs low | Items or departments; a number of units or each item's reorder point |
| At a set time | Every day, a weekday or a day of the month, in store time |
| A new customer is added | — |
| A shift is closed | Over or short by at least $ |
| A customer invoice is overdue | Days after it was due |
| A vendor bill comes due | Days before it is due |
Actions (up to 10, in order): Send an email, Send a text, Notify the owner app, Add a task, Call a webhook (signed with a secret), Change prices and Draft a purchase order (for items running low). Messages can use words like {total}, {cashier}, {item} and {store}.
Test shows what each action would do without doing it. Each run is kept with its result.
Example: when a shift closes short by $20 or more → text the owner and add a task "Count the drawer again".
2. Tasks
Overview → Tasks: to-dos for the store you are in, added by automations or typed here with a due date. Tick one when it's done; overdue ones are marked.
3. Custom fields
Administration → Custom fields: up to 30 of your own fields on Items, Customers, Vendors, Purchase orders and Staff — Text, Number, Date, Yes / no or a Choice list. Mark one Required, or Show in the list as a column. Each form gets a More details box. Exports include a column per field and an item import fills a field from a column with its name.
Example: "Shelf life (days)" on items, shown in the item list.
Related
Still stuck? Email support@leisurenexus.com or send us a message — we're happy to help.