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Flows run when something happens in SquadVault — for example a team is created or a player joins a roster — or on a schedule you choose, and then execute a sequence of steps. In the builder, everyday language is used: Trigger (when / schedule), Only if (optional filters), Then (what to do).
Flows require the Flows feature on your plan. See Billing if the page is locked.

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Open Flows

  1. Go to Flows in the dashboard sidebar.
  2. Check status first (active flows, failed runs, drafts).
  3. Work failed runs first, then prioritize flows and recent activity.
  4. Use insights for recommendations (fix failures, connect Discord, activate a template).
Flows page showing automation health and work list

Flows overview

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Build a flow

  1. Start from a template, or create a blank workflow.
  2. Set a Trigger (an event, or a time schedule with presets / advanced cron), optional Only if conditions, and one or more Then actions. New schedules default to the organization timezone.
  3. Save as a draft, or save and activate so it runs on live events or at the next scheduled time.
Only active workflows run. Drafts never fire.
Flow builder showing trigger and action blocks

Flow builder — Trigger, Only if, Then

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Visual builder vs code

The builder has two modes:
  • Visual — pick trigger, filters, and actions from forms.
  • Code — edit the flow definition as JSON (triggerEventType, conditions, actions) for faster bulk edits.
Switch modes anytime. Invalid JSON cannot be saved or switched back to visual until fixed.

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Templates

Templates are ready-made starting points. Installing a template creates a workflow you can edit and activate. Common patterns:
  • New Team Setup — Discord role, category, and channels when a team is created.
  • Player Joined / Left — assign or remove the mapped Discord role and post a join/leave embed in the team channel.
  • Availability Reminder — ask for availability when a training is scheduled (Discord, immediately). Overlaps the in-app event created Discord post if that is already going to the team channel.
  • Training Availability Follow-up — 24 hours before training, remind the team to submit remaining availability in Discord. Overlaps the built-in RSVP nudge (default 24h). You can change the product reminder on the team workspace.
  • Scrim Prep Brief — post a prep checklist when a scrim is created.
  • Scrim Starting Soon — ping the roster one hour before a scrim. The product also sends a starting-soon alert (default 2 hours, in-app, push, Discord team channel) which you can change per team.
  • Tryout → Team — assign the Discord role and welcome accepted applicants.
  • New Application Alert — notify Discord when a tryout application comes in.
  • Tryout Rated / Ready for Decision / Feedback Needed / Stale Shortlist — recruiting reminders in Discord (stale reminder waits 7 days; ignore if already decided).
  • Tryout Declined — notify Discord when an application is declined.
  • Discord Sync Failed — alert the log channel when Discord sync fails.

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Variables

Action configs support {{path}} placeholders filled from the event payload and earlier steps. Examples:
  • {{team.name}}, {{player.discordUserId}}
  • {{steps.0.roleId}} — output from step index 0 (first action)
  • {{steps.1.discordMentions}} — roster pings from Get team players
  • {{team.name|upper}}, {{team.name|lower}}, {{team.name|slug}} — transform the value (trim also works)
Use the variable helper in the builder to see what the current trigger and previous steps expose. Click a variable chip to copy it. Team event reminders use the same chip + copy pattern for {{eventTitle}}, {{when}}, {{type}}, and {{hours}}.

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Lookups before side effects

Whenever a flow has a team in context (join/leave, calendar event with team, tryout, team updated, …), the payload includes Discord team settings when linked:
  • {{team.discordRoleId}} / {{team.discordRoleMention}}
  • {{team.teamChannelId}}
If the trigger has no team (or you need a different team), use Get team (squadvault.get_team) with a teamId — same fields come back as step outputs. For roster pings and other lookups: Example Discord message:
Players without a linked Discord user ID are skipped in discordMentions.

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Activity

  • Activity lists recent runs and opens step logs, errors, and outputs in one place.
  • Use preview/dry-run when testing Discord changes safely.
If nothing appears after an action in the product:
  1. Confirm the workflow is active.
  2. Confirm the trigger matches what you did (for example editing team players fires player.joined_team / player.left_team).
  3. Check Activity for errors (Discord not connected, missing IDs, invalid templates).

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Tips

  • Prefer templates for Discord provisioning, then tweak channels and copy.
  • Put lookups early so later Discord actions can use {{steps.N.*}}.
  • Enable continue on error on non-critical steps (for example welcome messages).
  • Keep Discord connected and role/channel mappings in sync — see Discord.
For the full list of triggers and actions, see Flows reference.