Bubble Workflow Automation Guide
Reminders, inactivity detection, weekly aggregation, triggered email sequences, and external system sync — the five automation categories that make your Bubble SaaS work while users sleep. Every pattern with full implementation code.
Automations That Run While Your Users Sleep
The most powerful feature a SaaS product can offer is one that works even when the user is not logged in. Scheduled workflows, event-triggered backend jobs, and intelligent reminders create a product that feels proactive rather than passive. This guide covers every automation pattern in Bubble — from simple reminders to complex multi-step business logic that runs completely without user input.
Five Automation Categories With Real Implementation
On Task creation with due_date set:
Schedule API Workflow “task_due_reminder”
When: Task’s due_date – 24 hours
Parameters: task_id = Task’s Unique ID
API Workflow “task_due_reminder”:
Step 1: Find Task by task_id parameter
Step 2: Only when Task’s is_done = no AND due_date > now
Step 3: Send email to Task’s assignee
Step 4: Create Notification for assignee
// Step 2 prevents reminder firing if task already completed
Runs daily at 09:00 UTC:
Search for Workspaces [
status = Active,
last_activity_at < 7 days ago
]
For each: send re-engagement email
For each: set risk_flag = yes on Workspace
// Update last_activity_at on every meaningful user action
// (create record, invite member, update settings)
For each active Workspace:
tasks_completed = Search[Tasks, workspace, done this week]:count
records_created = Search[Projects, workspace, this week]:count
Create WeeklySummary record with these counts
Update Workspace: last_week_summary = new WeeklySummary
// Used to send personalised weekly digest emails Monday morning
On workspace creation:
Schedule “onboarding_day1” → now + 1 day
Schedule “onboarding_day3” → now + 3 days
Schedule “onboarding_day7” → now + 7 days
Schedule “trial_ending_3d” → trial_ends_at – 3 days
// Each workflow checks current state before sending
“onboarding_day3”:
Only when: workspace’s onb_first_action_done = no
→ Send “You haven’t tried X yet” email with tutorial link
// If they have activated: skip this email entirely
On workspace upgrade to paid:
POST HubSpot API: create or update Company
name = Workspace’s name
mrr = Plan’s price_monthly
plan = Plan’s name
converted_date = today
// Push Intercom event for product analytics
On first core action completed:
POST Intercom: track event “first_value_created”
user_id = Current User’s Unique ID
workspace_id = Workspace’s Unique ID
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