Kraaft saves you precious time with automations! No more manual sending and forgotten steps: you set up a rule once, and Kraaft takes care of the rest. Notifications, messages in the conversation, reports sent automatically by email… everything runs without any extra effort from you 🎉
🚨 Types of alerts available on Kraaft
Three types of alerts can be triggered by a Kraaft automation:
Notifications — Stay informed in real time with notifications straight to your device 📱
Messages in the conversation — Get alerts directly inside your job-site conversations ⚠️
Emails — Automatically send an email to the right people, even if they don't have a Kraaft account 📤
💡 Examples of how to use Kraaft automations
Wondering what it can do for you concretely? Here are a few clear examples:
Job-site issue alert — Get informed immediately when a problem is reported, so you can react fast and limit the impact 🚨
Task validation — Get a notification as soon as a task is validated, to track progress in real time 🚧
Owner assignment — Be automatically notified when you're set as the owner of a new task 👷
Report sending — Send a PDF, Word or Excel report directly to stakeholders as soon as it's completed 📄
🧑💻 Create a Kraaft automation (admin only)
Only admins can set up Kraaft automations. Here's how:
On your computer, click "Automations" in the left-hand menu
Click "New automation" ➕
Give your automation a name
Choose the report or conversation involved 📋
Set the condition that triggers the automation (e.g. as soon as the "Validation" box is checked)
Choose the action to perform (e.g. send an email)
Fill in the action content — the message to display, the attachment format, the recipients 📤
Click "Save changes"
Your automation is now active ✅
💡 Insert data into your message
To add dynamic data into your message or email, type @ in the content, then select the field you want 🔖
You can mention a field from your conversation or your report, depending on the type of automation you chose.
💡 Tip: if a recipient doesn't have a Kraaft account, they can still receive emails. Just type their email address directly in the recipient field 📧
🎯 Choose who receives the notification or email
When you set up a notification or an email, you decide exactly who receives it 🎯
A specific person you select directly 👤
The member set in a Kraaft field — for example the owner indicated on the report or conversation 📋
For emails only: an email address typed manually, even for someone without a Kraaft account ✉️
⚠️ Good to know — To target the member set in a field, that member must have a Kraaft account. And to receive an email, an email address must be linked to their account.
📎 Attachments in automatic emails
When you set up an email automation, you can choose which type of attachment to send with the report 🎯
Available formats:
PDF — The classic format, perfect for sharing reports readable everywhere 📄
Word — For recipients who need to edit the document ✍️
Excel — For structured exports usable as a table 📊
Photos only — To share just the visuals from the report 📸
⚠️ Large attachment — Rather than blocking the send, Kraaft sends the email normally with a download button instead of the attachment. The recipient just clicks the button to get the file.
♻️ Manage your Kraaft automations
Once your automations are created, you stay in control at any time 🔧
Enable / Disable — Use the toggle next to the automation to pause or restart it ⏯️
Duplicate — Click the 3 dots to the right of an automation, then "Duplicate" to create a copy (perfect if you have similar automations to create) ♻️
Delete — From the same 3-dot menu, you can delete an automation permanently 🗑️
🔌 Go further with the Kraaft API
Want to trigger actions or connect Kraaft to your other tools beyond automations? The Kraaft API lets you go further 🔗
To learn more, check out the article How to use the Kraaft API.