Triggers

Triggers determine when your workflow runs. Each workflow can have one or more triggers, and the workflow will run whenever any of its triggers fire.

Trigger types

Manual

The simplest trigger — the workflow only runs when you click Run in the web app.

Use cases:

• On-demand reports
• Testing new workflows
• Workflows you run occasionally

Incoming email

Runs every time a new email arrives in your inbox.

You can optionally limit this to a specific Gmail account if you have multiple accounts connected.

Use cases:

• Inbox filtering and labeling (Auto-label)
• Real-time notifications
• Immediate email processing

Email to assistant

Runs when you send or forward an email to your assistant’s address (e.g., alex@town.com).

Use cases:

• Ask for help with tasks
• Forward threads for summarizing or processing
• On-demand analysis of specific emails

Schedule

Runs on a recurring schedule. When setting up a scheduled trigger, you choose:

• When to run — The time and frequency (e.g., every weekday at 8 AM, every Monday at 9 AM, daily at 6 PM)
• Timezone — Your local timezone so times are accurate for you

Common schedule examples:

Use cases:

• Morning briefings
• Daily or weekly summaries
• Scheduled reports

Calendar triggers

Town supports four calendar triggers that let your workflows react to events on your Google Calendar.

Calendar start

Runs before (or after) a calendar event starts. You can set how many minutes before the event you want the workflow to run.

Timing options:

• 15 minutes before (default) — Great for quick meeting prep
• 1 hour before — Enough time for research and preparation
• 5 minutes after — For actions that should happen right as a meeting begins

Use cases:

• Pre-meeting prep (research attendees, summarize relevant emails)
• Send meeting reminders with context
• Prepare briefing documents

Calendar end

Runs after a calendar event ends. You can set how many minutes after the event you want the workflow to run.

Use cases:

• Post-meeting follow-ups
• Summarize meeting notes and action items
• Send thank-you emails to attendees

Calendar RSVP

Runs when your RSVP status changes for an event — for example, when you accept, decline, or mark “maybe” on an invitation.

RSVP statuses that can trigger workflows:

Use cases:

• Prepare for newly accepted meetings
• Follow up after declining (suggest alternatives)
• Process meeting invites automatically

Calendar changed

Runs when a calendar event is updated or cancelled.

Change types:

Use cases:

• Get notified when meetings are cancelled
• Track when meeting times change
• Alert when attendees are added or removed

Voice recording

Runs when a voice recording has been transcribed. This works with recordings made through the Town iOS app.

Use cases:

• Automatically summarize voice notes
• Extract action items from meeting recordings
• Process and organize voice memos

Slack mention

Runs when someone @mentions your Town assistant in Slack. Requires the Slack integration to be connected.

Use cases:

• Answer team questions in Slack
• Process requests made in channels
• Trigger workflows from Slack conversations

Multiple triggers

Workflows can have more than one trigger. For example, a workflow might run:

• Every Monday at 9 AM (scheduled), and
• Whenever you click Run (manual)

This means you get the scheduled automation plus the ability to run it on demand whenever you want.

Triggers vs. modes

Triggers control when a workflow runs. Modes control how it runs — specifically, whether actions require your approval or execute automatically. These are independent settings:

• A scheduled workflow can require approval (it proposes actions and waits for your OK)
• An incoming-email workflow can be autonomous (it acts immediately on every email)

Best practices