Actions > Automate deadline shifts on tasks
Countdown deadline automation
You can set task deadlines in Tallyfy that count backwards from important dates - like having your meeting agenda automatically due 1 day before the meeting itself. These automations work in reverse, making sure preparation tasks get done before your critical dates arrive.
Countdown deadlines help you prepare for time-sensitive events:
- Meeting preparation: Send reminders 1 day before scheduled meetings
- Event planning: Complete setup tasks 2 weeks before the event date
- Launch coordination: Finish marketing materials 1 week before product launch
- Contract renewals: Start renewal discussions 30 days before expiration
- Compliance deadlines: Submit reports 5 days before regulatory due dates
You’re working backwards from a fixed date. Everything gets done on time.
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Add a date field to capture the target date
In your kick-off form or early step, add a Date field to capture the important date:
- “Meeting date”
- “Event date”
- “Launch date”
- “Contract expiration date”
- “Regulatory deadline”
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Create tasks that need to complete before that date
Add steps to your template for preparation activities:
- “Send meeting agenda”
- “Finalize event venue”
- “Complete marketing materials”
- “Prepare renewal proposal”
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Set up deadline automation rules
Create automation rules that calculate deadlines backwards from your date field:
Example: Meeting reminder 1 day before
IF (Meeting Date field) is not emptyTHEN Set deadline for "Send meeting reminder"to 1 day before (Meeting Date field)Example: Event preparation 2 weeks before
IF (Event Date field) is not emptyTHEN Set deadline for "Finalize catering order"to 14 days before (Event Date field)
Scenario: You need to schedule follow-up activities before a prospect meeting.
Kick-off form field: “Scheduled meeting date”
Automation rules:
-
Pre-meeting research deadline:
IF (Scheduled Meeting Date) existsTHEN Set deadline for "Complete prospect research"to 3 days before (Scheduled Meeting Date) -
Agenda preparation deadline:
IF (Scheduled Meeting Date) existsTHEN Set deadline for "Send meeting agenda"to 1 day before (Scheduled Meeting Date) -
Day-of reminder:
IF (Scheduled Meeting Date) existsTHEN Set deadline for "Meeting day checklist"to 2 hours before (Scheduled Meeting Date)
Scenario: Coordinate all tasks leading up to a podcast launch.
Kick-off form field: “Podcast launch date”
Automation rules:
-
Audio file deadline:
IF (Launch Date) existsTHEN Set deadline for "Upload final audio"to 1 week before (Launch Date) -
Promotional content deadline:
IF (Launch Date) existsTHEN Set deadline for "Create social media posts"to 3 days before (Launch Date) -
Final review deadline:
IF (Launch Date) existsTHEN Set deadline for "Final quality check"to 1 day before (Launch Date)
Scenario: Make sure customs documentation is ready before your shipment arrives.
Step 1 fields:
- Location (dropdown): “Domestic” or “International”
- Expected arrival date (date field)
Automation rules:
-
Show customs check for international only:
IF (Location) is "International"THEN Show "Verify customs documentation" -
Set customs deadline before arrival:
IF (Location) is "International"THEN Set deadline for "Verify customs documentation"to 1 week before (Expected Arrival Date)
That’s it - international shipments won’t get stuck at customs.
Want to set multiple deadlines from the same date? Here’s how:
IF (Contract End Date) existsTHEN:- Set "Initial renewal discussion" to 60 days before (Contract End Date)- Set "Prepare renewal proposal" to 45 days before (Contract End Date)- Set "Send renewal offer" to 30 days before (Contract End Date)- Set "Final negotiation" to 15 days before (Contract End Date)
Different lead times based on other factors:
IF (Event Type) is "Small Meeting"AND (Event Date) existsTHEN Set "Room setup" to 1 hour before (Event Date)
IF (Event Type) is "Large Conference"AND (Event Date) existsTHEN Set "Room setup" to 1 day before (Event Date)
Here’s something nice - Tallyfy automatically adjusts deadlines to fall within working hours. If “1 day before meeting” lands on a Sunday, the deadline shifts to Friday instead. No weekend surprises.
- Buffer time: Add extra time for critical tasks (e.g., 2 days before instead of 1)
- Clear task names: Include the timing in task names like “Send agenda (1 day before meeting)”
- Required date fields: Make date fields required if countdown deadlines depend on them
- Fallback deadlines: Set default deadlines in case date fields are empty
- Test calculations: Verify deadlines calculate correctly, especially around weekends
Examples > Combined visibility and deadline rules
Tutorials > Create an automation
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