Automations

A Master List’s Automations tab is where you decide who should hold a valid digital card — once — and let CaptrID keep every card matching that decision as your roster changes. You set it up as a card policy: who’s eligible, and what happens to their card when that changes. You preview exactly what it would do, then switch it on. From then on, when someone joins, leaves or stops meeting a condition, their card follows within a minute or so.

​

How a card policy works

​

Who’s eligible

Everyone active on the list, narrowed by any conditions you add — for example Status is one of Current, Enrolled, or Expiry is not in the past. The sentence above the conditions — Who also match [all ▾] of these — chooses whether all must be true, or at least one. People who are no longer active — removed from your source system, or outside your sync filter — never hold a valid card. Their card is revoked automatically, and reinstated if they come back. Each condition is one line: Field · Condition · Value · If empty. The conditions on offer depend on the field: Grace period. On is not in the past, type a number of days to keep the card valid that long after the date — Expiry is not in the past, 14 days grace stays valid for two weeks after expiry. If empty. Every condition says what a blank value means: Valid or Not valid. The same condition can need either — only suspend once the expiry has passed; no expiry is fine wants Valid, while only people with a current expiry wants Not valid. New conditions start at Not valid, the safe direction.

​

Groups

When some conditions are alternatives and others aren’t, Add a group. A group has its own Match [at least one ▾] of these and counts as one condition above it. For example, Status is one of 1, 2 and a group matching at least one of Expiry A is not in the past / Expiry B is not in the past — anyone with status 1 or 2 and either expiry still valid. Groups go one level deep; up to 10.

​

What happens to their card

​

Suspend or revoke?

Both can be undone: reinstating brings back the same card, with nothing for the holder to re-add.

​

Exceptions

Sometimes why someone is no longer eligible decides what should happen — status 3 means a pause, status 4 means they’ve left. Under No longer eligible, Add an exception: Instead, [revoke the card] for people who match Status is 4.

• The first exception someone matches applies; everyone else gets the No longer eligible setting.
• If an exception says revoke for someone whose card the policy already suspended (status 3, then 4), the card is revoked.
• Exceptions only choose suspend or revoke. Either way, Eligible again still brings the same card back if they return.

​

Emails

Issue and email the card sends the save link once, when a card is first issued. Suspending, reinstating and revoking never email anyone — the card changes in place on their phone. Neither does a change to their details; cards keep themselves up to date.

​

Setting one up

1. Open the Master List and go to the Automations tab
2. Click Set up
3. Under Who’s eligible, add your conditions — or none, if everyone active should hold a card
4. Under Digital cards, choose the template and the settings above
5. Click Preview
6. Check the preview (below), then click Turn on and apply

You can also Save draft to come back to it before switching it on.

​

The preview

The preview runs the policy against everyone on the list and shows what it would do — nothing changes until you confirm. Each figure opens the people behind it.

• Revoke · Suspend · Reinstate · Issue — the cards that would change
• Worth knowing — people waiting for a photo, cards an admin suspended or revoked (the policy leaves those alone), people left for your review, cards whose updates keep failing, and card numbers (UIDs) shared by two people
• No change — everyone whose card already matches

Two things need an extra tick before Apply is available:

• A large change. If applying would change more than 10 cards and more than half the list’s active people, confirm you mean it.
• Wallet rules on the same template. Custom rules that already issue, suspend, reinstate or revoke cards on this template would fight the policy, so the preview lists them and turns them off in the same step the policy is switched on.

​

Already using wallet rules? Convert them

If your list already has rules that issue, suspend, reinstate or revoke cards, the tab offers to Convert them. CaptrID turns them into a policy draft — a pair like suspend when Status is Expired and reinstate when Status is Current becomes the single condition Status is Current. Anything it can’t convert exactly is listed for you to check before you preview. When you apply, the old rules are switched off in the same step.

​

Once it’s on

The status strip at the top of the tab shows the policy On, when it last checked, and what that check changed — for example Last checked 16:05 · 1 card changed. It refreshes by itself.

• Changes follow within about a minute. Edit someone, sync your directory or import a CSV, and the policy checks the list shortly after (it waits a moment so a sync isn’t read half-way through).
• An admin’s decision always wins. If you suspend or revoke a card yourself, the policy leaves it alone.
• To change the policy, click Edit, make your changes and Preview changes — the same preview, then Apply changes.
• To stop it, click Turn off. Cards stay exactly as they are and nothing changes automatically until you turn it back on. Rules it replaced stay off.

​

When it holds back

​

Custom rules

Custom rules — when a field changes, do this to their card — have been replaced by the card policy, which keeps everyone matching all the time rather than acting only on a change. A list that still has rules shows Convert (above) to move them across in one step.

​

Not covered yet

A policy decides digital cards. Photos and physical cards are planned: for now, request photos with a Session’s self-upload link, and print cards from Card Print. Physical cards are never voided automatically — void them from a person’s Cards tab.

​

Related