Automations
6
Prayer reminders, email monitoring, vendor scheduling, routing, and freshness checks.
Active
4
Safe recurring jobs can run once owners and gates are defined.
High risk
1
External contact, payments, aid, and vendor actions need approval.
Control
Audit
Every run should be traceable by trigger, action, result, and owner.
Automation Registry
A controlled list of AI-assisted workflows with owners, risk levels, approval gates, and success metrics.
| Automation | Module | Frequency | Status | Risk | Owner | Approval Gate |
|---|---|---|---|---|---|---|
Daily prayer leadership reminder Trigger: Every morning before the first assigned Salah Action: Email and SMS assigned leaders with their Salah schedule and acknowledgement link. | Prayer Leadership | daily | active | medium | imam | No approval required after weekly schedule is approved. |
Shared inbox monitor Trigger: Unread message or unanswered thread enters monitored inbox. Action: Summarize message, classify department, and create response task for the right person. | Email Monitor | hourly | draft | medium | admin | AI can draft but cannot send a reply without human review. |
Vendor service scheduling agent Trigger: Approved service ticket includes preferred timeframe and vendor contact. Action: Draft scheduling message, compare calendar openings, and prepare vendor reply. | Service Tickets | event_based | draft | high | admin | Human approval required before contacting vendor or confirming appointment. |
Knowledge freshness review Trigger: Website, flyer, prayer schedule, or registration content changes or becomes stale. Action: Flag changed sources, create review queue, and prevent stale content from being treated as verified. | Knowledge Base | weekly | active | medium | admin | Content owner must approve changed public answers. |
Approval escalation Trigger: Approval request is pending past due date or emergency deadline. Action: Notify backup approver and show escalation reason in approval inbox. | Approvals | event_based | active | medium | admin | Emergency override requires audit reason. |
Public form routing Trigger: Website, kiosk, voice, or member portal submission is received. Action: Route to module owner, create approval when needed, and send confirmation to requester. | Public Forms | real_time | active | medium | admin | Sensitive submissions apply role and privacy gates before staff can view. |
Guardrails
- Automations can prepare work, route work, remind people, and summarize status, but sensitive outbound actions need approval.
- Every automation run writes audit history with trigger, actor, organization, records touched, result, and failure reason.
- High-risk automations start in draft mode until tested with sample data and human review.
- Automations must honor tenant, role, visibility, and approval gates before reading or acting on records.
- Failed automations create visible tasks instead of silently retrying forever.
Success Metrics
Automations should earn trust by showing measurable operational benefit.
Daily prayer leadership reminder
All assigned leaders acknowledge before their first Salah.
Shared inbox monitor
No community email waits more than the agreed response window.
Vendor service scheduling agent
Repair windows are scheduled without double-booking rooms or staff.
Knowledge freshness review
AI answers reflect current public masjid content.
Approval escalation
Urgent approvals are resolved before public or operational deadlines.
Public form routing
Submissions land in the correct workspace with no manual copy-paste.