Scheduled Workflow Misfire

Introduction

Scheduled workflows have a few gotchas that meeting-triggered workflows don't. If yours isn't firing, or fires at the wrong time, start here.

A User Must Be Selected in the Trigger

The most common reason a scheduled workflow doesn't fire is that no user is selected in the trigger. Without at least one user, the workflow won't run at all.

Fix: open the trigger, select a user, and save. If you want the workflow to run under your own account, pick workflow user.

Multiple Users = One Run per User

If you add a group of 15 users to the trigger, the workflow runs 15 times — once per user — and produces 15 outputs. If you want a single run that still has access to team data, pick one user (typically an admin with visibility across all data) instead of the whole group.

Timezones Follow the User, Not the Workspace

Scheduled triggers use the timezone on the user's profile, not a workspace setting. If the selected user is in a different timezone than you expect, the workflow runs at a different wall-clock time. Check the user's profile timezone before assuming the schedule is wrong.

Scheduled Workflows Respect Their Configured Days

A workflow set to run Monday–Friday does not fire on weekends, even if manually triggered against weekend data. Check the day-of-week setting in the trigger.

`Search Past Meetings` Needs a Person or Company

If the workflow uses a Search Past Meetings node, that node requires either a person or a company specified. Without one, it doesn't know whose meetings to search and will fail.

Fix: in the Search Past Meetings node, add yourself as the person to search, or select workflow user to include all meetings in your specified timeframe.

ℹ️ Testing note. When you click Test Workflow, workflow user always refers to you (the tester), not the user configured in the trigger. To test with a specific user's meetings, add a Search People node before Search Past Meetings and explicitly select which user's meetings to search.

Troubleshooting Steps

Check that the workflow is Active.
Verify a user is selected in the trigger.
Check that user's profile timezone.
Confirm day-of-week matches when you expect the workflow to run.
Review any Search Past Meetings nodes for the required person or company.
Click Test Workflow to confirm it runs end-to-end outside the schedule.

Still Stuck?

If you've checked all of these and the workflow still isn't running on schedule, contact support with a link to the workflow. See Workflows for the full troubleshooting guide.