Send Tasks Using Native Personal and Workspace Automations

Your account allows two levels of automations: My Automations (Personal) and Workspace Automations. The way tasks are sent depends on which type of automation you use.

My (Personal) Automations

My Automations are designed for individual use and are not shared with the team. If you're using personal Automations, you can set up automation rules as you like and export Tasks assigned specifically to you. 

Since meetings may include tasks assigned to both you and other participants, the logic for sending tasks with My Automations is as follows:

• Tasks assigned to me: 
  You will receive these automatically via your active automation rules.
• Tasks assigned to someone else:
  You can manually send tasks to other people from the Tasks section. Automated task delivery to others is not supported in Personal Automations.

For any task or data to sync properly with your CRM, the attendee’s name in the meeting must match the contact’s name in your CRM system.

Workspace Automations

Workspace Automations are available in subscription plans that support adding members to a workspace. The Professional plan does not have access to Workspace Automations.

Workspace Automations allow you to send all assigned tasks to connected tools if the assignee's name in the destination platform matches. 

Unlike My Automations, Workspace Automations only support automatic export. This means automations created here won’t appear in the Zap function for manual task sending.

• Workspace Automations sends all Tasks regardless of who the assignee is.

Only Workspace Admins can set up automations on the workspace level. Regular members do not have access to Workspace Automations.

Please note that automations export tasks automatically only when they are assigned to a specific user. This is due to how most task management tools work — they require the assignee's name in the data to match a user on their platform.

Since you are the only member in your workspace, it’s possible that tasks in Sembly are not linked to a name that matches a user in Trello. As a result, not all tasks may be exported automatically.

To ensure all tasks from the meeting are sent in your case, we recommend setting up Custom Automations.

Speakers assigned to Tasks

In some cases, speaker to Task assignment may behave unexpectedly if your display name in Sembly differs from the one used in the meeting platform (e.g., Zoom, Microsoft Teams).

If your Sembly account name is unclear or shortened (e.g., "A.S." or "alex"), but your meeting platform shows your full name (e.g., "Alexander Smith"): 

• Sembly will likely display your name as it appears on the meeting platform, as explained in the How Sembly Identifies Speakers guide.

• Tasks may be assigned not to your Sembly account but instead to the full name detected from the meeting platform. As a result, those tasks may not appear under My Tasks in Sembly.

To prevent this:

• Make sure your name in your Sembly profile matches the name you use in your meeting platform.

• Set up Voice ID in your Sembly profile for more consistent and accurate speaker recognition.

We're continuing to improve recognition accuracy, but following the steps above will help ensure your meeting data is linked properly to your account.