Automations
Rules
The one place conditional logic lives — restriction rules on reservations, task rules for maintenance, finance rules for chargeback, notification rules for alerts.
Updated May 18, 2026
Configuration · Automation · 9.2
Rules are the conditional logic behind automation: if X holds, do Y. Gfacility has four main families — restriction rules (limit reservations), task rules (schedule periodic tasks), finance rules (chargeback), notification rules (who gets what). Same mechanism throughout; different applications.
Why this matters to the business
"Boardroom open to everyone"
Restriction rule: only the "Management+" group can book — solved without workflow changes.
"Maintenance forgotten"
Task rule: every year in June → ticket for fire-extinguisher check to FM.
"External org, same price"
Finance rule: org type "External" → +30% on all products.
"Manager wants the relevant alerts only"
Notification rule: P1 tickets in my workgroup → Teams message; P3 no longer.
The four main families
Restriction Rules
Who can book/order what, with which limits. Attaches to rooms and products.
Task Rules
Periodic tasks: trigger (calendar, status, measurement) → create ticket/task for the workgroup.
Finance Rules
Discounts, surcharges, chargeback mapping. Applied at price calculation (see 4.7).
Notification Rules
Who gets which message, on which channel, on which event. Stackable with priority.
Structure of a rule
| Component | What it does |
|---|---|
| Trigger | When to evaluate? On create, change, calendar moment, or status change. |
| Conditions | Filter set (AND/OR) on fields. "Category = IT-hardware AND location = Brussels". |
| Action | What should happen: create ticket, adjust price, send notification, deny booking. |
| Priority / order | On multiple rules: which first? Stop on first match (exclusive) or continue (cumulative)? |
| Active from/to | Temporary rules (summer campaign, lockdown) auto-off. |
| Log | How often did this rule fire? Helps debugging and periodic cleanup. |
Which decisions will you make?
Naming convention for rules
"BE-FM-FireExtinguishers-yearly" is readable; "Rule 47" isn't. Enforce a pattern.
Ownership
An owner per rule family (FM for task rules, Finance for finance rules). No "we don't know that one anymore".
Order discipline
Stackable rules in production without ordering test → unexpected outcome. Test in acceptance first.
Hygiene cycle
Quarterly review: which rules haven't fired? Remove or fix.