A Digital Worker is a ready-made role, such as a Creditors Clerk or a Bank & Reconciliation Clerk. Hiring one installs its process in your workspace, with its own approvals and reports. You then connect the systems it uses, answer a few settings, and it can start work.
Digital Workers are on plans that include Digital Workers. On other plans the page says "Digital Workers are not in your plan" and offers See the plans.
1. The roles
Open Digital Workers from the menu. The page has two parts: Your team (the workers you have hired) and Hire a role (the ones you can still hire). The roles are:
- Creditors Clerk
- Bank & Reconciliation Clerk
- Tax & Compliance Clerk
- Debtors Clerk
- Payroll Clerk
- FICA & Onboarding Clerk
- Trust Account Clerk
Each card shows how many systems the role works with and either Everything it needs is already connected or Still to connect with the systems you have not connected yet. Click What it does to see the steps it takes, What it brings to you (what it asks a person to approve) and What it reports.
2. Hire a role
- On the role's card, click Hire.
- The role moves to Your team and its card shows Employed.
Only a company admin can hire. Anyone else sees the Hire button greyed out. Hiring the same role twice does not install a second copy.
3. What "ready" means
Hiring installs the process but cannot sign in to your systems for you. Until someone finishes the setup, the worker's card shows Not working yet. and a short list of what is still to do. Each line has a button that takes you to the fix:
| Check | What it needs | Button |
|---|---|---|
| Its process | The process the worker runs must still exist. If it was deleted, hire the role again to reinstall it. | Reinstall |
| Each connection (for example your mailbox or ledger) | Hiring creates the connection, but someone has to sign in to it under Settings › Connectors. Until then every step that uses it fails. | Connect |
| Its settings | Questions answered once, such as which mailbox to read. | Set up |
When nothing is missing the worker is ready. Ready means nothing is obviously missing. It does not test the connections, so a run can still fail on a wrong password.
See Working with connectors for how to connect a system.
4. Run it or put it on a schedule
- Run now starts the worker straight away. The button only shows once the worker is ready and not paused.
- To make it run by itself, click Manage, choose a time under When it runs and click Save schedule. Choose Only when I start it to stop the schedule.
- Some workers need something from you on every run, such as a statement you upload. Manage then says it "cannot run on a schedule", and you start it from its process page.
The card says Only runs when you start it when there is no schedule.
5. Manage a worker
Manage opens a window with everything you can change:
- A newer version: when we improve a role, the card says "An improved version of this role is available". Click Upgrade. Its settings, schedule and history stay as they are, and the current version is kept so you can put it back.
- Accounting package: for roles that post to a ledger, pick a different package and click Change package. Then connect the new package under Settings › Connectors.
- A board: pick a Kanban board for the worker to deal its cards onto, Create a new board for this worker, or No board — do the work, deal no cards. See Kanban boards.
- Employment: Pause stops it running and keeps everything; Resume starts it again. Let go also takes its process out of service. The record and the history are kept either way.
Click Open on the card to see and edit the worker's process like any other process.
6. Reading the numbers
- Runs and Failed: how many times it has run, and how many failed. A red Last run failed badge shows when the most recent run did not finish.
- Waiting on you: items it has left for a person. Click the number to see just this worker's items in My Tasks.
- Straight through: the share of work it finished with no one stepping in. It shows "—" until it has run, never 100%.
- Below these are the role's own reports. A report that is not measured yet shows "—" rather than a made-up number.
The Digital Workers card on your home dashboard gives the same summary and points to any worker that still needs setting up or is waiting on a decision.
7. Tell us how it is doing
Once a worker has run, its card asks How is this worker doing so far?
- Click the thumbs up (Doing well) and you are done.
- Click the thumbs down (Not right yet) to pick what is wrong: It missed items, Its results are wrong, Too much is left for me to do, Setting it up was hard, It is too slow or Something else, with an optional comment of up to 500 characters.
After you answer, it does not ask you again for 60 days. You can still use Tell us how this worker is doing at any time. Each person answers for themselves. Feedback is kept for a year and works on every plan. Please do not paste customer details in the comment.