Request missing items before a project begins
A request missing items automation checks what’s still outstanding before a project starts, then emails the client and alerts you if nothing arrives.
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A project has a start date, but the last few things still haven’t landed, which means the work can’t actually begin on time. This request missing items automation runs 3 days before the project start date and keeps the chase from turning into a last-minute scramble.
The automation starts by checking whether everything you need has arrived, then sends the email that asks for the missing items. After a 2-day wait, it checks again, and if the answer is still no, the automation tells the owner what’s outstanding and sends a final “we start tomorrow” message to the client.
- Trigger Runs 3 days before the project start date, so the follow-up happens before the work is due to begin.
- Confirm everything Checks whether the client has sent everything you need, before any reminder goes out.
- Ask for missing items Emails the client for what’s still needed to start, using the automation’s own request step.
- Wait and re-check Waits 2 days, then asks again whether everything arrived and branches based on the answer.
- Escalate and final reminder Alerts the owner that items are still missing, then emails the client that the project starts tomorrow and the items are still needed.
The only setup is making sure the project has a start date and an email address on it, because every step runs inside Plutio with no third-party account. Once the automation is on, the reminders go out on schedule and you get flagged when the project is about to start with missing inputs.
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Every step, in order
Plutio runs these 6 steps top to bottom, from the trigger through each action and condition. Every one arrives configured and stays editable. The automation is added as a draft, so it sends nothing until you turn it on.
Starts: 3 days before Project start date
- Confirm the client sent everything
- Ask for what you need to start
- Wait 2 days
- Everything arrived?
- Tell the owner it is still missing (Everything arrived? → No)
- We start tomorrow and still need this
What happens when you install it
- This automation is copied into your workspace with all 6 steps already configured.
- It arrives as a draft, so nothing runs until you turn it on.
- Every step stays editable, so the wording, the timing and the conditions all change before or after you activate it.
Who it is for
Studios and freelancers who start client projects on a specific date and need a reliable way to chase missing files or details before work begins.
Questions about this automation template
How does the automation know when to run?
The automation triggers 3 days before the project start date. The project needs a start date set for the trigger to fire.
What do I need to have set up for this to work?
The automation needs projects with a start date and an email address saved on the project. Every step runs inside Plutio, so no third-party account is required.
What happens if the client sends everything after the first email?
The automation checks whether everything arrived before escalating. If the items are in, the later steps that chase and escalate won’t apply.
How long does the automation wait before following up again?
The automation waits 2 days after the request goes out. After the wait, it checks again whether everything has arrived.
Who gets notified if items are still missing?
The automation includes a step that tells the owner when items are still missing after the follow-up check. That alert happens before the final “we start tomorrow” email.
Does this automation send emails to the client?
Yes, the automation includes steps that email the client to ask for what you need to start, and a final message the day before the project begins if the items are still missing.
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