If you spend all day repeating the same gestures on your iPhone or iPad, it's time to let Shortcuts do the work for you. With the Shortcuts app, you can chain multiple actions together and launch them with a tap or with Siri, so you can common tasks are resolved in seconds without you having to think about it.
In this guide, I explain how to use Shortcuts to automate everything from the simplest things (like opening an app at a certain time) to more powerful workflows (like reacting when you arrive at a location or receive a message). Everything is explained in detail and in the app's own language, so you can follow each step without any confusion and with ease. Practical tips to make it work the first time.
What is Shortcuts and what is it for?
Shortcuts is the tool of iOS y iPadOS to orchestrate multiple actions apps in a single command. With it you can, for example, Get directions to the next calendar event, move text between apps, set reminders when you get home, or mute your phone when a meeting starts.
In addition to creating your own flows, the app includes a Gallery with preconfigured shortcuts that you can use as is or customize. The great advantage is that these shortcuts integrate with system and third-party apps and can be launched with Siri, from the home screen, the Share menu, or directly when a condition is met. Thus, With a single gesture you execute several steps at once.
If you're interested in digging deeper, Apple offers official documentation with concepts and examples; and if you'd like to see examples of automation in other apps, check out automate tasks in PhotoshopBut don't worry: here you have all the essentials and more to get started seriously, without getting lost and knowing at all times what to do and why to do it.
An important note: Shortcuts aren't just "pretty buttons." The key is in their automations, which react to triggers (time, location, communication, device status, etc.). With them, the action starts automatically at the right time, so your iPhone or iPad acts on its own initiative following your rules.
How to create a personal automation step by step
On iPhone or iPad, it all starts in the Automation tab of the Shortcuts app. From there, you can create personal automations that trigger on your device based on conditions you define. Below, you'll see the complete process, with nuances that make a difference and make it easier to use. your first automation works the first time.
Open Shortcuts and go to the Automation tab. If this is your first time tapping this section, you'll see a clean screen. In that case, tap directly on the Create option; if you've already created other automations, tap Automation and then the Add button in the top right corner to start a new one. This distinction seems minimal, but it saves you a lot of work once you've created one. you start accumulating automations.
Now tap Create Personal Automation. This option is the one that triggers things on your iPhone or iPad based on conditions like time, arrival at a location, connection to a Wi-Fi network, battery levels, or a received message, among others. With this you tell Shortcuts: “when X happens, I want you to do Y,” and that unlocks much of the potential of real automation in everyday life.
- Choose a trigger (e.g., Time of Day or Upon Arrival at…). This will be the event that triggers everything else, so think carefully about when you want the action to happen and in what context. It's best to start with a simple case, such as a specific time, to understand the mechanics and then gradually refine your flow.
- Configure the trigger options. If you choose a time, define the timeframe and repetition (daily, specific days). If it's a location, select the address and whether you want it to trigger upon arrival or departure. These details fine-tune the exact moment when automation comes into play.
- On the next screen, you'll see three options: create a blank automation, use a suggestion, or leverage an existing shortcut. If you already have a shortcut that does what you need, you can link it here. If not, choose to add actions and create the logic from scratch. control the result step by step.
- Tap Add Action and search by category or app. You can also use the search bar to get to the point. When you find the action you want, tap it to add it, or tap and hold it and drag it to the exact spot in the editor. This view is your canvas: you'll build the sequence you want there. will run automatically.
- Repeat to add as many actions as you need. You can reorder them by dragging, remove unsuitable ones, and adjust their parameters with a tap. If you get lost in the categories, tap the top of the action navigator to see Apps and Categories again. orient yourself quickly.
- Test your automation by tapping the play button in the editor. If something doesn't go as expected, correct the specific action and test again. This real-time testing allows you to detect errors before finishing, which is key to ensuring that later everything goes smoothly.
- If you need to, stop the execution with the stop button. This is useful when an action opens another app or performs a longer process and you want to verify that the rest of the steps are properly linked without anything being left unfinished and without the flow escapes from your hands.
- When you're satisfied, click Next. You'll see a summary of what you've set up, with the trigger at the top and the list of actions below. Review it carefully to make sure it's working. the description matches your intention.
- Finally, press OK. The automation will be saved and will be moved to the main Automation screen, ready to run when the time comes. From that list, you can activate or deactivate it with a toggle switch, and access it to edit it whenever you want. you want to touch something up.
Available triggers and how to set them correctly
Triggers are key: they determine when your automation is launched. Shortcuts groups options into categories that are good to know, because each one opens different doors and helps you resolve specific situations in your routine.
Event triggers: These include the time of day, start or end of a calendar event, or specific dates. These are perfect for daily routines, pre-meeting reminders, or tasks you want to run on a regular schedule. When setting these up, be sure to select the appropriate repetition and time slot so that don't be skipped outside of your schedule.
Travel and location triggers: These include Arriving at and Leaving a location. Typically, this is set to Home, Work, or Gym, but you can enter any address. They also support broad or narrow geofences, so the trigger is more or less sensitive. It's vital to check that location services are active, because without them. automation won't know where you are.
Communication triggers: These triggers react when you receive a message from a specific person or under certain conditions. They're useful for activating modes, sending prepared responses, or recording information. Before using them, check your Messages access permissions so Shortcuts can read the trigger and Act accordingly.
Status or setting triggers: These include connecting to a Wi-Fi network, opening an app, battery level, airplane mode, and other system states. These triggers allow you to automate actions such as activating power saving mode when the battery is low or opening an app when you connect headphones. Fine-tune the conditions to avoid excessive triggers and thus don't overwhelm yourself with constant executions.
When you select a trigger, Shortcuts will ask you for specific details: exact time, days of the week, location and radius, specific contact, Wi-Fi network to connect to, etc. Taking a minute to fine-tune these parameters saves a lot of trouble later, because the system will execute exactly what you asked, no more, no less, and it is advisable that the condition be unequivocal.
Add actions, order them, and test until it's perfect.
With the trigger ready, it's time to build the list of actions. From Add Action, you can browse by category (Apps, Scripting, Documents, Web, etc.) or search directly. You'll find that almost everything in iOS can be chained together: from copying text to changing system settings or interacting with third-party apps, allowing you to mount very powerful flows.
Adding is as easy as tapping the action to include it at the end or holding down to release it at a specific point. If you make a mistake, erase it with a gesture or adjust its settings. I recommend building from less to more: start with two or three actions and test. Then add pieces and test again. This cycle avoids scenarios where something doesn't work and you don't know which step is failing.
The editor offers play and stop buttons so you can validate the behavior without waiting for the actual trigger. For example, if your automation fires at 8:00 AM but you're creating it at 12:00 PM, the play button lets you force execution and see if each action gives the expected result. If something freezes or an app opens unexpectedly, use the stop button and fix it. This testing dynamic saves you headaches and helps ensure that everything is fine before storing.
When you're done, tap Next to see the summary. It's time to read the text carefully and check that what you see matches what you were looking for: the correct trigger, actions in the correct order, well-defined parameters. If everything is correct, tap OK. You'll see the automation appear in the main list, ready to activate whenever you need. If you want to pause it later without deleting it, just turn off its switch and that's it; if you want to clone it to create a variant, duplicate it, and so on. you save time by experimenting.
Run without confirmation: Disable “Ask before running” where applicable
One of the biggest questions when starting out is whether the automation needs your permission every time it's triggered. The answer is: it depends on the type of automation. In many cases, you can configure it to run automatically, without confirming anything. To do this, go to Shortcuts > Automation, tap the automation in question, disable the Ask before running option, and confirm in the prompt by tapping Don't ask. With that, when the condition is met, will run automatically.
After disabling confirmation, you'll see that the automation works without generating notifications. That is, it won't notify you every time it triggers; it will simply do what you asked. This is ideal for quiet routines like adjusting the volume at a certain time or changing a focus mode. Keep this in mind if you were expecting a notification, as it's by design. will not display it while that option is disabled.
Not all automations can run without confirmation. There are cases where, for security or privacy reasons, your interaction is required. For example, the “Before Work” automation cannot run automatically without prompting. Apple sets limits in certain contexts to prevent an automation from performing intrusive actions without your knowledge, so in those cases You will see the request and you will have to accept it..
On the other hand, many others do allow full automatic execution: those based on time, location, Wi-Fi networks or device states usually work without asking permission, as long as they don't involve actions considered sensitive (such as sending content without intervention). Review each case and test: if Shortcuts offers you the Ask before running switch and lets you deactivate it, it means is allowed for that trigger.
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