If you use an iPhone, iPad, or Mac daily, creating automations with Shortcuts on iOS and macOS It can completely change the way you interact with your devices. Instead of manually adjusting settings every time you leave home, arrive at the office, or connect your phone to the car, you can let the system do it for you, intelligently and virtually invisibly.
The beauty of Shortcuts is that it allows you to create powerful workflows without needing to know how to code. With just a few visual blocks, you can have your iPhone read you the weather when you turn off the alarm, your Mac prepare devices with Apple Configurator, or your computers update automatically while you're doing something else. Throughout this guide, you'll see how. design automations step by stepWhat types of triggers exist, how they behave on iOS and macOS, and what limitations and tricks should be taken into account.
What are Shortcuts automations in iOS and macOS?
The Shortcuts automations These are rules that tell your device what to do when a specific event occurs: at a certain time, when you arrive at a certain location, when a Bluetooth accessory connects, when a Focus mode changes, or when you plug your iPhone into your car, among many other scenarios. Instead of launching a shortcut by tapping its icon, the system detects the event and executes the associated sequence of actions.
While these personal automations have been present in iOS and iPadOS for years, and have been expanded with the latest versions of the system... New triggers and over 25 additional actions These features are geared towards adjusting settings, focus modes, Wi-Fi networks, or even advanced AI-powered functions. On macOS, the Shortcuts app has also been updated and now allows you to create personal automations for your Mac, so you can replicate or complement what you do on your iPhone directly on your desktop.
Shortcuts works with visual blocks that represent actions: an action can be open an app, change a system setting, send a message, manage files, call an API, or talk to third-party appsBy chaining together several actions you create a flow; if you also link it to a trigger, you turn that flow into an automation that runs on its own under the conditions you define.
Apple Configurator also comes into play within the Apple ecosystem, especially in educational or business environments. This Mac program adds its own features. shortcut actions all with manage lists of connected iPhone and iPad devices, copy content, rename them, prepare them for deployment, or restore themThese actions are integrated into Shortcuts just like any other, so you can set up massive automations for entire fleets of devices.
Why you should be interested in creating shortcuts and automations on iPhone, iPad, and Mac
The main motivation for using Shortcuts is simple: save time and get rid of repetitive tasksAnything you do the same way every time—lowering the volume when you arrive at work, activating low power mode when your battery is low, opening your productivity apps when you sit down at your Mac—is a perfect candidate for automate it.
In addition to saving time, automations help you keep a clear head. When your iPhone turns on Wi-Fi when you get home, switches to focus mode when you enter the office, or launches your playlist when you get in the car, you don't have to remember anything. This type of micro-automations They make a difference in everyday life, even if they are very simple actions.
On Mac, Shortcuts can complement Apple Configurator in professional deployments: automating the Preparing devices with Apple School Manager or Apple Business ManagerInstall configuration profiles, monitor devices, or prepare them for the setup wizard with just one click. For administrators, this means moving from performing tedious tasks one by one to managing them in bulk.
And if you like to tinker, Shortcuts is also a great entry point into advanced automation: you can create flows with Conditional logic, loops, list handling, web requests and, in recent versions of iOS, AI-based actions that allow things like summarizing texts, classifying content, or generating responses automatically.
How automation confirmation works and when they run automatically
A key point to understand is that not all automations behave the same: some may run entirely in the backgroundSome triggers are automatic, requiring no input from you, while others require you to confirm a notification before they are activated. The difference depends on both the type of trigger and the actions you have included.
On iOS, triggers based on time of day, connection to certain Wi-Fi or Bluetooth networks, focus mode changes, or CarPlay connection can run without asking for confirmation if you disable the option “Ask before you act” When you create the automation, the system notifies you that the rule will be launched automatically, and from that moment on, everything happens without your intervention.
However, there are actions and situations where Apple maintains some control: if your automation is going to perform sensitive tasks (for example, sending messages unattended under certain conditions), Shortcuts may still display permit applicationsSimilarly, automations related to communication or certain state changes may still require your input to meet the system's security and privacy requirements.
On macOS, the behavior is similar: you can create automations that trigger when you log in, open an app, or when certain system conditions are met. Mac also respects the permissions for each action, so if an automation needs, for example, access to files or connected devices, you'll have to accept those permissions the first time or when something relevant changes.
Basic setup: Create your first automation in Shortcuts
To get off to a good start, it's advisable to create a very simple automation, for example a morning routine based on the time of day that runs every morning at the same time and changes a couple of settings on your iPhone.
On iPhone or iPad, open the Shortcuts app and go to the tab Automation which you'll see at the bottom. If this is your first time here, you'll see the option to create a new automation directly; if you already have one, tap the "+" button in the upper right corner and then choose “Create personal automation”This is where you'll start whenever you want a rule that applies to your device.
As a trigger, select “Time of day”Enter the time you want it to run (for example, your alarm time), choose whether you want it to repeat every day or only on weekdays, and tap "Next." On the next screen, tap "Add action" to start building what the automation will do when that time arrives.
In the actions list, you can browse by categories or apps, or use the search bar directly. You can add actions such as “Set volume”“Set focus mode,” “Show notification,” or open a specific app. Each action is added one below the other, and you can press and hold a block to rearrange or delete it as needed.
Once you have the sequence ready, deactivate the option. “Ask before you act” If you want everything to happen automatically, without notifications asking for your confirmation, tap "Done" and the automation will be saved to the list. From there, you can activate or deactivate it whenever you want, as well as edit it to adjust actions or change the time.
Practical automations on iPhone and iPad: daily routines and location
Once you've mastered the basics, you can start creating automations that truly fit your daily habits. A good example is a morning routine Set to run every weekday at 7:00, right after you turn off your alarm: your iPhone can adjust the volume to 50%, turn off "Do Not Disturb", show you a notification with a motivational message, and open your favorite music app.
Another very useful type of automation is that based on locationIn Shortcuts, you can define triggers like "When you arrive" or "When you leave" a point on the map. This allows you to do things like turn on Wi-Fi and a focus mode when you get home, disable mobile data in certain areas, or change the device's behavior when you enter or leave the office.
A fairly practical real-world example involves playing with the function of Voice controlYou can set up an automation so that when you leave a certain radius around your home, voice control activates, allowing you to unlock your iPhone without touching the screen—very convenient if you're wearing gloves or a mask. Upon returning home, another automation can deactivate this feature, returning the device to its normal behavior.
To create this type of rule, go to the Automation tab, choose "Leave" as the trigger, and then "Location." Select your home on the map and adjust the radius in meters that you want to count as your "home zone." Then choose whether you want the automation to apply at any time or only during a specific time of day, and click "Next" to add the "Voice Control" action, configured in voice mode. "Activate".
The process for reverse automation is almost identical, except you choose "Arrival" as the trigger and, when configuring the action, select "Deactivate" instead of "Activate." This way, when you get home, you'll receive a notification reminding you that you can run the automation to deactivate Voice Control. With just a couple of taps, you'll have completely different behavior depending on whether you're inside or outside your usual zone.
Example automations to inspire you
Beyond these basic routines, there are countless ideas you can apply with Shortcuts to improve your daily life. A very popular example is taking advantage of the morning alarmWhen you stop the alarm, an automation can read the weather forecast aloud, show you your schedule for the day, and open a Spotify or Apple Music link with your favorite playlist to get you started with energy.
Another classic is using your arrival at a specific location as an excuse to send a friendly message to certain friends. You can create a location-based automation that, upon detecting you've entered a bar, university, or some other place you both enjoy, automatically sends a prepared text to a group of contacts. It's a way to add a touch of humor to your routine without having to be constantly checking your phone.
It's also very useful to play with the low power mode Based on the battery percentage, an automation can activate this mode when the battery drops below, for example, 30%, and deactivate it when it rises above a certain threshold. Another option is to have Siri read you a custom message when the battery reaches a certain percentage, providing a more engaging notification than the standard system alert.
On devices with CarPlay, you can set up automations that activate when the car connects: open the maps app, play music, read your upcoming events, or adjust the volume. And if you use custom focus modes (work, study, rest), each mode change can serve as a trigger for customize notifications, screen brightness, or open apps to the context you are in.
The great thing about these ideas is that they start with simple actions: displaying a notification, reading text, changing settings, or opening apps. By combining them appropriately, you can build an ecosystem of small automations that handle many tasks for you without you having to check everything manually.
How to create automations with Shortcuts and Apple Configurator on Mac
On Mac, automation takes on a new dimension with Apple Configurator, especially if you work with multiple iPhones or iPads simultaneously. The shortcut actions included in this program allow you to perform various tasks directly from Shortcuts. manage devices connected in series or in parallel without having to go device by device.
For example, you have actions to copy documents to devicesThis action takes a list of connected devices as input, locates the specified directories within the desired app container, and copies the chosen files there. It's very useful for deploying learning materials, configurations, or resource packages to multiple iPads simultaneously from a single workflow.
Another important action is to delete all content and settings of the selected devices. With it, you can return multiple devices to their factory settings, leaving them in the initial setup wizard ready for the next user or for a new configuration. Combined with other Configurator actions, this option greatly streamlines device rotation in educational institutions or businesses.
When something goes wrong in one of these automations, the action of “Devices with errors”This feature allows you to inform Apple Configurator and other shortcut actions that one or more connected devices were unable to complete the process. It is especially useful for improving error handling when combining Configurator actions with others that cannot independently detect which devices failed.
Regarding hardware detection, you have actions such as “Search for connected devices”This tool scans all iPhones and iPads connected to your Mac and returns a list as output. You can limit the results to a specific device type (iPhone only, iPad only, etc.), allowing you to build more precise workflows. This list can then be easily processed with actions like "Repeat with each," which iterates over each device.
Advanced Apple Configurator actions in Shortcuts
In addition to finding connected devices in general, Apple Configurator offers a specific action called “Search for connected devices based on an input” This converts ECIDs (Extended Chip Identifiers) into device entities valid for the rest of the Configurator shortcut actions. This is ideal when you have automations set up to run automatically when certain devices are connected to the Mac.
This action is often combined with Apple Configurator's shortcut preferences to initiate certain workflows. in connected or disconnected mode without manual intervention. You can specify “Shortcut Input” as a “Device Identifier” parameter, so that if a shortcut receives a list of ECIDs from another source, it can convert and work with them directly.
Another quite relevant action is that of install configuration profiles on the target devices. These profiles define network settings, restrictions, accounts, and other management parameters, and are essential in managed environments. Integrating profile installation into a shortcut allows it to be coordinated with other tasks, such as renaming devices or assigning them a specific state.
To deploy teams en masse with Apple School Manager or Apple Business Manager, you have the action “Prepare devices with automated device enrollment”This action requires that the devices are already in Apple School Manager or Apple Business Manager and are in the initial setup wizard. From there, the shortcut prepares them for deployment according to the organization's defined policies.
If the devices are not part of those programs or you need more flexibility, you can resort to action “Prepare devices with manual configuration”This feature monitors devices, can optionally enroll them in an MDM service, and allows you to skip part or all of the setup wizard. If these devices are later moved to School Manager or Business Manager, it is recommended to use the automatic enrollment action instead of manual enrollment.
Device status, name, and update management
Apple Configurator also simplifies more "cosmetic" but important everyday tasks, such as rename devicesWith the corresponding action, you can rename connected devices according to a specific pattern: including the course, location, inventory number, etc. This, integrated into a shortcut, ensures that every time you prepare a batch of devices, they will already have the correct name.
Regarding software, there are actions to update devices to the latest system version or even restore them completely. You can specify one or more IPSW files for installation, allowing you to control exactly which version of iOS or iPadOS is installed in each batch. This is very useful when you need version consistency or want to test a beta in a controlled group.
If you need to customize how Apple Configurator displays progress, the action “Define the device state” It lets you configure a primary and secondary state for the teams involved. For example, while a shortcut is generating a custom wallpaper, the primary state could be "Generating wallpaper" and the secondary state "Downloading wallpaper resources," thus providing more clarity about what's happening.
For physical installations where devices are arranged on trays or loading carts, this action is very useful. “Define the port number”With this, you can assign the port and, optionally, the station number of the device that will be displayed in Apple Configurator. This action is often used in conjunction with the "Run Port Number Shortcut" shortcut so that automation can take into account where each device is plugged in.
Finally, the action “Update device properties” It allows you to modify specific device property values, and "Use an organization" selects the appropriate organization and its associated monitoring identity to configure devices according to that entity's certificates and policies. All of this is integrated within broader shortcuts that combine device discovery, profile installation, system updates, and status adjustments.
How to create automations in the Shortcuts app step by step
Beyond specific examples, it's important to have a clear understanding of the overall flow for Create any automation in ShortcutsOn the iPhone or iPad, the process always follows the same structure: you go to the “Automation” tab, choose the trigger, add the actions, and decide whether or not you want confirmation before running.
If this is your first time using automations, simply tap “Automation” at the bottom of the app and then select “Create personal automation.” If you already have several automations set up, first tap “Automation” and then the “+” icon in the upper right corner. In both cases, the next step is to select the trigger type. events, travel, communication, or adjustments.
Event triggers include options like time of day, alarm, focus mode, and battery status. Travel triggers let you choose to arrive at or depart from a location and configure the detection radius. Communication triggers are activated when you receive a message or email from a specific person, and settings triggers allow you to react, for example, to connecting to a specific Wi-Fi network or a Bluetooth accessory.
Once you've adjusted the trigger options, Shortcuts lets you choose between creating an automation from scratch, using one suggested by the system, or converting an existing shortcut into an automation. If you choose to start from scratch, you'll see the editor with the "Add Action" button. From there you can Explore by category or by app, or use the search engine. to quickly find the action you need.
You can add as many actions as you like. Press and hold an action to drag it to another position, and tap it to adjust parameters and options. Above the actions browser, there's a button to return to the list of categories or apps. When you're ready, you can test the automation by pressing the play button; if you want to stop it, there's a stop button. Finally, tap "Next," review the automation summary, adjust the "Ask before running" option, and confirm with "OK."
How to design a good shortcut: from idea to complete flow
Before you start creating stocks haphazardly, it's helpful to follow a simple methodology. The first step is accurately identify the task you want to automateThe more specific you are, the better: “that my iPhone activates do not disturb mode when I arrive at the office” is a much clearer idea than “that my mobile phone bothers me less while I work.”
Next, decide whether you need a manual shortcut (a button you press) or a custom automation (something that runs only under certain conditions). In the Shortcuts app, the "Shortcuts" tab is for manual shortcuts, and the "Automation" tab is for anything you want the system to handle. run automatically or after confirmationThere is no one option that is better than the other: often it is a good idea to combine both.
Once you choose the type, enter the editor and find the necessary actions. Shortcuts allows you to do everything from very simple things like opening apps or sending messages to more advanced functions like handle files, copy text, manage lists, or call web servicesYou can add actions in a logical order and, if you see that the flow is becoming complicated, use comments or rename variables to make it easier to understand when you edit it again.
Once you have a first draft, it's crucial to test the shortcut manually. Run the flow and see if each action does exactly what you expected. If one action depends on another (for example, moving a file that hasn't been downloaded yet), you might need to add waits or conditions. Shortcuts include “Yes” blocks, “Repeat with each” and other constructions that allow you to introduce conditional logic and loops without writing code.
Finally, adjust the permissions: if your shortcut needs access to location, contacts, photos, or files, the system will ask for authorization the first time. It's a good idea to review in Settings what access the Shortcuts app has been granted and limit it to the essentials. This not only improves security but also prevents unnecessary actions from triggering alerts and interrupting execution.
Battery, performance and safety: myths and reality when using Shortcuts
A recurring concern is whether automations drain the battery or damage the device. In most cases, the impact of Shortcuts on the battery and performance It is very low, because the shortcuts are executed on a case-by-case basis and do not maintain heavy processes running continuously in the background.
It's true that some automations can increase power consumption if they make intensive use of GPS, perform large data transfers, or frequently involve complex calculations. In these cases, you'll notice the device working harder during execution and the temperature may rise slightly. This is normal while the process is running; if it only happens occasionally, there's no need to worry.
Problems arise if you notice your phone or Mac getting persistently hot for no apparent reason, your battery draining rapidly, or apps crashing after you run an automation. In these cases, it's important to take it seriously: the first step is... disable the suspicious shortcutRestart your device and check if the problem returns to normal. If the issue persists, it's advisable to contact Apple Support or take it to an authorized service center.
Regarding myths, a widespread one is that "shortcuts always drain the battery." The reality is that, when well-designed, most only consume resources in the few seconds it takes to execute. Another myth is that shortcuts "are only for advanced users"; however, much of basic automation is created with them. drag and drop predefined blocksAnd there are many templates and communities that share ready-to-use shortcuts.
If you're concerned about security, focus on reviewing what each shortcut does, especially if you downloaded it from a third party. Carefully read the included actions, check what data it handles (messages, files, location), and grant permissions only to what is strictly necessary. Shortcuts is a very powerful tool, but like any automation system, It's best to use it wisely. so that it works in your favor.
Advanced tips to get the most out of Shortcuts
Once you're comfortable with basic automation, it's time to take it to the next level. One interesting approach is combine multiple actions into a single automation to orchestrate complex tasks: for example, when you arrive at the office, your iPhone can activate a focus mode, connect to the company Wi-Fi, adjust the brightness, and open your tasks app with your to-do list.
Conditional logic is another key resource. Using "If" blocks, you can create intelligent automations that react differently depending on the context: if it's the weekend, don't send the daily report; if your battery is below a certain percentage, avoid certain resource-intensive tasks; if you're connected to a specific Bluetooth network, use a different audio profile. This type of contextual automations They behave in a much more humane and less rigid way.
You can also "stack" automations by having one shortcut call another, or by having a rule on your Mac trigger an action on your iPhone and vice versa, taking advantage of Shortcuts' integration within the ecosystem. For example, when you log in to your Mac, you could launch a shortcut that opens your work apps and, at the same time, send a command to your iPhone to activate a specific focus mode.
With the latest versions of iOS came actions based on language models and AI Integrated into Shortcuts, this opens the door to even more sophisticated automations: summarizing long texts, categorizing emails or notes, generating message replies, or performing basic content analysis as part of a larger workflow. All of this can be chained with classic actions from files, apps, and services to create customized solutions.
If you want to stay in control, a good habit is to document your important shortcuts: use clear names, add descriptions within the workflow itself, and keep backups of the shortcuts you use most often. That way, if something stops working after a system update or an app changes its behavior, you'll be able to recover. quickly review what each step does. and adapt it without having to rebuild it from scratch.
Shortcuts has become a key part of the Apple ecosystem, on both iOS and macOS, because it allows your devices to work silently and seamlessly for you. From simple automations based on time or location to advanced workflows with Apple Configurator for managing fleets of iPhones and iPads, or AI-powered actions, the tool offers a vast array of possibilities. By spending a little time experimenting with simple ideas, testing, and tweaking, you can build a set of automations that reduce repetitive tasks, conserve battery life, and keep your devices organized, freeing you up to focus on what truly matters.
