Workflows are groups of actions that you commonly need to execute within a Booking. These can be automated Emails, Tasks, or a combination of both.
Workflows are set up by the System Administrator and can be added and updated at any time. Team members can then apply workflows to any new or existing Bookings in Event Temple.
There is no limit to the number of workflows that can be created. The best practice is to have a few simple Workflows that your teams actually use. If you'd like to see some example Workflows, check out this article!
Please note, Workflows are available on select Event Temple plans. If you'd like to request access to this feature, please reach out to our friendly team.
How to Create a Workflow Template
How to Create a Workflow Template
Select Settings
Select Organizations
Click on Workflow Templates
Select New Workflow Template
Name your Workflow and click Create
Add workflow tasks by clicking New action
Choose Action Type: create a task or send an email.
Add Task Name
Select Task Type
Choose when the workflow will be triggered
You can trigger a workflow step to be scheduled any number of days
After the workflow has been activated/started
Before the booking start date
After the booking start date
After the previous step is completed
Choose when should this task be due
Please note that this field doesn't apply to emails as they are automatic.
Click Create
Keep adding Workflow Actions until the workflow is complete.
How to Edit a Workflow Template
How to Edit a Workflow Template
Select Settings
Select Organization
Select Workflow Templates
Click the pencil Edit icon on the relevant Workflow Template
Make the required changes
Additional Information: Workflows already assigned to Bookings will not be affected. These Workflows will need to be manually updated as needed.
How to Add a Workflow to a Booking
How to Add a Workflow to a Booking
Select Bookings
Click on the Booking you will like to add a workflow to
Select the Workflows sub-tab within the Booking
Click the New Workflow
Select a Workflow Template
Click Assign
Important Considerations
Important Considerations
You must be an Account Administrator to set-up Workflows. If you do not see these steps, contact your admin.
You must have already created an email template in order to attach it to a Workflow.
Workflow emails are only sent to the Primary Contact on a Booking
You can attach multiple Workflows to a Booking. Simply repeat the same steps to add multiple Workflows.
When an action has been completed on a Workflow (email sent or Task created) a check mark will appear next to it.
Workflows will not start a Task at a specific time. It will be triggered under the conditions you choose.
You cannot see all the Workflows / Traces in one place at this point in time. You can see the individual workflows from within the Booking itself by accessing the Booking in question and clicking on the Workflows Subtab. You can also see the individual tasks in the Tasks List or Tasks Calendar once the due date has arrived.
If the selected workflows are dependent on Booking dates, they will not run if there are no Booking dates present.
Training Video
Training Video