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Workflow Recipes

This page collects ready-to-use workflow ideas you can build right now. Each recipe describes a real scenario, shows you the step chain, and explains what to configure. Use them as-is or adapt them to your team's process.

All recipes use building blocks already available in the workflow editor -- triggers, actions, conditions, waits, and tags. If you are not familiar with those yet, read Workflows first.

Automatic Communication​

1. Confirmation email on new inquiry​

Scenario: A potential client fills out your contact form on the website. You want an immediate confirmation email so they know their inquiry was received.

Setup:

Form Submitted (contact) → Send Email (confirmation template)

Configuration:

  • Trigger: set form type to contact.
  • Send Email: select your confirmation template. Set recipient type to event contact so the email goes to the person who submitted the form.

Result: Every contact form submission triggers an instant confirmation email. No one on your team needs to do anything -- the client gets a response within seconds.

2. Follow-up after 3 days of no response​

Scenario: A new inquiry came in, but nobody on your team has touched it yet. You want an automatic nudge after 3 days so nothing falls through the cracks.

Setup:

No Activity (3 days) → Check: Event Status = New? → Yes: Send Notification (assignee)

Configuration:

  • Trigger: set inactivity period to 3 days.
  • Condition: Event Status check, set to New.
  • Send Notification: target Assignee, title something like "Reminder: inquiry untouched for 3 days".

Result: If an event sits at "New" status for 3 days without anyone updating it, the assigned team member gets a notification. Events that have already been moved to a different status are ignored.

3. Feedback request after event completion​

Scenario: After your event is over, you want to send the client a feedback email -- but only if the event was actually completed, not cancelled.

Setup:

Time After Event (1 day) → Check: Event Status = Completed? → Yes: Send Email (feedback template)

Configuration:

  • Trigger: Time After Event, offset 1 day.
  • Condition: Event Status check, set to Completed.
  • Send Email: select your feedback template. Recipient: event contact.

Result: One day after every event date, the workflow checks whether the event was completed. If yes, the client gets a feedback request. Cancelled or postponed events are automatically skipped.

Sales Pipeline​

4. Auto-assign new events to a team member​

Scenario: Your team has a default person who handles all new events -- or you want to make sure no event sits unassigned.

Setup:

Event Created → Assign Event (team member)

Configuration:

  • Trigger: Event Created (no additional filtering needed).
  • Assign Event: select the team member(s) who should be assigned by default.

Result: Every new event immediately has an owner. No more "I thought you were handling that one."

5. Move to Qualified when an event form is complete​

Scenario: You send clients a detail form after the first contact. Once they fill it in completely, the event should automatically move from New to Qualified.

Setup:

Form Submitted (event) → Check: Form Completion = complete? → Yes: Update Event Status (Qualified)

Configuration:

  • Trigger: Form Submitted, form type event.
  • Condition: Form Completion check for the detail form.
  • Update Event Status: set to Qualified.

Result: When a client submits the completed detail form, the event pipeline moves forward without anyone manually changing the status. Your team sees immediately which events are ready for a proposal.

6. Notify sales team on high-value booking​

Scenario: When an event moves to "Booked" status, you want your entire sales team to celebrate -- and be aware of the new booking for coordination.

Setup:

Event Status Changed (→ Booked) → Send Notification (all team members)

Configuration:

  • Trigger: Event Status Changed, filter to status = Booked.
  • Send Notification: target All team members, title "New booking confirmed!".

Result: The whole team gets an in-app notification whenever a booking is confirmed. Everyone stays in the loop without extra Slack messages or email threads.

7. CRM sync on status change​

Scenario: Your team uses an external CRM and you want to push event data whenever the status changes -- so both systems stay in sync.

Setup:

Event Status Changed → Send Webhook (CRM endpoint)

Configuration:

  • Trigger: Event Status Changed (no status filter -- fire on every change).
  • Send Webhook: select the webhook integration pointing to your CRM endpoint.

Result: Every status transition sends a payload to your CRM. Your external system always has the latest event status without anyone copy-pasting between tools.

Reminders & Escalation​

8. Reminder for missing detail forms -- 2 weeks before the event​

Scenario: You need the detail form back from the client at least two weeks before the event. If it is not complete by then, send them an email reminder.

Setup:

Time Before Event (14 days) → Check: Form Completion = incomplete? → Yes: Send Email (reminder template)

Configuration:

  • Trigger: Time Before Event, offset 14 days.
  • Condition: Form Completion check -- set it so the condition passes when the form is not complete (use the false branch, or check for completion ratio < 100%).
  • Send Email: select your reminder template. Recipient: event contact.

Result: Two weeks before every event, the workflow checks whether the client has submitted their details. If not, they get a friendly reminder. Events with complete forms are skipped.

9. Escalation chain: 3 days, then 7 days, then manager​

Scenario: An inquiry has been sitting idle. After 3 days you want the assignee reminded. After 7 total days of no progress, you want the manager looped in.

Setup:

No Activity (3 days) → Send Notification (assignee: "Event needs attention")
  → Wait (4 days)
  → Check: Event Status = New?
    → Yes: Send Notification (all team members: "Escalation: event still unhandled after 7 days")

Configuration:

  • Trigger: No Activity, 3 days.
  • Send Notification: target Assignee.
  • Wait: 4 days (totaling 7 days from last activity).
  • Condition: Event Status check, set to New (if someone already handled it, stop).
  • Send Notification (second): target All team members with an escalation message.

Result: A two-stage safety net. The assignee gets a gentle nudge at 3 days. If the event is still untouched after a full week, the entire team is notified. Events that were handled in the meantime are not escalated.

10. Catering deadline reminder​

Scenario: Your venue partner needs catering numbers 7 days before the event. You want an automatic email to the client if they have the "catering" tag but haven't submitted their catering details yet.

Setup:

Time Before Event (7 days) → Check: Has Tag "catering"?
  → Yes: Check: Form Completion (catering form) = incomplete?
    → Yes: Send Email (catering deadline reminder)

Configuration:

  • Trigger: Time Before Event, offset 7 days.
  • Condition 1: Has Tag, set to catering.
  • Condition 2: Form Completion check for the catering detail form.
  • Send Email: catering reminder template to event contact.

Result: Only events tagged with "catering" are checked. If the catering form is still incomplete 7 days out, the client gets a specific reminder. All other events are unaffected.

Tagging & Organization​

11. Auto-tag by form type​

Scenario: When someone submits the contact form on your website, you want the event automatically tagged as "web-inquiry" so you can filter and report on online leads.

Setup:

Form Submitted (contact) → Add Tag ("web-inquiry")

Configuration:

  • Trigger: Form Submitted, form type contact.
  • Add Tag: enter web-inquiry.

Result: Every online inquiry is instantly tagged. You can filter the event list by "web-inquiry" to see how many leads come through your website.

12. Tag high-attendee events​

Scenario: Events with more than 100 attendees require a different logistics process. You want those events automatically tagged so your operations team can find them quickly.

Setup:

Event Field Changed (attendees) → Check: Field Value (attendees > 100)?
  → Yes: Add Tag ("large-event")

Configuration:

  • Trigger: Event Field Changed, watch the attendees field.
  • Condition: Field Value check -- field attendees, operator >, value 100.
  • Add Tag: enter large-event.

Result: As soon as someone enters more than 100 attendees on an event, the "large-event" tag is applied automatically. Your operations team can filter by this tag to plan resources accordingly.

Multi-Step Workflows​

13. Full onboarding flow for new events​

Scenario: When a new event is created, you want to assign it, send a welcome email, and follow up 3 days later if the client hasn't completed the detail form.

Setup:

Event Created → Assign Event (default coordinator)
  → Wait (1 hour)
  → Send Email (welcome + next steps)
  → Wait (3 days)
  → Check: Form Completion (detail form) = complete?
    → No: Send Email (gentle reminder)
    → Yes: Update Event Status (Qualified)

Configuration:

  • Trigger: Event Created.
  • Assign Event: select your default event coordinator.
  • Wait: 1 hour (gives the system time to settle and avoids an email blast the same second the event is created).
  • Send Email: welcome template to event contact.
  • Wait: 3 days.
  • Condition: Form Completion for the detail form.
  • False branch: Send Email with a reminder template.
  • True branch: Update Event Status to Qualified.

Result: A complete onboarding sequence runs automatically. The coordinator is assigned, the client gets a welcome email, and 3 days later the workflow either advances the pipeline or sends a nudge. Your team only needs to step in for the actual proposal.

14. Proposal follow-up sequence​

Scenario: You sent a proposal and want to follow up if the client hasn't responded. First a friendly check-in after 5 days, then a nudge to the assignee after 10 days.

Setup:

Event Status Changed (→ Proposal Sent) → Wait (5 days)
  → Check: Event Status = Proposal Sent?
    → Yes: Send Email (follow-up: "Any questions about our proposal?")
      → Wait (5 days)
      → Check: Event Status = Proposal Sent?
        → Yes: Send Notification (assignee: "Proposal unanswered for 10 days -- consider a call")

Configuration:

  • Trigger: Event Status Changed, filter to status Proposal Sent.
  • Wait: 5 days.
  • Condition: Event Status = Proposal Sent (if the client already booked or declined, stop here).
  • Send Email: follow-up template to event contact.
  • Wait: 5 more days.
  • Condition: Event Status = Proposal Sent again.
  • Send Notification: target Assignee with a message to call the client.

Result: A two-touch follow-up that respects the client's pace. If they respond at any point, the status changes and the remaining steps are skipped. If not, your team gets a clear signal to pick up the phone.

Quick Wins​

15. Manual trigger for ad-hoc team notifications​

Scenario: Sometimes you need to quickly alert the whole team about an event -- a last-minute change, a VIP arriving early, or a room swap. You want a one-click way to push a notification to everyone.

Setup:

Manual Trigger → Send Notification (all team members)

Configuration:

  • Trigger: Manual.
  • Send Notification: target All team members, set a descriptive title like "Heads up: check this event".

Result: From any event's detail page, you click Trigger Now, select the event, and your entire team gets an instant notification. No need to write an email or chase people on chat.

Tips for Building Workflows​

  1. Start simple, then extend. Begin with a single trigger and one action. Once you see it working in the Runs tab, add conditions and waits. Debugging a 2-step workflow is much easier than troubleshooting a 10-step one.

  2. Use conditions to avoid noise. Without conditions, every event that matches the trigger gets processed. Add an Event Status or Form Completion check early in the chain to filter out events that don't need attention.

  3. Watch your wait durations. A "Wait 7 days" step means the workflow instance stays in "Waiting" status for a full week. Make sure the timing makes sense in your real process -- and remember you can always cancel a waiting run manually.

  4. Check the Runs tab regularly. The Runs tab shows you exactly what happened -- which step succeeded, which failed, and why. It is the fastest way to understand whether your workflow does what you expect.

  5. Use the draft/publish model. Save your changes as a draft first, then publish when you are confident. You can always restore a previous version if something goes wrong.