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Example Workflows
Example Workflows

Workflows trigger automated emails and tasks. This article will cover several examples of how you might use them to your advantage.

Updated over a year ago

Workflows are a great way to automate emails/task triggers that are often repeated in a certain sequence. They are useful for ensuring that important processes are done the right way every time, ensuring steps aren't missed and they are a great tool for making your process more efficient and reliable.

You can build a string of Tasks and Emails to create a Workflow of your choice. One of the most efficient ways to build a Workflow is to consider what processes you repeat often and in which given scenarios. Once you have established what these processes are you can create a Workflow that either automates part of the process or prompts you to fulfill tasks in a timely efficient manner.

Examples:

Some great examples in which Workflows can and have been utilised in Event Temple include:

New Lead Workflow

Whenever you receive a new lead there is generally a set system in place with how to deal with the new enquiry to try convert the New Lead to a Booking as soon as possible. A common Workflow might include:

  1. Email - Send (New Lead) Email Template - (1 day after Workflow Start)

  2. Task - Call Lead about Inquiry (1 day after Previous Steps Complete)

  3. Task - Send quote (3 days after Previous Steps Complete)

  4. Task - Follow up (7 days after Previous Step Complete)

Event Confirmed Workflow

Once the Event has been confirmed as Definite there are usually several steps that need to be taken in a timely manner to ensure the Venue is prepared for the Event. A common Workflow might include:

  1. Email - Send (Deposit) Email Template- (0 days after Workflow Start)

  2. Task - Schedule walk-through with vendors (45 days before Booking Start Date)

  3. Email- Send (Final adjustments and dietary info) Email Template- (30 days Before Booking Start Date)

  4. Email- Send (Final payment) Email Template- (14 days before Booking Start Date)

  5. Task- Check final payment has been received (7 days before Booking Start Date)

  6. Email- Send (Thank you) Email Template (3 days After Booking End Date)

Wedding Confirmed Workflow

Once a Wedding has been confirmed as Definite you can set up a Workflow to ensure all the correct steps are taken in a timely matter to ensure the smooth running of the Wedding. A common Workflow for this might include:

  1. Email - Send (Deposit) Email Template- (0 day after Workflow Start)

  2. Task - Book in menu tasting (90 days before Booking Start Date)

  3. Email - Send (Floor plan) Email Template (75 days before Booking Start Date)

  4. Task - Order Rentals (60 days before Booking Start Date)

  5. Task - Schedule Vendor walkthrough (60 days before Booking Start Date)

  6. Email - Send (Final Numbers and Dietary) Email Template (45 days before Booking Start Date)

  7. Email - Send (Final Payment) Email Template (30 days before Booking Start Date)

  8. Task - Check all payments have been made and all the information has been received (30 days before Booking Start Date)

  9. Email - Send (Final check-in) Email Template (7 days before Booking Start Date)

Feedback and Off-boarding Workflow

You can also utilise Workflows after an Event has occurred to ensure the client receives the best experience possible. A common Workflow for this might include:

  1. Email - Send (Thank you and Customer Survey) Email Template (3 days After Booking End Date)

  2. Task - Check and return $1000 security deposit (7 days After Booking End Date)

  3. Email - Send (Photo Sneak Peak) Email Template (7 days After Booking End Date)

  4. Task - Follow up on survey if necessary (14 days After Booking End Date)

Brochure Requested Workflow

You can even set up Workflows to help with general inquiries you might receive through an Intake Form. A common Workflow might include:

  1. Email - Send (Venue Brochure 2023) Email Template- (0 days after Workflow Start)

  2. Task - Schedule follow-up call (1 day after Previous Steps Complete)

  3. Task - Follow up call/ see if they need any more information (7 days after Previous Steps Complete)

  4. Task - Move to relevant Pipeline/Stage (1 day after Previous Steps Complete)

Payment Schedule Workflow

Workflows can be very useful in ensuring deposits, installments, final payments etc are paid on time, and returned back (if necessary) in a timely manner. A common Workflow might include:

  1. Email - Send (Deposit) Email Template - (0 days after Workflow Start)

  2. Task - Follow up on Deposit - (7 days after Previous Steps Complete)

  3. Email - Send (3 month installment) Email Template - (97 days before Event Start Date)

  4. Task - Follow up on 3 month instalment -(90 days before Event Start date)

  5. Email - Send (Final Payment) Email Template - (37 days before Event Start Date)

  6. Task - Follow up on Final Payment -(30 days before Event Start date)

Annual Event Inquiry Workflow

Workflows can be useful in drumming up recurring business with clients who have annual events (Xmas parties, conferences etc). An example workflow might include.

  1. Email - Send (Thank you) Email Template (3 days After Booking End Date)

  2. Email - Send (Annual Event Follow-Up) Email Template (14 days After Booking End Date)

  3. Task - Follow up on email (30 days After Booking End Date)

Group Booking Workflow

Our clients have a variety of different Group visiting our Venues. You can customise the workflows to suit the needs of the Group. An example of a Workflow used for a Group might include:

  1. Task - Follow up on Contract - (7 days after Workflow Start)

  2. Task - Check for Contract confirmed or Release Group (14 days after Workflow Start)

  3. Email - Send (Invoice) Email Template (1 day after Previous Steps Complete)

  4. Task - Chase rooming list and check payment (28 days Before Booking Start Date)

  5. Task - Confirm final details (14 days Before Booking Start Date)

Cancellation Workflows

Cancellations happen all of the time for reasons out of our control, each Company will have its own process for Cancelling Bookings. These too can be turned into a Workflow. Common Workflows might include:

  1. Task - Move booking to lost and archive (0 Days after Workflow start)

  2. Task - Return any Deposit (if applicable) (0 day after Previous Steps Complete)

  3. Task - Follow up on reason for cancellation (1 day after Previous Steps Complete)

Important Considerations about Workflows

  • Email Templates must be built prior to selecting it in a Workflow

  • Workflows need to be manually applied to the Bookings that you would like the Workflows to be completed on

  • You can apply more than one Workflow to a Booking

Related Articles
Room Block Document Element
Tasks
Send Automated Emails for Event Temple Bookings via Zapier
Space Closures
Workflows
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