Bulk Workflow Enrollment lets you add many performances or clients to an active workflow all at once — without opening each record individually. This is especially useful when you launch a new workflow and want to retroactively enroll your existing client base, or when you have a batch of upcoming gigs you’d like to put through the same follow-up sequence.
Before You Begin #
- You must have at least one active workflow. Inactive drafts will not appear in the enrollment list.
- If your workflow sends emails, make sure the email templates attached to each step are saved and published.
- To enroll clients by tag, create and assign your tags first — see Tagging and Organizing Your Clients in BookLive.
Step 1: Open Bulk Workflow Enrollment #
- Log in at https://booklive.com/login.
- In the left sidebar, navigate to Workflows (under the Automation section).
- Click Bulk Enrollment at the top of the Workflows page.
Step 2: Choose Your Enrollment Type #
At the top of the Bulk Enrollment page you’ll see two options:
- Performances — Enrolls each selected performance. The client attached to that performance receives the workflow communications.
- Clients — Enrolls each selected client directly, regardless of any specific performance.
Select the type that matches your goal, then continue to Step 3.
Step 3: Select a Workflow #
Use the Select Workflow dropdown to choose which active workflow you want to enroll into. Only active workflows appear here. Once selected, the list of performances or clients will load based on your filters.
Step 4: Filter Your List #
Filtering Performances #
If you chose Performances, use the three filter controls to narrow the list:
- Performance Status — Filter by Confirmed (green), Pending (yellow), or Cancelled (red). You can select multiple statuses.
- Timing — Show All performances, Upcoming only, or Past only.
- Date Range (optional) — Click the date range field to open a calendar picker and restrict results to a specific window of time.
The table updates automatically as you adjust filters. Any performances already enrolled in the selected workflow are marked Already Enrolled and cannot be re-selected.
Filtering Clients #
If you chose Clients, apply at least one filter before the client list loads:
- Filter by Tags — Select one or more client tags. The list will show clients that match any of the chosen tags.
- Search by Name or Email — Type to find specific clients by name or email address.
You can combine both filters. Clients already enrolled in the selected workflow are marked Already Enrolled and cannot be re-selected.
Step 5: Select Records to Enroll #
Check the box next to each performance or client you want to enroll. You can also use the Select All button above the table to check every eligible record at once (already-enrolled records are automatically excluded). Use Clear Selection to start over.
The selection summary at the bottom of the page shows how many records are currently selected.
Step 6: Confirm and Enroll #
- Click Enroll [N] Performance(s) or Enroll [N] Client(s).
- A confirmation dialog appears showing the workflow name and record count.
- The Skip already enrolled (recommended) checkbox is on by default — leave it checked to avoid duplicate enrollments.
- Click Confirm to start the enrollment job.
A progress dialog will appear showing real-time processing status: how many records have been processed, how many were enrolled, and how many were skipped. For large batches this may take a few minutes — keep the page open until it completes.
Step 7: Review the Results #
Once complete, a results summary shows:
- Successfully enrolled — Records that were enrolled for the first time.
- Skipped — Records that were already enrolled (if the skip option was checked).
- Errors — Any records that failed, along with a Fix Workflow link if the issue is a missing email template in the workflow steps.
Click Done to close the results and return to the Bulk Enrollment page. The table will refresh and your newly enrolled records will be marked Already Enrolled.
Tips & Notes #
- Bulk enrollment processes records in the background as a queued job — it is safe to navigate within BookLive while it runs, but avoid closing the browser tab until the progress dialog disappears.
- If a workflow has a performance-relative trigger (e.g., “7 days before the event date”), enrolling a past performance may cause those steps to be skipped immediately since their scheduled times have already passed.
- Bulk enrollment respects the workflow’s Allow Re-enrollment setting. If re-enrollment is disabled on the workflow, a contact can only be enrolled once regardless of whether you use bulk or individual enrollment.
- To enroll a single performance or client, see Enrolling Clients from Performance Records or Enrolling Clients in Workflows.
