Workflows in BookLive let you automate your client and partner communication by sending emails, SMS messages, and internal notifications on a defined schedule or in response to specific events. Instead of manually following up after every booking, contract, or inquiry, you build a workflow once and let BookLive handle the sequencing for you. This article walks you through creating a workflow from scratch — setting up triggers, building out your step sequence, defining goals, and activating it for use.
Before You Begin #
- You must be a group leader with permission to manage workflows.
- If you plan to send emails from a workflow, create your email template(s) in the Templates section first — or you can write email content directly in the step editor.
- Workflows that send SMS messages require BookLive SMS to be enabled for your account.
Step 1: Open the Workflow Builder #
- Log in at https://booklive.com/login.
- In the left sidebar, navigate to Workflows (under the Automation section).
- Click New Workflow.
Step 2: Name and Configure Your Workflow #
Give your workflow a clear, descriptive name so you can identify it later — for example, “Post-Booking Confirmation Sequence” or “Venue Follow-Up Cadence.”
You’ll also see two optional settings:
- Allow Re-enrollment — When enabled, a contact can be enrolled in this workflow more than once (useful for recurring outreach sequences). When disabled, each contact can only run through the workflow a single time.
- Auto-Enroll — When enabled, BookLive automatically enrolls eligible contacts when the workflow’s trigger conditions are met, without requiring a manual enrollment action.
Click Save to create the workflow in draft status. You can continue editing before activating it.
Step 3: Set a Trigger #
The trigger defines when a contact enters the workflow. Click Add Trigger and choose one of the following types:
- Immediate — The workflow starts as soon as a contact is manually enrolled. Use this for outreach sequences you kick off on demand.
- Performance Relative — The workflow starts a set number of days before or after a performance date. Use this for pre-event reminders or post-event follow-ups.
- Event — The workflow starts when a specific action occurs, such as a contract being signed, a proposal being accepted, or a payment being received.
- Absolute — The workflow starts at a fixed date and time. Use this for one-time campaigns or announcements.
Configure the trigger’s settings based on the type you selected, then click Save Trigger.
Step 4: Build Your Step Sequence #
Steps are the actions BookLive performs, in order, as each contact moves through the workflow. Click Add Step to add your first step. The following step types are available:
Email #
Sends an email to the enrolled contact. You can either choose an existing email template using the Template field, or write a custom email by entering a Subject and Body directly. Emails sent through workflows appear in the Performance Inbox alongside manual messages for a unified communication history.
Delay #
Pauses the workflow for a defined amount of time before moving to the next step. Set a numeric value and choose a unit: minutes, hours, days, weeks, or months. For example, add a 3-day delay between a booking confirmation email and a timeline request email.
SMS #
Sends a text message to the enrolled contact. Enter the message body in the Body field. Keep SMS messages concise — they’re best used for brief, time-sensitive touchpoints like day-of reminders.
Notify #
Sends an internal notification to you or your team members — not to the client. Enter the Message to display, select the Recipients (group leaders or specific team members), and choose the Channels: In-App (database notification inside BookLive) and/or Email. Use this to alert your team when a workflow reaches a certain point, such as “Client has received 3 follow-ups with no response.”
Webhook #
Sends an HTTP POST request to a URL of your choice when the step is reached. Enter the destination URL. Use webhooks to connect BookLive workflows to external tools like Zapier, Make, or a custom backend.
Condition #
Branches the workflow based on a condition you define. Contacts that meet the condition continue down one path; those that don’t follow a separate path. Use conditions to personalize your sequence — for example, sending one email if a contract is already signed, and a different email if it’s still pending.
Set Partnership Status #
Automatically updates the status of a Gig Vault partnership when the step runs. Choose the new status: Lead, Engaged, Active, or Paused. This step is only relevant when a workflow is enrolled from a Gig Vault partnership record.
After adding each step, drag steps up or down to reorder them. You can edit or delete any step at any time while the workflow is in draft.
Step 5: Set Up Goals (Optional) #
Goals tell BookLive when a contact has “succeeded” and should exit the workflow early. For example, if the goal of your sequence is to get a contract signed, you don’t want to keep sending follow-up emails after the client signs. Once the goal condition is met, BookLive automatically removes that contact from the workflow.
Click Add Goal and choose a goal type:
- Proposal Accepted — Contact exits when they accept a proposal.
- Invoice Paid — Contact exits when a payment is received.
- Contract Signed — Contact exits when they sign a contract.
- Performance Booked — Contact exits when a performance is confirmed.
- Review Submitted — Contact exits when they submit a review.
- Email Replied — Contact exits when they reply to any workflow email.
- Field Condition — Contact exits when a specific data field matches a value you define.
- Webhook — Contact exits when an external webhook event is received.
You can add multiple goals with different priorities. BookLive checks goals in priority order and exits the contact as soon as any goal is met.
Step 6: Activate the Workflow #
When your trigger, steps, and goals are configured, click Activate to change the workflow status from Draft to Active. Only active workflows are available for enrollment and can trigger automatically if auto-enroll is enabled.
To temporarily stop a workflow from accepting new enrollments without deleting it, set its status to Paused. To archive a workflow you no longer use, set it to Archived. You cannot delete a workflow that has active enrollments — cancel those first.
Step 7: Enroll Contacts #
Depending on your trigger and auto-enroll settings, contacts may enter the workflow automatically. You can also enroll contacts manually from several places in BookLive:
- From a Gig Vault Partnership — Open the partnership record and use the Workflow Automation card to start a workflow for a specific contact. See Using Workflow Automation with Gig Vault Partnerships.
- From the Workflow itself — On the workflow detail page, click Enroll Contact and select the contact to add.
- From the Booking Funnel — Connect a workflow to your funnel so that leads who submit the funnel form are automatically enrolled. See Connecting Workflows to Your Funnel.
Monitoring and Managing Enrollments #
To see who is currently in a workflow, open the workflow and go to the Enrollments tab. You’ll see each active enrollment along with the contact name, current step, status, and start date.
From the enrollment list, you can:
- Pause an enrollment to temporarily halt progress for a specific contact without canceling them.
- Resume a paused enrollment to continue from where it left off.
- Cancel an enrollment to remove a contact from the workflow entirely. Cancelled enrollments cannot be restarted.
Tips & Notes #
- Use Delay steps strategically — a well-spaced sequence feels intentional, not automated.
- Always set at least one Goal so contacts who convert don’t continue receiving irrelevant messages.
- Test your workflow by enrolling yourself or a team member before enrolling real clients.
- Workflows in Draft status do not appear in enrollment dialogs. Activate the workflow before trying to use it.
- If you need to edit an active workflow, pause it first to avoid unexpected behavior mid-sequence.
