Creating Your First Email Workflow

This guide walks you through creating your first automated email workflow in BookLive. By the end, you’ll have a working workflow that automatically sends emails to clients on a schedule you define.

Prerequisites #

Before creating a workflow, ensure you have:

• Group leader access to your BookLive group
• At least one email template created (workflows use your existing templates)
• The workflows feature enabled for your account

Step 1: Access the Workflows Section #

1. Log in to BookLive and navigate to your group dashboard
2. Look for Workflows in your group menu or settings
3. Click Create Workflow or the + button to start a new workflow

Step 2: Set Up Basic Information #

Enter the following details for your workflow:

Workflow Name #

Choose a descriptive name that identifies what this workflow does. Examples:

• “Post-Event Thank You Sequence”
• “Proposal Follow-Up Reminders”
• “Pre-Wedding Communication”

Description (Optional) #

Add a brief description explaining when and why this workflow runs. This helps you and your team understand the workflow’s purpose later.

Status #

Keep the workflow as Inactive/Draft while building it. You’ll activate it once everything is configured correctly.

Step 3: Configure the Trigger #

The trigger determines when your workflow starts. Select the appropriate trigger type:

Immediate Trigger #

The workflow starts as soon as a client is enrolled. Use this when:

• You want to manually control when workflows start
• Enrolling clients from the Performance Inbox or other manual actions

Performance-Relative Trigger #

The workflow starts based on a performance date. Configure:

• Offset – Number of days/weeks before or after the event
• Time – What time of day to start (e.g., 9:00 AM)
• Past Due Handling – What to do if a performance date has already passed:
  • Send Immediately – Send past-due emails right away
  • Skip to Next – Skip past-due steps and start from the next future step

Step 4: Add Your First Email Step #

Now add the email action that will be sent:

1. Click Add Step
2. Select Email as the step type
3. Choose an existing email template from the dropdown
4. The template’s subject and body will be used, with placeholders automatically filled in when sent

Email Configuration Options #

• Template – Select from your group’s email templates
• Sender Email – Optionally override the default sender address

Tip: If you don’t have suitable templates yet, create them first in your Email Templates section. Use placeholders like {client.name}, {performance.date}, and {group.name} for personalization.

Step 5: Add a Delay Step (For Multi-Email Sequences) #

If you want to send multiple emails over time, add delay steps between them:

1. Click Add Step
2. Select Delay as the step type
3. Enter the delay duration and unit:
   • Minutes – For urgent, time-sensitive sequences
   • Hours – For same-day follow-ups
   • Days – Most common for follow-up sequences
   • Weeks – For longer nurturing campaigns
   • Months – For anniversary or long-term check-ins

Example sequence:

1. Email: “Thank you for your booking!” (immediate)
2. Delay: 3 days
3. Email: “Your event is coming up – here’s what to expect”
4. Delay: 1 day after event
5. Email: “Thank you! We’d love your feedback”

Step 6: Add Goals (Optional but Recommended) #

Goals automatically complete the workflow when certain actions occur. This prevents sending irrelevant emails:

1. Click Add Goal
2. Select the goal type:
   • Proposal Accepted – Client accepts your proposal
   • Contract Signed – Client signs the contract
   • Invoice Paid – Client pays an invoice
   • Performance Booked – Booking is confirmed
   • Review Submitted – Client leaves a review
3. Give the goal a name (e.g., “Client Booked”)

Why goals matter: Without goals, a “please respond to our proposal” email might be sent even after the client has already booked. Goals ensure your communication stays relevant.

Step 7: Configure Additional Settings #

Allow Re-enrollment #

Decide whether clients can be enrolled in this workflow multiple times:

• Yes – Useful for recurring clients (each new performance can trigger the workflow)
• No – Prevents duplicate enrollments for one-time sequences

Step 8: Test Your Workflow #

Before activating, test your workflow:

1. Click Preview to see how emails will appear
2. Click Send Test Email to send a sample to yourself
3. Verify:
   • Email content looks correct
   • Placeholders show sample data
   • Subject lines are appropriate
   • Unsubscribe link is present

Step 9: Activate the Workflow #

Once you’re satisfied with the configuration:

1. Toggle the Status switch to Active
2. The workflow is now ready to accept enrollments

Step 10: Enroll Your First Client #

There are several ways to enroll clients in your workflow:

From a Performance Record #

1. Open a performance that has a client assigned
2. Go to the Workflows tab
3. Click Enroll in Workflow
4. Select your workflow from the dropdown
5. Click Enroll

From the Performance Inbox #

1. Open the Performance Inbox for a performance
2. Click Trigger Workflow
3. Select your workflow
4. The client will be enrolled automatically

Monitoring Your Workflow #

After enrolling clients, you can monitor progress:

• Active Enrollments – See how many clients are currently in the workflow
• Completed – View clients who finished all steps
• Completed by Goal – See which clients triggered goals early
• Step Progress – Track which step each enrollment is on

Example: Simple Post-Event Follow-Up #

Here’s a complete example workflow:

Step	Type	Configuration
1	Email	“Thank You” template
2	Delay	3 days
3	Email	“Request Review” template

Trigger: Performance-Relative, 1 day after event at 10:00 AM

Goal: Review Submitted

This workflow automatically thanks clients the day after their event, then requests a review 3 days later—but stops if they submit a review before the second email.

Next Steps #

Now that you’ve created your first workflow, explore these advanced topics:

• Adding Delay Steps Between Emails – Fine-tune your timing
• Using Performance-Relative Triggers – Schedule around event dates
• Setting Up Workflow Goals – Auto-complete workflows intelligently
• Managing Workflow Enrollments – Pause, resume, and monitor enrollments