Overview #
One of the most powerful ways to use automated workflows is to enroll clients directly from their performance records. This allows you to trigger personalized email sequences based on booked performances, ensuring every client receives timely communication about their upcoming event.
Why Enroll from Performance Records? #
Enrolling clients from performance records offers several advantages:
- Context-aware automation: Emails can include performance-specific details like date, venue, and event type
- Performance-relative timing: Send emails based on how far away the event is
- Automatic personalization: Merge tags pull directly from the performance data
- Targeted communication: Only clients with booked performances receive the workflow
Prerequisites #
Before enrolling clients from performance records, ensure:
- The workflow is set to Active status
- The performance has a client assigned
- The client has a valid email address
- The workflow trigger is compatible with manual enrollment
How to Enroll a Client from a Performance #
Step 1: Open the Performance Record #
- Navigate to Performances from your dashboard
- Click on the performance you want to work with
- You will see the performance details page
Step 2: Access the Workflows Section #
- Scroll down to find the Workflows section on the performance page
- You will see a list of available workflows and any current enrollments
Step 3: Select a Workflow #
- Click Enroll in Workflow or the + button
- A list of available active workflows will appear
- Select the workflow you want to enroll the client in
Step 4: Confirm Enrollment #
- Review the workflow details
- Confirm the client information is correct
- Click Enroll to start the workflow
What Happens After Enrollment #
Once a client is enrolled from a performance record:
Immediate Actions #
- The enrollment is created with the performance as the context
- A snapshot of the workflow steps is saved
- If the first step is immediate, it executes right away
Performance-Relative Scheduling #
If the workflow uses performance-relative triggers, steps are scheduled based on the performance date:
- Steps set for 30 days before calculate from the performance date
- Steps set for 1 day after trigger the day after the event
- Past-due steps are handled according to your workflow settings
Viewing Enrollment Status #
After enrolling a client, you can track the enrollment status on the performance page in the Workflows section.
Enrollment Statuses #
- Active: Workflow is in progress
- Paused: Workflow is temporarily stopped
- Completed: All steps have been executed
- Completed by Goal: A goal was achieved, ending the workflow early
- Cancelled: The enrollment was manually cancelled
Managing Performance-Based Enrollments #
Pausing an Enrollment #
If you need to temporarily stop the workflow, find the enrollment in the Workflows section and click the Pause button.
Resuming an Enrollment #
To continue a paused enrollment, find the paused enrollment and click the Resume button. The workflow continues from where it left off.
Cancelling an Enrollment #
To permanently stop an enrollment, click the Cancel button and confirm. Note that cancelled enrollments cannot be resumed.
Best Practices #
- Use Performance-Relative Workflows: These automatically adjust timing based on the event date
- Check for Existing Enrollments: Avoid duplicate communications by checking first
- Verify Client Email: Ensure the client has a valid email address
- Consider Event Timing: If the event is soon, some scheduled emails may be past due
- Use Appropriate Workflows: Choose workflows designed for performance contexts
Troubleshooting #
Enrollment Option Not Available #
- Verify the performance has a client assigned
- Check that active workflows exist
- Ensure you have permission to manage workflows
Emails Not Sending #
- Verify the client has a valid email address
- Check the enrollment status is Active
- Review the step scheduling for timing issues
