Automated workflows in BookLive help you streamline client communication by automatically sending emails based on triggers and schedules. Instead of manually remembering to send follow-up emails, reminders, or thank-you notes, workflows handle this automatically—saving you time and ensuring consistent communication.
What Are Workflows? #
A workflow is an automated sequence of actions (primarily emails) that runs when triggered. Think of it as a “set it and forget it” communication system that nurtures client relationships without manual intervention.
Common workflow examples:
- Post-proposal follow-up – Automatically send reminder emails if a client hasn’t responded to your proposal
- Pre-event reminders – Send performance details 1 week before, then 1 day before the event
- Post-event thank you – Automatically thank clients and request reviews after their event
- Contract reminders – Nudge clients who haven’t signed their contract
- Payment follow-ups – Remind clients about outstanding balances
Key Workflow Components #
1. Triggers #
Triggers determine when a workflow begins. BookLive supports several trigger types:
- Immediate – Starts as soon as someone is enrolled
- Performance-Relative – Starts relative to a performance date (e.g., 7 days before or 1 day after)
- Event-Based – Starts when a specific action occurs
2. Steps #
Steps are the individual actions in your workflow. Each step executes in order:
- Email Step – Sends an email using one of your templates
- Delay Step – Waits a specified amount of time before the next step (minutes, hours, days, weeks, or months)
- SMS Step – Sends a text message (if SMS is enabled)
- Webhook Step – Triggers external integrations
3. Goals #
Goals are conditions that automatically complete a workflow early. When a goal is met, remaining steps are skipped. This prevents awkward situations like sending a “please respond” email right after someone books.
Available goal types:
- Proposal Accepted – Completes when client accepts your proposal
- Contract Signed – Completes when client signs the contract
- Invoice Paid – Completes when payment is received
- Performance Booked – Completes when a booking is confirmed
- Review Submitted – Completes when client leaves a review
4. Enrollments #
An enrollment is when a client enters a workflow. Each enrollment tracks:
- Current progress through the workflow steps
- Scheduled and completed actions
- Whether the workflow was completed normally or by meeting a goal
Workflow Statuses #
Workflows can be in one of four states:
- Draft – Being built, cannot enroll clients yet
- Active – Running and accepting new enrollments
- Paused – Temporarily stopped, existing enrollments are paused
- Archived – Retired, no new enrollments allowed
Enrollment Statuses #
Individual enrollments also have their own status:
- Active – Currently progressing through steps
- Paused – Temporarily halted (can be resumed)
- Completed – Finished all steps successfully
- Completed by Goal – Finished early because a goal was met
- Cancelled – Manually stopped before completion
Best Use Cases for Workflows #
Lead Nurturing #
When a potential client requests a quote but doesn’t immediately book, a workflow can send gentle follow-ups over days or weeks, keeping your group top-of-mind without being pushy.
Pre-Event Communication #
Use performance-relative triggers to automatically send:
- Timeline and logistics 1-2 weeks before
- Final details and contact info 1-2 days before
- Day-of confirmation and arrival time
Post-Event Follow-Up #
After a performance, automatically:
- Send a thank-you note within 24 hours
- Request a review after 3-5 days
- Ask for referrals after a positive review
Important Considerations #
Email Compliance #
All workflow emails include an unsubscribe link to comply with CAN-SPAM and other email regulations. If a recipient unsubscribes, their enrollment is automatically cancelled.
Re-enrollment Policy #
You can configure whether clients can be enrolled in the same workflow multiple times. For recurring clients, you may want to allow re-enrollment for post-event follow-ups.
Template Usage #
Workflow emails use your existing email templates. Create templates with placeholders (like {client.name} or {performance.date}) that automatically populate with real data when sent.
Getting Access to Workflows #
Workflows are available to group leaders. If you don’t see the Workflows option in your dashboard, contact BookLive support to have the feature enabled for your account.
Next Steps #
Ready to create your first workflow? See these related articles:
- Creating Your First Email Workflow – Step-by-step guide to building a workflow
- Adding Delay Steps Between Emails – How to space out your communications
- Using Performance-Relative Triggers – Schedule emails around event dates
- Setting Up Workflow Goals – Auto-complete workflows when actions occur
- Managing Workflow Enrollments – Monitor and control active enrollments
