Overview #
When a client is enrolled in a workflow, BookLive lets you preview every upcoming email step and even customize the message for that specific enrollment — without touching the underlying workflow template. This means you can personalize a follow-up for a particular wedding client while keeping your standard copy intact for everyone else.
This guide covers the Enrollment Detail view, where all of these controls live.
What You’ll Learn #
- How to open an enrollment and view its step timeline
- How to preview an email before it sends
- How to edit an email draft just for this enrollment
- How to reset a draft back to the original template
- How to reschedule a pending or skipped step
- How to recalculate the entire step schedule
Opening the Enrollment Detail View #
- Open a performance record for the relevant gig.
- Navigate to the Workflows tab on the performance.
- Find the workflow enrollment for your client and click on it to open the Enrollment Detail view.
You’ll see a header card with the workflow name, enrollment date, current status (Active, Paused, Completed, etc.), and a progress bar showing how many steps have been completed.
Below that, an “Up Next” card highlights the very next step in the sequence, and an “All Steps” list shows every step with its type, scheduled time, and current status.
Previewing an Email Step #
Each email step in the “All Steps” list has a Preview button (eye icon) next to it. Click it to open the Email Preview dialog, which shows:
- Subject — The email subject line as it will appear to the recipient, with any placeholders already filled in (e.g., the client’s actual name and performance date).
- Body — The full email body, rendered with all dynamic placeholders resolved.
This is a read-only view by default. If you want to make changes, switch to Edit mode.
Editing an Email Draft for This Enrollment #
If you need to personalize a message — for example, adding a specific venue detail or adjusting the tone for a particular client — you can edit the draft for this enrollment only.
- Click the Preview button on any pending email step.
- In the Email Preview dialog, click the Edit Draft tab (only available when the enrollment is Active or Paused).
- Edit the Subject and/or Body fields. You can use placeholders like
[client_name]and[performance_date]— BookLive will fill these in when the email sends. - Click Save Draft.
Once saved, the email preview will show a “Customized” badge to remind you that this enrollment’s email differs from the original template. The workflow template itself is unchanged.
Resetting a Draft #
If you change your mind and want to go back to the original template copy:
- Open the email preview for the customized step.
- Click Reset to Original in the top-right corner of the preview.
- Confirm the prompt. The draft is deleted and the template copy is restored.
Rescheduling a Step #
If a step needs to go out at a different time — or if it was automatically skipped because the enrollment started after the step’s original scheduled window — you can reschedule it.
- In the “All Steps” list, find the step you want to change.
- Click the Reschedule button (clock icon). It appears on both pending and skipped steps.
- Pick a new date and time in the dialog.
- Click Save.
If the step was previously skipped, rescheduling will reactivate it — it will execute at the new time you chose.
Recalculating the Entire Schedule #
If several steps need to shift (for example, after you’ve paused and resumed an enrollment), use the Recalculate Schedule button at the top of the “All Steps” list. This recomputes the send times for all pending steps based on the delay configurations in the workflow, cascading from the current point in the sequence.
This button is only visible when the enrollment is Active and has at least one pending step.
Step Status Reference #
| Status | What It Means |
|---|---|
| Upcoming | Step hasn’t been created yet (future in the sequence) |
| Pending | Scheduled and waiting to execute |
| Running | Currently being processed |
| Completed | Successfully sent or executed |
| Skipped | Bypassed (often because enrollment started after the scheduled time) |
| Failed | Encountered an error; check the enrollment for details |
Tips #
- Customizations are enrollment-specific. Editing a draft never changes the workflow template — only that one client’s enrollment is affected.
- Skipped steps aren’t lost. If a step was skipped because your enrollment started late, just reschedule it and it will go out on the new timeline.
- Preview before every important gig. For high-value events (corporate galas, upscale weddings), a quick preview run through upcoming emails lets you catch anything that needs a personal touch.
