The Performance Inbox integrates with BookLive workflow automation, allowing you to manually trigger email workflows directly from the inbox interface. This feature helps you send templated communications at the right moment without leaving the inbox.
What are Workflows? #
Workflows in BookLive are automated email sequences that can be triggered at specific times or events. Common workflow examples include:
- Booking confirmation – Sent when a performance is confirmed
- Week before reminder – Sent 7 days before the event
- Day before details – Sent the day before with final logistics
- Post-event follow-up – Sent after the performance to request reviews
- Contract reminders – Sent if contracts are not yet signed
While workflows typically run automatically, sometimes you need to trigger them manually – for example, if a client was added late or if you want to resend important information.
Accessing the Trigger Workflow Feature #
To manually trigger a workflow from the Performance Inbox:
- Navigate to the performance page
- Click the Inbox tab
- Look for the Trigger Workflow button in the inbox header
The button may appear as a dropdown menu if multiple workflows are available for selection.
Selecting a Workflow to Trigger #
When you click Trigger Workflow, you will see a list of available workflows. Only workflows that meet these criteria are shown:
- Same group – The workflow must belong to the same group as the performance
- Active status – Only active workflows can be triggered manually
- Email type – Workflows designed for performance email communication
Select the workflow you want to trigger from the list.
Requirements for Triggering #
Before you can trigger a workflow, certain requirements must be met:
Performance Must Have a Client #
The performance must have a client assigned. Workflows send emails to clients, so without a client email address, there is no recipient. If you see an error about missing client, add a client to the performance first.
Workflow Must Be Active #
Only workflows with an “active” status can be triggered manually. If a workflow is paused or in draft mode, it will not appear in the trigger list. Activate the workflow in your workflow settings if needed.
Permission Required #
You must have permission to view the inbox to trigger workflows. If you cannot access the inbox, you also cannot trigger workflows from it.
What Happens When You Trigger #
When you trigger a workflow:
- Workflow executes – The workflow runs its email actions for this performance
- Email is sent – The templated email is sent to the client and any configured recipients
- Recorded in inbox – The sent email appears in the Performance Inbox thread
- Merge fields populate – Any merge fields in the template (client name, event date, etc.) are filled with actual data
The email sent via workflow follows the same threading as manually composed emails, keeping everything organized in one conversation.
Common Use Cases #
Resending a Missed Automated Email #
If a client was added after the automatic trigger time (e.g., booking confirmation), you can manually trigger that workflow to ensure they receive the information.
Sending Reminder Earlier Than Scheduled #
If a client asks for event details before the scheduled reminder, you can trigger the reminder workflow early rather than composing a new email.
Testing Workflow Content #
When developing new workflows, you can trigger them manually on a test performance to verify the email content and formatting before deploying them for automatic use.
Client Requests Information Again #
If a client cannot find a previous email or needs the information resent, triggering the workflow sends a fresh copy with all current data.
Workflow vs Manual Email #
Deciding whether to trigger a workflow or compose a manual email:
Use Workflows When #
- You want consistent, templated messaging
- The information is standard across all performances
- You want merge fields to auto-populate
- You need to resend a previously automated email
Use Manual Email When #
- The message is unique to this client or situation
- You need to respond to a specific question
- The content is not covered by existing workflows
- You need to include custom details not in templates
Troubleshooting #
No Workflows Available #
If no workflows appear in the trigger list:
- Check that your group has workflows created
- Verify workflows are set to “active” status
- Ensure workflows are configured for performance emails
Workflow Does Not Belong to This Group #
If you see this error, the selected workflow is from a different group than the performance. Each workflow is group-specific and can only be triggered for performances within that group.
Performance Must Have a Client #
Add a client to the performance before triggering workflows. Go to the performance details and assign a client with a valid email address.
Related Articles #
- Understanding the Performance Inbox
- Sending Emails from the Performance Inbox
- Creating Email Workflows
