Using Performance-Relative Triggers

Performance-relative triggers are one of the most powerful workflow features in BookLive. They allow you to schedule automated emails based on the date of a performance—sending reminders before events and follow-ups after them without manual intervention.

What Are Performance-Relative Triggers? #

Instead of starting a workflow immediately when a client is enrolled, performance-relative triggers calculate the start time based on the performance date. This lets you create workflows that automatically:

• Send logistics 1 week before the event
• Send final details 1 day before
• Send thank-you notes 1 day after
• Request reviews 5 days after the event

How Performance-Relative Triggers Work #

When you enroll a client from a performance record, the workflow looks at the performance date and calculates when to start:

Example: “7 Days Before Event at 9:00 AM” #

• Performance date: December 20, 2025
• Workflow starts: December 13, 2025 at 9:00 AM

Example: “1 Day After Event at 10:00 AM” #

• Performance date: December 20, 2025
• Workflow starts: December 21, 2025 at 10:00 AM

Configuring a Performance-Relative Trigger #

1. Create or edit a workflow
2. In the Trigger section, select Performance-Relative
3. Configure the following settings:

Offset #

The number of time units before or after the performance:

• Negative numbers = Before the event (e.g., -7 days)
• Positive numbers = After the event (e.g., +1 day)

Unit #

Choose the time unit for your offset:

• Days (most common)
• Weeks
• Months

Time #

Set what time of day the workflow should start (in your group’s timezone):

• Morning times (9:00 AM) work well for business communications
• Consider your clients’ typical schedules

Past Due Handling #

This critical setting determines what happens if the calculated start time has already passed when the client is enrolled:

Send Immediately #

Any past-due steps are sent right away. Use this when:

• You’re enrolling clients close to their event date
• The email content is still relevant even if delayed
• You want to ensure no emails are missed

Skip to Next #

Past-due steps are skipped, and the workflow starts from the next future step. Use this when:

• The email content is time-sensitive and no longer relevant if late
• You don’t want to send “1 week before” reminders the day before an event
• Timing accuracy is more important than sending every email

Use Case Examples #

Pre-Event Communication Workflow #

Send logistics and reminders leading up to an event:

Step	Type	Timing
Trigger	Performance-Relative	7 days before at 9:00 AM
1	Email	“Event Details and Timeline”
2	Delay	5 days
3	Email	“Final Details and Contact Info”
4	Delay	1 day
5	Email	“See You Tomorrow!”

Post-Event Follow-Up Workflow #

Thank clients and request reviews after events:

Step	Type	Timing
Trigger	Performance-Relative	1 day after at 10:00 AM
1	Email	“Thank You!”
2	Delay	4 days
3	Email	“We’d Love Your Feedback”

Goal: Review Submitted (stops the workflow if client leaves a review after the thank-you)

Contract and Payment Reminder Workflow #

Ensure contracts are signed and deposits collected before events:

Step	Type	Timing
Trigger	Performance-Relative	30 days before at 9:00 AM
1	Email	“Contract and Deposit Reminder”
2	Delay	7 days
3	Email	“Second Reminder”
4	Delay	7 days
5	Email	“Final Reminder”

Goals: Contract Signed, Invoice Paid

Important Considerations #

Time Zone Handling #

Performance-relative calculations use your group’s timezone setting. Ensure your timezone is configured correctly in your group settings.

Enrollment Timing #

The trigger calculates based on when the client is enrolled, not when the workflow was created. You can enroll clients at any time:

• Immediately after booking
• After contracts are signed
• Manually when you want to start communication

Multiple Enrollments #

If a client has multiple performances, they can be enrolled separately for each one. Each enrollment uses that specific performance’s date for calculations.

Combining with Delay Steps #

Performance-relative triggers set when the first step executes. Subsequent steps use delay steps to space out the sequence:

Trigger: 7 days before event at 9:00 AM
Step 1: Email (sends 7 days before)
Step 2: Delay 5 days
Step 3: Email (sends 2 days before)
Step 4: Delay 1 day
Step 5: Email (sends 1 day before)

Troubleshooting #

Workflow Not Starting #

• Check that the workflow is Active (not Draft or Paused)
• Verify the performance has a date set
• Ensure the client is properly enrolled
• Check if past-due handling is set to “Skip” and all steps are past-due

Wrong Timing #

• Verify your group’s timezone setting
• Check the offset value and unit are correct
• Review whether the time is AM or PM

Emails Sending at Wrong Time #

• Remember that subsequent steps use delays from the previous step, not from the performance date
• Check if the enrollment was paused and resumed

Best Practices #

• Set appropriate past-due handling – Consider what makes sense for late enrollments
• Always use goals – Prevent irrelevant emails if clients take action early
• Test with future dates – Create a test performance in the future to verify timing
• Consider lead time – Start pre-event workflows early enough to be useful
• Don’t over-communicate – 2-3 pre-event emails are usually sufficient