BookLive’s Gig Vault tracks your venue and planner relationships, while Automated Workflows handle your follow-up email sequences. With Workflow Automation for Partnerships, these two systems work together: you can trigger a workflow directly from a partnership record and use the Set Partnership Status step to automatically advance a partnership through your pipeline as the workflow runs.
Before You Begin #
- You must have at least one active workflow built in the Workflow Editor. (Workflows in draft status will not appear.)
- The partnership must have at least one contact with a valid email address. Workflows need a recipient to send emails.
- You must be a group leader with permission to manage workflows.
Step 1: Open the Partnership in Gig Vault #
- From the left sidebar, navigate to Gig Vault.
- Find and click the venue or planner partnership you want to work with.
- On the partnership detail page, scroll down to the Workflow Automation card.
Step 2: Start a Workflow #
- In the Workflow Automation card, click Start Workflow.
- In the dialog that opens, use the Select Contact field to choose which contact at this venue or planning company should receive the workflow emails. Only contacts with an email address appear in this list.
- Use the Select Workflow field to choose the workflow to run. Only active workflows are listed.
- Review the summary shown — it confirms the workflow name, contact name, and email address.
- Click Start Workflow to enroll the contact and begin the sequence.
The workflow will immediately become visible in the Active Workflows list within that card, showing the workflow name, status, recipient email, and start date.
Step 3: Monitor and Manage Active Workflows #
From the Workflow Automation card on any partnership, you can manage any running enrollment:
- Click the ⋮ menu next to an active enrollment to Pause, Resume, or Cancel it.
- Click View Details to see the full enrollment timeline, step-by-step progress, and email history.
- Cancelled workflows cannot be restarted — you will need to start a new enrollment.
Using the “Set Partnership Status” Workflow Step #
When building workflows intended for Gig Vault partnerships, you can add a Set Partnership Status step. This step automatically updates the partnership’s status in the Gig Vault when that point in the workflow is reached — no manual update required.
Adding the Step to a Workflow #
- Go to Workflows in the left sidebar and open the workflow you want to edit (or create a new one).
- In the Workflow Editor, click Add Step and select Set Partnership Status from the step type list.
- In the dialog that opens, use the New Status dropdown to select the status to apply:
- Lead — prospect in early contact
- Engaged — actively communicating
- Active — current performing partner
- Paused — relationship on hold
- Click Save. The step will display a summary such as “Set status to: Engaged” in the workflow builder.
How It Works at Runtime #
When a workflow containing this step is enrolled from a partnership record, the step will automatically update that partnership’s status when it runs. If the same workflow is enrolled from a non-partnership context (such as a client or performance), the Set Partnership Status step will be safely skipped without affecting the rest of the workflow.
Tips & Notes #
- Combine with delay steps for powerful sequences. For example: send an intro email → wait 3 days → send a follow-up → automatically set the partnership to Engaged if they haven’t replied yet.
- Only one enrollment per workflow per contact. If a workflow is already active for a contact at a given partnership, BookLive will warn you rather than create a duplicate.
- Emails sent through a partnership workflow use the partnership’s dedicated inbox address, so all replies are threaded back into the partnership’s inbox tab in Gig Vault.
- You can add multiple Set Partnership Status steps at different points in a single workflow to progressively advance a relationship through your pipeline.
