The Performance Inbox integrates seamlessly with BookLive workflow automation, enabling you to send templated emails automatically based on triggers and schedules. This article explains how workflows interact with the Performance Inbox and how to set up automated email communications.
How Workflows Connect to Performance Inbox #
When you create email workflows in BookLive, emails sent through these workflows are recorded in the Performance Inbox. This creates a unified view of all client communications – both manual and automated – in one place.
Key integration points:
- Unified thread – Automated emails appear alongside manual emails in the inbox
- Client replies captured – When clients reply to automated emails, responses flow into the inbox
- Same from address – Workflow emails use the performance inbox address for consistency
- Threading preserved – Automated emails maintain proper email threading
Types of Email Workflows #
Time-Based Workflows #
These workflows trigger based on the performance date:
- X days before event – Send reminders, logistics details, or final confirmations
- X days after event – Send thank you notes, review requests, or referral asks
- On event day – Send day-of instructions or contact information
Status-Based Workflows #
These workflows trigger when performance status changes:
- Performance confirmed – Send booking confirmation and next steps
- Contract signed – Send thank you and timeline information
- Payment received – Send payment confirmation and receipts
- Performance completed – Send follow-up communications
Condition-Based Workflows #
These workflows trigger based on specific conditions:
- Contract unsigned after X days – Send reminder to sign
- Balance due approaching – Send payment reminder
- Questionnaire incomplete – Send reminder to complete planning details
Creating Email Workflows #
To create a workflow that sends emails through the Performance Inbox:
- Navigate to your group settings
- Find the Workflows or Automation section
- Click Create Workflow
- Select your trigger (time-based, status-based, or condition-based)
- Add an Send Email action
- Configure the email template with subject and body
- Use merge fields to personalize the content
- Save and activate the workflow
Using Merge Fields #
Merge fields allow you to personalize automated emails with performance-specific data:
Client Fields #
- Client name – The client contact name
- Client first name – Just the first name for friendly greetings
- Client email – The client email address
Performance Fields #
- Event date – The performance date
- Event time – Start and end times
- Venue name – Where the event takes place
- Venue address – Full venue address
- Performance type – Wedding, corporate, etc.
Financial Fields #
- Total amount – The performance total
- Amount paid – What has been collected
- Balance due – Remaining amount owed
- Payment link – Direct link to pay online
Workflow Email Examples #
Booking Confirmation #
Trigger: Performance status changed to Confirmed
Subject: Your booking with [Group Name] is confirmed!
Content: Thanks for booking us for your [Event Type] on [Event Date]. We are excited to perform at [Venue Name]…
One Week Reminder #
Trigger: 7 days before event date
Subject: Your event is one week away!
Content: Hi [Client First Name], just a reminder that we will see you at [Venue Name] on [Event Date]. Please review the timeline and let us know if you have any questions…
Balance Reminder #
Trigger: 14 days before event with balance due
Subject: Payment reminder for your upcoming event
Content: Hi [Client Name], your event is coming up on [Event Date]. The remaining balance of [Balance Due] is due before the event. You can pay securely online: [Payment Link]…
Managing Active Workflows #
Once workflows are active, you can:
- Pause workflows – Temporarily stop a workflow from triggering
- Edit templates – Update email content for future sends
- View history – See which emails have been sent by the workflow
- Manual trigger – Trigger the workflow manually from the Performance Inbox
Viewing Automated Emails in Inbox #
When a workflow sends an email, it appears in the Performance Inbox with:
- The same formatting as manual emails
- Direction showing it was sent to the client
- Full email content visible when expanded
- Reply capability for clients
This means you can see exactly what automated communications your clients have received without checking a separate workflow log.
Best Practices for Email Workflows #
- Test before activating – Use manual trigger on a test performance to verify content
- Keep templates updated – Review and refresh content periodically
- Avoid over-automation – Balance automated and personal touches
- Use clear subject lines – Help clients identify important emails
- Include contact info – Make it easy for clients to reach you with questions
- Monitor responses – Check the inbox regularly for client replies to automated emails
Troubleshooting #
Workflow Email Not Sent #
- Verify the workflow is set to “active” status
- Check that trigger conditions are met
- Ensure performance has a client with valid email
- Review workflow history for errors
Wrong Content in Email #
- Check merge field syntax in template
- Verify performance has required data (venue, date, etc.)
- Edit template and test with manual trigger
Related Articles #
- Understanding the Performance Inbox
- Triggering Workflows from the Performance Inbox
- Sending Emails from the Performance Inbox
