Event Workflows

From the main Ivorey™ menu, go to Workflows > open the [Workflow Templates] folder > then open the Event Management folder

Note: To build a new event workflow from scratch instead, click the [+ Create Workflow] button > select [+ Start from Scratch] > and add an Event Registration or Event Checked In trigger.

Inside you’ll find our three workflow templates:

1. Event Registration: Event Name

2. Event Check-in: Event Name

3. Event Cancellation: Event Name

Duplicate the templates and create a folder - For each template, click the [⁝] three dots > select [Duplicate workflow] > rename it using your event name > click the [⁝] three dots on the duplicate > select [Move to Folder] > click [New Folder] > and create a new folder for this event, to keep everything organised​

Go through each template, to customise it for your event:

1. Click on the trigger at the top of the workflow > click [+ Add Filters] > select [In event] > select your specific event from the drop-down > and click [Save Trigger]
   
   Note: You can also filter by registration status, ticket type, who booked the registration, or check-in details, to target a specific group of attendees (e.g. VIP ticket holders only).

2. Click on the Add Tag action > remove the placeholder tag > then type in and add your own unique event tags (e.g. Registered: Your Event Name) > and click [Save Action]

3. Click on the Internal Notification action > and customise it to suit you and your team (or delete it if you don’t need it):

   1. Type of Notification - select how you want to be notified, either Email, Notification (inside Ivorey™), SMS, or WhatsApp

   2. Message - comes pre-written with custom values that pull in the contact's full name, the event name, and the order total > adjust the wording if needed > and use the 🏷 Custom Values icon, in the message toolbar, to add any other details you want to see

   3. Redirect Page - choose where you or your team are taken when opening the notification, either the Contact, Conversation, or Opportunity (set to Contact by default)

   4. To User Type - set to All users by default. Choose who receives the notification:

      1. All users - every team member in your account is notified

      2. Assigned User - only the team member assigned to the contact is notified

      3. Particular User - select a specific team member to notify

      4. Custom - send to a specific email or phone number (only available for Email and SMS notifications)

   5. Notify followers - toggle ON Contact followers to also notify any team members following the contact

   6. Click the [Save action] button at the bottom
      
      Note: Your event has built-in email, SMS and WhatsApp notifications to notify your team of event registrations. This workflow action is useful if you’d like to be notified in Ivorey™ directly. You can also be notified of cancellations and check-ins, which aren’t available via built-in event notifications.

4. Click on the Email action > and customise it with a personalised or branded message about your event (or delete it if you don’t need it):

   1. Enter your From Name and Email

   2. Fill in your email Subject and Preview Text - use 🏷 Custom Values to pull in contact or event data (e.g. Event > Name)

   3. Customise the plain text email in the Message box, or select a customised branded template - use 🏷 Custom Values to pull in contact or event data, and Add attachments if needed

   4. (optional) Under Additional settings, configure tracking settings > and select your email Preference Type

   5. Send yourself a Test Email to confirm everything looks correct, and your event custom values populate correctly

   6. Click [Save Action]
      
      Note: Your event has built-in email, SMS and WhatsApp notifications to send attendees registration confirmations (with tickets automatically attached), reminders, cancellation confirmations, and more. This workflow action is useful if you’d like to send additional details, or replace the built-in notifications with your own branded emails.

5. (optional) Click the [+] button to add any extra actions you want, such as:

   1. Create Opportunity - to add attendees to your pipeline for sales follow-up

   2. Add to Workflow - add attendees to an existing nurture or promotional sequence

6. (optional) To time any attendee messages around your event date, click the [+] button above your Email/SMS action > search for and select the [Wait] action > under How long do you want to wait?, select Until a scheduled date/time > and choose to wait until a set time before, at, or after your event:

   1. Before the event - send reminders a set number of days or hours beforehand (e.g. an SMS reminder 1 day before)

   2. At the event date/time - send day-of instructions or a welcome message

   3. After the event - send a thank you email, survey, or follow-up offer
      
      Note: You can also choose to wait For a set period of time (e.g. 2 days), Until a specific date/time, Until a recurring window opens, or Until the contact replies.

7. (optional) To handle different attendees differently, add an [If/Else] action > and set your conditions using your event information, such as the event type, ticket information, or check-in information (e.g. add VIP ticket holders to your VIP pipeline, or send them a unique email)

Once you're happy with your workflow, toggle it from Draft to [Publish] at the top right of your screen > and click [Save]

Test your workflow by completing its trigger (e.g. place a test registration) > confirm the notifications came through correctly, and your contact profile received the correct tag > and check the [Execution logs] tab, at the top of your workflow, to confirm each action ran correctly

1. If any actions show an Error status, click [View Details] to learn more > and click the [→] Go to Action button to fix the settings of that action