Event registration using Advanced Automation Follow

Using Advanced Automation you can automate an Event process from beginning to end - collecting your contacts interest in the event, reminding them of the event and then collecting feedback afterwards!

Here is an example of an Automated Event Process you may like to use:

  1. Create the 'Event Invitation' that links to a RSVP form with a yes / no option (this form will be created as an Update profile form in the same list that you are sending to).
  2. Automating a 'Confirmation Email' for those who select yes.
  3. Reminding them of the event by email 2 days before the event.
  4. Sending an SMS message on the day of the event as another reminder.
  5. Then finally a 'Feedback email' sent through afterwards automatically that links to a feedback form for them to complete (this form will be created as an Update profile form in the same list that you are sending to).

If you are looking to set up a workflow like this then you have come to the right place. Here is a list of what we will be covering to accomplish this type of setup (click to skip ahead):

  1. Plan your automated workflow
  2. Create your messages
  3. Create your workflow
  4. Create your steps
  5. Activate your workflow
  6. View your automation reports

Please note: These instructions assume you have already set up the relevant registration form (web forms) in your account and already have the Advanced Automation feature active in this account.

Plan your automated workflow

Plan your workflow by listing all the messages you intend to deliver during your automation process, the relevant list these are to be activated against, and any time frames.

For further info on how to plan out your workflow, please refer here.

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Create your Messages

To create a new message:

  1. Click Messages
  2. Create your email as you would your normal messages and save it.

In this case messages would include: Event Invitation, Event Registration Confirmation, Event Reminder Email, Event SMS Reminder, Feedback email.

For further info on creating a message, please refer here.

Please note: It may be worthwhile setting up a separate email folder to store your automated messages into to help you locate it later, and prevent other users of your account accidentally deleting the messages.

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Create your workflow

To create your automation process, please follow these steps:

  1. Click the 'Automation' menu on the left.
  2. Click 'Advanced Automation' up the top
  3. Click 'Create Workflow'



  4. Enter the name of your campaign and select the folder to save this in.
  5. Select the preferred Start and End date and confirm the Time Zone is correct for your account. (otherwise this can be updated in the 'Account' 'Details' section)
  6. Then click 'New Step'.

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Create your campaign steps

The below steps outline how to make the campaign steps for the above example. Therefore we will be setting up 4 different steps, so to:

  1. Send the confirmation email to those who register
  2. Send the event reminder email 2 days prior to the event
  3. Send the event reminder sms 6 hours before event
  4. Send the event feedback email survey 12 hours after the event

Here's how:

STEP 1: 'Send 'Event Registration Confirmation' email to contacts who register':

  1. Since you have already clicked 'New Step' , the interface will have loaded for creating a step.
  2. From here you can set the Source (This action relates to) by following these steps:
    • Select 'A trigger against the following List...' 
    • Choose the List Folder and the List that you are sending this event to
    • Scroll down
  3. Select Trigger: 'Update Profile' and select the specific form for this purpose eg. 'RSVP Form'.
  4. Click in the white box below (the actions box) or click the 'add/edit' button.
  5. Set the 3 fields to say 'Can you attend the event?' 'Includes any' 'yes'.
  6. Click 'Ok' then scroll down
  7. Select Action: 'Send the Contact the Message...' and select Folder and Message. e.g. Event Registration Confirmation; then scroll down.
  8. Set the timeframe to 'Immediately', then click 'Save' to finish.


The step is now recorded against the Event Registration Automation.

STEP 2: 'Send 'Event Reminder' email to contacts 2 days prior to event':

  1. Select 'New Step' from the right side of the screen.
  2. From here you can set the Source by following these steps:
    • Select 'A trigger against the following List...'
    • Choose the List Folder and the List that you are sending this event to
    • Scroll down
  3. Select Trigger: 'Update Profile' and select the specific form for this purpose eg. 'RSVP Form'.
  4. Click 'add/edit'.
  5. Set the 3 fields to say 'Can you attend the event?' 'Includes any' 'yes'.
  6. Click 'Ok' and scroll down
  7. Select 'Send the Contact the Message...' and select Folder and Message. e.g. Event Reminder Email; then scroll down.
  8. Set the timeframe to: 'At the following date and time' and input date according to your event schedule, then click 'Save' to finish.

The step is now recorded against the Event Registration Automation.

STEP 3: 'Send 'Event Reminder' SMS to contacts 6 hours before the event time':

  1. Select 'New Step' from the right hand side of the screen.
  2. From here you can set the Source by following these steps:
    • Select 'A trigger against the following List...'
    • Choose the List Folder and the List that you are sending this event to
    • Scroll Down
  3. Select Trigger: 'Update Profile' and select the specific form for this purpose eg. 'RSVP Form'.
  4. Click 'add/edit'.
  5. Set the 3 fields to say 'Can you attend the event?' 'Includes' 'any' 'yes'.
  6. Click 'Ok' and scroll down
  7. Select 'Send the Contact the Message...' and select Folder and Message. e.g. Event SMS Reminder; then scroll down
  8. Set the timeframe to: 'At the following date and time' and input date and time according to your event schedule, then click 'Save' to finish.

The step is now recorded against the Event Registration Automation.

STEP 4: 'Send 'Event Feedback' email with survey to contacts 12 hours after the event time':

  1. Select 'New Step' from the right hand side of the screen.
  2. From here you can set the Source by following these steps:
    • Select 'A trigger against the following List...'
    • Choose the List Folder and the List that you are sending this event to
    • Scroll down
  3. Select Trigger: 'Update Profile' and select the specific form for this purpose eg. 'RSVP Form'.
  4. Click 'add/edit'.
  5. Set the 3 fields to say 'Can you attend the event?' 'Includes any' 'yes'.
  6. Click 'Ok', then scroll down
  7. Select 'Send the Contact the message...' and select Folder and Message. e.g. Event Feedback; then scroll down.
  8. Set the timeframe to: 'At the following date and time' and input date and time according to your event schedule, then click 'Save' to finish.

The step is now recorded against the Event Registration Automation.


And finally, click 'Save' to finish the Advanced Automation.

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Activate your Advanced Automation

Important: Make sure you test your Advanced Automation before activating. If you do not wish to test on the new Advanced Automation you have set up, you have the ability to 'Copy' your Advanced Automation through > Automation >Advanced Automation > Select your Advanced Automation > Copy from the Actions menu.
Once testing is completed, you can activate the Advanced Automation:

  1. Go to 'Automation'
  2. Then select 'Advanced Automation'
  3. Select your campaign then click 'Activate' from the Actions menu.

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View your automation reports

Full reporting on all messages including a text overview and campaign map with associated statistics for every step.

View your Advanced Automation reports through menu option by following these steps:

  1. Go to 'Reports' on the left
  2. Then click 'Automation Reports' up the top
  3. Select the report and click 'View' on the right
  4. This will then take you through to the campaign steps to see what messages have been triggered by which step in your Advanced Automation.

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