Event Automations

Event automations send automatic communications to your members in accordance with different settings. This can include providing information about specific events, event reminders, or marketing your programs after the event.

 

Table of contents

 

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Permissions and accessibility

Staff access:

• Admin
  • Full access
• Manager
  • No access
• Staff
  • No access

MyStudio Plan Restrictions:

• How many automations you are able to create is based on your MyStudio plan
  • Starter: 0
  • Growth: 10
  • Scale: 20
• We have an automations add-on for $39 / month which gives you unlimited automation creation.

 

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Event “not registered” status

Event not registered automations are suitable for enticing members to register for specific events. This could include letting them know to sign up for a belt testing when they haven’t yet. To create this automation, go to automations > events > create new campaign.

 

 

1. Automation type

 

Name the title of your automation, then, in step 1, choose “event ‘not registered’ status.” You will then be prompted to choose the event(s) that you are applying the automation to.

2. Who can enter this automation

 

Select which type of participants can enter the automation:

• All participants: includes participants in all trials, programs, and drop-ins, including from programs and trials that have been unpublished.
• All live programs and trials: includes participants from any live program and trial. Any future live program and trial will also be included. Unpublished programs and trials will not be included, regardless of if there are still active members.
• Specific programs and trials: select which programs and trials are included. 

 

Select which statuses of the selected programs and trials are included:

• Active / custom

• On hold

• Canceled / completed

3. Automation start time

 

Enter the time the communication should activate actions.

4. Entry conditions and actions

 

First, select whether to exclude previously registered participants who have cancelled. This means that if the participant registered for the event, cancelled, then re-registered, they would be excluded from being re-entered into the campaign.

 

In the workflows, first choose the specific date to start the workflow. This will filter which event dates to include in the next step.

 

Click the event dates drop down. At the top, first select whether registration is for:

• Any: if the participant is not registered for any of the selected event dates, they will be entered into the campaign. Participant must be registered for at least one in order to not be included.
• All: if the participant is not registered for all of the selected events, they will be entered into the campaign. Participant must be registered for all selected event dates in order to not be included.
• Minimum: participant must be registered for the minimum amount of event dates. You will enter the minimum number if this is selected.

 

After selecting the event dates, you can check whether to allow multiple entries for participants. This means that if the participant is registered for more than one event, they could receive the automation for each registration.

After entering the entry fields, add a new action for this workflow:

• Email:
  • Choose an email template or create a new template. Then choose whether this first workflow will send at the specified time or x number of days after the automation start time.
  • You can view or edit the template by clicking “view / edit.”
• Mobile message:
  • Choose a mobile message template or create a new template. You can view or edit the template by clicking “view / edit.”
  • Choose whether it sends and SMS or in-app message
  • Then choose whether this first workflow will send at the specified time or x number of days after the automation start time.
• Task:
  • Choose a task template or create a new template. You can view or edit the template by clicking “view / edit.”
  • Assign the task to a specific staff member
  • Then choose whether this first workflow will send at the specified time or x number of days after the automation start time.

You can create additional tasks to trigger at the same time for the same workflow by clicking “new action” in the same workflow card.

 

If you want to create an automation flow, you can add additional workflows by clicking “new workflow.” 

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Event registration date

Event registration date automations are suitable for welcoming participants to an event, providing them more information, etc. To create this automation, go to automations > events > create new campaign.

 

 

1. Automation type

 

Name the title of your automation, then, in step 1, choose “event registration date.” You will then be prompted to choose the event(s) that you are applying the automation to.

2. Automation start time

 

Enter the time the communication should activate actions.

3. Entry conditions and actions

First, select whether to exclude previously registered participants who have cancelled. This means that if the participant registered for the event, cancelled, then re-registered, they would be excluded from being re-entered into the campaign.

 

In the workflows, first choose whether the communication will send on or after the registration date. Enter how many days after.

 

Click the event dates drop down. At the top, first select whether registration is for:

• Any: participant must be registered for any of the selected event dates to enter
• All: participant must be registered for all the selected event dates to enter
• Minimum: participant must be registered for the minimum amount of event dates. You will enter the minimum number if this is selected.

 

After selecting the event dates, you can further filter the automation based on if the event participant is or is not a member of specified trials or programs or if the automation applies to everyone.

After entering the entry fields, add a new action for this workflow:

• Email:
  • Choose an email template or create a new template. Then choose whether this first workflow will send at the specified time or x number of days after the automation start time.
  • You can view or edit the template by clicking “view / edit.”
• Mobile message:
  • Choose a mobile message template or create a new template. You can view or edit the template by clicking “view / edit.”
  • Choose whether it sends and SMS or in-app message
  • Then choose whether this first workflow will send at the specified time or x number of days after the automation start time.
• Task:
  • Choose a task template or create a new template. You can view or edit the template by clicking “view / edit.”
  • Assign the task to a specific staff member
  • Then choose whether this first workflow will send at the specified time or x number of days after the automation start time.

 

You can create additional tasks to trigger at the same time for the same workflow by clicking “new action” in the same workflow card.

 

If you want to create an automation flow, you can add additional workflows by clicking “new workflow.” 

 

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Event start date

Event start date automations are suitable for providing registrants more information, following up with the registrant afterward, etc. To create this automation, go to automations > events > create new campaign.

 

 

1. Automation type

 

Name the title of your automation, then, in step 1, choose “event start date.” You will then be prompted to choose the event(s) that you are applying the automation to.

2. Automation start time

 

Enter the time the communication should activate actions.

3. Entry conditions and actions

 

First, select whether to exclude previously registered participants who have cancelled. This means that if the participant registered for the event, cancelled, then re-registered, they would be excluded from being re-entered into the campaign.

 

In the workflows, first choose whether the communication will be sent before, on, or after the start date. Enter how many days before or after.

 

Click the event dates drop down. At the top, first select whether registration is for:

• Any: participant must be registered for any of the selected event dates to enter
• All: participant must be registered for all the selected event dates to enter
• Minimum: participant must be registered for the minimum amount of event dates. You will enter the minimum number if this is selected.

 

After selecting the event dates, you can further filter the automation based on if the event participant is or is not a member of specified trials or programs or if the automation applies to everyone.

After entering the entry fields, add a new action for this workflow:

• Email:
  • Choose an email template or create a new template. Then choose whether this first workflow will send at the specified time or x number of days after the automation start time.
  • You can view or edit the template by clicking “view / edit.”
• Mobile message:
  • Choose a mobile message template or create a new template. You can view or edit the template by clicking “view / edit.”
  • Choose whether it sends and SMS or in-app message
  • Then choose whether this first workflow will send at the specified time or x number of days after the automation start time.
• Task:
  • Choose a task template or create a new template. You can view or edit the template by clicking “view / edit.”
  • Assign the task to a specific staff member
  • Then choose whether this first workflow will send at the specified time or x number of days after the automation start time.

 

You can create additional tasks to trigger at the same time for the same workflow by clicking “new action” in the same workflow card.

 

If you want to create an automation flow, you can add additional workflows by clicking “new workflow.” 

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Event end date

Event end date automations are suitable for following up with the registrant afterward, market programs they can look into, etc. To create this automation, go to automations > events > create new campaign.

 

 

1. Automation type

 

Name the title of your automation, then, in step 1, choose “event end date.” You will then be prompted to choose the event(s) that you are applying the automation to.

2. Automation start time

 

Enter the time the communication should activate actions.

3. Entry conditions and actions

 

First, select whether to exclude previously registered participants who have cancelled. This means that if the participant registered for the event, cancelled, then re-registered, they would be excluded from being re-entered into the campaign.

 

In the workflows, first choose whether the communication will be sent before, on, or after the end date. Enter how many days before or after.

 

Click the event dates drop down. At the top, first select whether registration is for:

• Any: participant must be registered for any of the selected event dates to enter
• All: participant must be registered for all the selected event dates to enter
• Minimum: participant must be registered for the minimum amount of event dates. You will enter the minimum number if this is selected.

 

After selecting the event dates, you can further filter the automation based on if the event participant is or is not a member of specified trials or programs or if the automation applies to everyone.

After entering the entry fields, add a new action for this workflow:

• Email:
  • Choose an email template or create a new template. Then choose whether this first workflow will send at the specified time or x number of days after the automation start time.
  • You can view or edit the template by clicking “view / edit.”
• Mobile message:
  • Choose a mobile message template or create a new template. You can view or edit the template by clicking “view / edit.”
  • Choose whether it sends and SMS or in-app message
  • Then choose whether this first workflow will send at the specified time or x number of days after the automation start time.
• Task:
  • Choose a task template or create a new template. You can view or edit the template by clicking “view / edit.”
  • Assign the task to a specific staff member
  • Then choose whether this first workflow will send at the specified time or x number of days after the automation start time.

 

You can create additional tasks to trigger at the same time for the same workflow by clicking “new action” in the same workflow card.

 

If you want to create an automation flow, you can add additional workflows by clicking “new workflow.” 

 

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Table and stats

 

In automations > events, you will see your list of event automations. From this page you can do the following actions:

• Toggle the automation between active and inactive
• Click on the title of the automation to make edits
• Click the email icon to see the statistics of sent, opened, clicked, bounced, and unsubscribed emails
• Click the mobile message icon to see the statistics of sent mobile messages
• Click the task icon to see the statistics of how many tasks were created
• Click the sent number to see a full recipients list
• Click the action drop down to do one of the following:
  • Edit
  • Duplicate
  • Delete

When you click into the recipients list, you will see a table with the following information:

 

• Recipient (primary customer) name

• Participant name

• Type of person (primary customer or staff)

• Email

• Phone number

• Actions taken

• Next scheduled action

 

You can click the three dots to remove a recipient from the automation workflows.

 

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Common scenarios

Event reminder

If you would like to create an automation that reminds customers of upcoming events, we recommend utilizing our “event reminder” template! This template uses the following setup:

• Type: event start date
• Entry conditions: exclude previously registered
  • Workflow 1: send 3 days before event start date to everyone
  • Workflow 2: send 1 day before event start date to everyone

 

New event registration

If you would like to create an automation that welcomes new registrants and provides them with more information about the event, we recommend utilizing our “new event registration” template! This template uses the following setup:

• Type: event registration date
• Entry conditions: exclude previously registered
  • Workflow: send on registration date to everyone

Post event upsell

If you would like to create an automation that advertises your memberships after an event, we recommend utilizing our “post event upsell” template! This template uses the following setup:

• Type: event end date
• Entry conditions: exclude previously registered
  • Workflow: send 1 day after event end date to everyone