NEW Automation Workflow- How to set up Automatic Emails

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Please note

This article reflects functionality as of version 4.58.2. Automations will be enhanced and expanded upon in the coming weeks and months.

Where to find Automations

Automations are no longer found in your venue settings. Navigate to Company in the main side menu and select Automations. Any automations you had previously set up have been migrated over automatically. We recommend checking that everything looks correct and is behaving as expected.

Creating a new automation

1. Go to Actions and select New Automation.
2. Give your automation a name.
3. Select a preset trigger from the following options:

• • Appointment Reminder — triggered based on the time of an appointment, including custom appointment types.
  • Customer Inactivity — triggered if a customer has not been active for a specified period of time.
  • Event Start — triggered based on the event date.
  • Payment Received — triggered when a transaction is verified.
  • Payment Reminder — triggered based on a payment due date.
  • Post Event Communication — triggered after the event date.
  • Tasting Booking Reminder — triggered based on the tasting date.
  • Custom Settings — coming soon as part of upcoming enhancements.

4. Click Next.

Configuring the automation

Apply Only In Select which venues this automation applies to. You can now apply the same automation across multiple venues from one place, rather than setting it up individually in each venue.

Categories Assign a category to help keep your automations organised. Categories are created under Company Categories.

Enabled Toggle the automation on or off. We recommend leaving it off while you configure it, then enabling it once you are ready to go live.

Apply From / Apply To Optionally set a date range for when the automation should be active.

Trigger

The trigger determines what causes the email or activity to be sent. The context is set by the preset you chose in step one.

For event-based automations you can trigger off:

• Start Date
• End Date (useful for multi-day events)
• Confirmed Date — the date the event was moved from Confirmation Pending to Confirmed
• Last Customer Interaction Date

Set the number of days before or after the trigger date, and the specific time the automation should send. If no time is set, the automation will trigger at midnight. To make emails appear less automated, consider sending during business hours, for example 9:04.

Conditions

Conditions allow you to apply rules so the automation only sends when specific criteria are met. The context available is determined by your trigger type.

Examples of rules you might apply:

• Type is equal to Wedding — to send only to wedding events.
• Type is not equal to Corporate — to send to all event types except corporate.
• Status is equal to Confirmed — to prevent the automation sending to cancelled, completed, or pending events.

You can add multiple rules and group them as needed.

Action

Choose what happens when the automation triggers:

• Send a Template — select an email template to send to the customer.
• Create an Activity — log an activity to the event's activity list.

If sending a template across multiple venues, you will need to assign a template to each venue individually, as templates are venue-specific.

Delay Optionally add an artificial delay on top of your trigger date if you need the action to fire a set number of days after the trigger point.

Reviewing and enabling

Use the preview screen to review your rules, timing, and actions before saving. When you are ready, toggle the automation to Enabled and save to go live. You can then find it in your automations list and use the filters to locate it by venue or event type.

Managing automations at the event level

Each individual event now has its own Automations section, allowing you to see which automations are scheduled to run for that event. From here you can:

• Enable an automation for that specific event only.
• Pause upcoming automation attempts.
• Restrict an automation from sending for that event entirely.

This is particularly useful in sensitive situations where you may not want a particular automated email to go out.

Updated on: 29/05/2026