Events: Invite workflow

What do we want to achieve?

When managing events, it can be a stressful process, from finding the venue, organising guest speakers to sending out the invites. To help ensure the event goes without a hitch and alleviate some of the stress, this workflow will help automate the invite process for your event, sending out invites and checking who has booked on after each send. Once booked on we then add them to a group, so we have all our booked on contacts in one place and also notify the relevant contact (such as the account manager) that the contact has booked on.

What is the benefit?

This workflow helps ensure you get as many bookings as possible by sending out invite emails and resending the invite if they do not book on each time.

Furthermore, with Gatorworkflow you are able to send customised notification emails when the contact does book on, that pulls in the individual’s details into the email notification and even pull in the email address the notification is going to, via the attribute data (e.g. account manager), so that only the relevant account manager is notified.

By using conditions that look at whether the contact has booked onto the event after each invite, we can ensure the below:

  • Not booked on  we can send another invitation to try and increase the number of contacts booking on
  • Booked on  No further invites needed, can notify account manager so they have the details needed.

The journey:

  1. The contacts enter via a GatorMail entry stage
  2. We then store the accountmanageremail attribute data in the workflow for use later on in the workflow via a ‘store contact value’ stage.
  3. The contact then receives the first Invite campaign
  4. They move to another 14 day wait stage.
  5. There is then a condition that checks if the lead has booked onto the event.
  6. If the contact hasn’t booked onto the event, they then move onto receiving the second invite campaign and continue on through the above process of a wait period and a condition until they book on or reach the fourth condition and still haven’t booked on in which they then exit.
  7. If the contact does book on, then they get added to a group for those that have booked on. A notification email is then sent to the Account Manager for that contact with the contacts details in to let them know they’ve booked on. They then move towards the final exit stage.


If you have any questions about this workflow or any of the workflows in these case studies, please get in contact with your account manager.