Configuring Event Workflow – Invitation

Overview

The Process Actions Configuration allows users to design, customize, and manage workflow actions within the event system. These actions define how invitations, approvals, and communications progress automatically within the workflow. By configuring and managing invitation workflows, users can streamline participant engagement, automate follow-ups, and maintain process consistency.

Step-by-Step Approach

1. Drag and Drop an Invitation Workflow on the Main Editor

Access the Workflow Editor from your event configuration dashboard.
Drag and drop the Invitation Workflow block onto the main canvas area.
This action initializes a new invitation process that can be customized further.

2. Review and Update Workflow Fields: Invitation Email, Invitation Stage Name

Select the newly added Invitation Workflow block on the editor.
Review and update the workflow’s key fields such as Invitation Email and Invitation Stage Name.
Ensure the email and stage information are relevant to the event’s communication process.

3. Enter or Edit Workflow Name, Description, and Stage Name

In the workflow details panel, enter or edit the Workflow Name, Description, and Stage Name.
Provide clear and meaningful names to ensure workflow clarity and easier identification.

4. Select Invitation Email Template from the Select Field on Edit Workflow

Open the Edit Workflow view for the invitation process.
From the available templates, choose an appropriate Invitation Email Template.
This ensures that automated invitation messages align with event branding and tone.

6. Click on Edit Details, Lock, or Delete

Use the action options available for each workflow block:

Edit Details – Modify existing workflow configurations.
Lock – Prevent further changes to secure the workflow setup.
Delete – Remove the workflow block if it’s no longer required.

These options help maintain control and version safety in workflow management.

7. Connect this Block to Other Blocks: Public Registration / Registration

From the canvas, connect the Invitation Workflow block to other related process blocks like Public Registration or Registration.
This creates a logical flow between invitation and registration steps.
Ensures a seamless transition from invitation sending to participant registration within the workflow.

8. Build the Custom Process for After Invitation Sequence

As a user you can add custom process that run after the invitation message is sent. Examples include:

Send a follow-up notification or reminder.
Tag or update participant profile fields.
Trigger conditional steps based on response.
Add participants to a segment or group.
Start another automated workflow.

To do this:

Click the + After Invitation Sequence button on the Invitation block.
Select the action type you want to include.
Configure the action details (rules, message content, timing, etc.).
Repeat this step to chain multiple actions and create a process sequence.

Apply Conditions(Optional):

If required, add conditions so actions trigger only when criteria are met.

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