Configuring Event Workflow – Pre-arrival

Overview

The Pre-arrival Workflow allows users to design and manage processes that occur before participants arrive at an event. Users can define pre-arrival stages, configure thank-you pages and emails, include engagement sequences, and add additional pages visible to participants. By configuring this workflow, event organizers can ensure participants receive timely communications, reminders, and instructions, streamlining the transition to on-site check-in or cancellation processes.

Step-by-Step Approach

1. Drag and Drop a Pre-arrival Workflow on the Main Editor

• Access the Workflow Editor from your event configuration dashboard.
• Drag and drop the Pre-arrival Workflow block onto the main canvas area.
• This initializes the pre-arrival process for further customization.

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

• In the workflow details panel, enter or update the Workflow Name, Description, and Stage Name.
• Provide clear and descriptive names for easier identification of the workflow stage.

3. Select Thank You Page and Thank You Email Name from the Select Field

• Choose a Thank You Page to display after participants complete pre-arrival actions.
• Select a Thank You Email template to automatically send confirmation emails.

4. Additionally, Add/Select Engagement Sequence and Pages Visible in the Workflow

• Add or select Engagement Sequences to schedule reminders, notifications, or other participant interactions.
• Include additional pages visible in the workflow via the Pages Select Field.
• These pages can provide instructions, event information, or optional steps before arrival.

5. Click on Edit Details, Lock, or Delete

• Use the available action options for the workflow block:
• Edit Details – Modify workflow configurations.
• Lock – Prevent further edits to secure the workflow setup.
• Delete – Remove the workflow block if it is no longer required.

6. Connect Workflows to Define Sequence via Input/Output Connectors

• Connect workflow blocks to create logical sequences:
• Registration → Pre-arrival → On-site Check-in (Arrived)
• Registration → Pre-arrival → Cancellation
• This ensures participants move through the correct workflow stages automatically.

7. Build a Custom Process Sequence for Pre-arrival — Engagement Sequence

• As a user you can add custom process that run before the Pre-arrival action is processed. 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 + Engagement Sequence button on the Pre-arrival 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 (e.g., Event-based, Participant-based, Workflow-based etc.).

8. Configure the Form Submitted Sequence

• In the Pre-arrival sequence, locate the Form Submitted Sequence button.
• Click the Form Submitted Sequence button to open a new tab alongside the main editor.
• In the new tab, you can add a sub-workflow specifically for the Form Submitted Sequence.
• Configure the sub-workflow actions that should run every time the pre-arrival stage form is submitted.
• Save the configuration to apply the Form Submitted Sequence to the Pre-arrival workflow.