Configuring Event Workflow – Cancelation

Overview

The Cancelation Workflow allows event organisers to manage and automate participant actions when a registration is canceled. Users can customize the cancelation process by configuring key fields such as cancelation stages, forms, emails, and workflow sequences. This setup ensures a seamless and automated experience for both participants and organizers when cancellations occur.

Step-by-Step Approach

1. Drag and Drop Cancelation Workflow on the Main Editor

• Access the Workflow Editor from your event configuration dashboard.
• Drag and drop the Cancelation Workflow block onto the main editor canvas.
• Once placed, the workflow edit view displays the following fields:
• Cancelation Stage Name
• Disable Forms
• Forms
• Cancelation Email
• Refund Email
• Cancelation with Reason Custom Stage Name
• Continue Registration After Cancellation
• Initiation Sequence
• Finalization Sequence

2. Edit Workflow Details

• Click on Edit Details within the Cancelation Workflow block.
• You can also choose to Lock or Delete the workflow as needed.

3. Enter or Edit Workflow Information

• Provide or update details such as:
• Workflow Name
• Description
• Cancelation Stage Name
• Cancelation with Reason Custom Stage

4. Configure Form Options

• Use the Disable Forms toggle to turn form access on or off.
• When forms are enabled, select the appropriate form from the Forms dropdown.

5. Set Email and Continuation Options

• From the edit view, select:
• Cancelation Email – to notify participants of cancellation.
• Refund Email – to confirm refund details.
• Continue Registration After Cancellation – choose whether the user can continue with registration after cancellation.

6. Add Workflow Sequences

• Optionally, configure automation sequences for better control:
• Cancelation Confirmed Sequence – is used to trigger actions when the participant cancels the registration.
• Cancelation Form Sequence – is used to trigger actions when the participant submits the cancelation form.

7. Build a Custom Process for Cancelation Confirmed Sequence

As a user you can add custom process when the participant cancels the registration. 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 Cancelation Confirmed Sequence button on the Cancelation block.
• Select the action type you want to include.
• Configure the action details (rules, message content, timing, etc.).

Apply Conditions(Optional):

• If required, add conditions so actions trigger only when criteria are met (e.g., Event-based, Participant-based, Workflow-based etc.).

9. Build a Custom Process for Cancelation-Form Confirmed Sequence

As a user you can add custom process when the participant submits the cancelation form. 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 + Cancelation-Form Confirmed Sequence button on the Cancelation block.
• Select the action type you want to include.
• Configure the action details (rules, message content, timing, etc.).

Apply Conditions(Optional):

• If required, add conditions so actions trigger only when criteria are met (e.g., Event-based, Participant-based, Workflow-based etc.).

7. Connect Workflows

• Use input connectors to define the process flow across related workflows:
  Invitation → Registration → Cancelation
• This ensures seamless transitions between workflows and a consistent participant experience.