Configuring Stage Actions Workflow

Overview

The Stage Actions Workflow allows you to manage participant progression through defined workflow stages such as approval, rejection, arrival, or decline. Using this workflow, you can configure stage-specific details, assign approval emails, control how the stage is counted in reporting, and determine whether manual stage changes are allowed.

This workflow is typically used when participant movement requires approval or conditional processing.

Step-by-Step Approach

1. Drag and drop the Stage Actions Workflow onto the Main Editor

Navigate to the Workflow Builder.
Locate the Stage Actions Workflow block.
Drag and drop it onto the Main Editor.
Position the block at the point in the workflow where stage-based processing should occur.

2. Enter or edit the workflow name and description

Select the Stage Actions Workflow block.
Click Edit details.
Enter or update the Workflow Name so it clearly identifies the purpose of the workflow.
Add a Description to provide internal guidance or clarification.
Save your changes.

3. Enter or edit the Workflow Stage Name

Locate the Stage Name field.
Enter a name for the stage that participants will enter (for example, Pending Approval or Review Required).
This name will be used to track participants in this stage.

4. Select an Approval Email

Open the Approval Email select field.
Choose the email template that will be sent when the participant is approved or moved forward in the stage.
Ensure the template contains the required approval messaging.

5. Select Approval Email – Field 1

Open the Approval Email – Field 1 select field.
Choose the field value to be used within the approval email template (for example, name or booking reference).
This enables dynamic data to be merged into the email.

6. Select Approval Email – Field 2

Open the Approval Email – Field 2 select field.
Select the second merge field you want to include in the approval email content.
This supports further personalization or contextual information.

7. Additionally select “Count as”

Open the Count as select field.
Select how this stage should be counted for reporting or metrics purposes.
This setting determines how participants in this stage appear in dashboards and reports.

8. Select or unselect “Disable Manual Stage Change”

Enable this option if you want to prevent manual movement of participants into or out of this stage.
Leave it unselected if administrators should still be able to manually change the participant stage.

9. Connect this workflow to other blocks

You can connect the Stage Actions Workflow to other stages such as:

Approve
Reject
Pre-arrival
Arrival
Decline
Or any other subsequent workflow blocks

10. Connect this workflow to other blocks

You can connect the Stage Actions Workflow to other stages such as:

Approve
Reject
Pre-arrival
Arrival
Decline
Or any other subsequent workflow blocks

11. Build a Custom Process Sequence for Engagement Sequence

As a user you can add custom process that run before the Stage 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 Stage Actions 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.

This ensures the participant moves through the correct journey depending on the outcome.

Outcome

Once configured, the Stage Actions Workflow controls how participants are processed through approval or conditional stages. It standardises communication, improves tracking, and ensures participants move through consistent workflow paths based on configured results and approvals.

Related to