Events and Workflows Integration, Automate the Entire Event Journey
Trigger workflows from event registrations and check-ins, use event data in conditions, and time actions relative to the event date to automate every stage of the attendee lifecycle.
This article explains how to connect Scotify Solutions Events with Workflows to automate registration confirmations, pre-event reminders, check-in actions, and post-event follow-ups.
You'll learn how to use event-based triggers, event data in workflow conditions, and event-relative timing to build personalized attendee journeys.
1What is Events and Workflows Integration?
Events and Workflows Integration connects your Scotify Solutions Events with the Automation platform to trigger workflows based on attendee activity, use event details in conditional logic, and time workflow actions around the actual event date.
This integration extends event management beyond the registration experience into the entire attendee lifecycle, from the moment someone registers through pre-event engagement, check-in activity, and post-event follow-ups.
Event data becomes actionable across all workflow capabilities, allowing you to build personalized journeys based on registration status, ticket type, check-in behavior, and event-specific details.
2Key Benefits
Connecting Events to Workflows delivers powerful automation capabilities tailored to the event experience:
3Event-Based Workflow Triggers
Scotify Solutions Workflows can start automatically when specific event activity occurs, allowing you to respond to attendee behavior in real time.
Trigger 1: Event Registration
Starts a workflow when a contact registers for an event. Use this trigger to send branded confirmation messages, add tags, or begin pre-event engagement sequences.
Trigger 2: Event Checked In
Starts a workflow when an attendee checks in at the event. Use this trigger to send welcome messages, unlock exclusive content, or begin post-event follow-up campaigns.
Trigger Filters
Both triggers support filtering by event context to create targeted workflows:
- Registration status
- Specific event
- Who the registration was booked by
- Ticket type
- Check-in details
Filters allow you to build different workflows for different events, ticket categories, registration states, or attendee behaviors without creating separate event setups.
4Using Event Data in Workflow Conditions
Event context is accessible within workflow conditions, allowing you to build dynamic branches based on event details and attendee behavior.
A single workflow can respond differently depending on which event triggered it, what ticket type was purchased, or when the event is scheduled to occur.
Use the following event information when building workflow conditions:
5Wait Relative to the Event Date
The Wait action in workflows can reference the event date from the workflow trigger, allowing you to time workflow steps relative to when the event occurs.
This capability eliminates the need to manually calculate dates or create separate workflows for different event schedules.
Option 1: At the Event Date/Time
Continue the workflow exactly when the event is scheduled to start. Use this timing to send last-minute instructions or activate day-of communications.
Option 2: Before the Event
Wait until a specific amount of time before the event. For example, send a reminder 7 days, 3 days, or 2 hours before the event starts.
Option 3: After the Event
Wait until a specific amount of time after the event ends. Use this timing to send thank-you messages, surveys, recordings, or begin post-event nurture campaigns.
Build sophisticated attendee journeys by layering event triggers with conditional branches and event-relative wait actions. A single workflow can respond dynamically to any event, ticket type, or attendee behavior.
6How to Set Up Event-Based Workflows
Follow these steps to create a workflow that responds to event activity in Scotify Solutions:
- Navigate to Workflows: Go to Automation in the main navigation menu, then select Workflows. Click Create Workflow. Choose a blank workflow or select a template.
- Select an Event Trigger: In the workflow builder, choose a trigger type: Event Registration (starts when someone registers) or Event Checked In (starts when an attendee checks in).
- Configure Trigger Filters (Optional): Add filters to narrow when the workflow triggers (by event name/type, ticket type, registration status, or who booked).
- Add Workflow Actions: Build your workflow by adding actions such as sending emails, SMS messages, updating contact fields, adding tags, creating opportunities, or assigning tasks.
- Use Event Data in Conditions: Add conditional branches using event data fields (event name, ticket type, location, timing) to create personalized paths.
- Configure Event-Relative Wait Actions: Add a Wait action and select event-relative timing (e.g., wait until X days/hours before the event, at event date/time, or X days/hours after).
- Test and Activate the Workflow: Use workflow test mode or create a test event registration to verify the workflow triggers correctly, then click Publish.
7Common Event Automation Use Cases
Events and Workflows Integration unlocks powerful automation scenarios across the entire attendee lifecycle:
Use Case 1: Branded Registration Confirmations
Send custom-branded email or SMS templates immediately after someone registers. Include personalized event details, calendar links, or special instructions.
Use Case 2: Pre-Event Reminder Sequences
Build multi-step reminder campaigns that send messages 7 days before, 3 days before, and a few hours before using event-relative timing.
Use Case 3: Ticket-Specific Journeys
Deliver different experiences based on ticket type. Send VIP ticket holders exclusive content or offer free registrants upgrade opportunities.
Use Case 4: Check-In Automations
Trigger workflows when an attendee checks in at the event to send welcome messages, unlock gated content, or notify internal teams.
Use Case 5: Post-Event Nurturing
Automatically send thank-you messages, feedback surveys, event recordings, or follow-up offers after the event ends.
Use Case 6: Sales and CRM Journeys
Route event attendees into sales pipelines, assign opportunities, notify team members, add tags, or trigger any workflow action.
8Frequently Asked Questions
Q: Do I need to create separate workflows for each event?
No. You can build a single workflow that responds to all events and use trigger filters or conditional branches to customize behavior based on event name, ticket type, or other event context.
Q: Can I use event data in email templates?
Yes. Event data such as event name, date, location, and ticket details are available as custom values within workflow actions including email and SMS templates.
Q: What happens if someone registers for an event that already occurred?
Workflows with event-relative wait actions handle past events intelligently. If the event date has already passed, wait actions set to occur before the event will not trigger, and actions set to occur after the event will execute immediately.
Q: Can I send different reminders based on ticket type?
Yes. Use the ticket information available in workflow conditions to branch the workflow based on ticket type (e.g., VIP vs. standard).
Q: Do event-based workflows work with recurring events?
Yes. Each occurrence of a recurring event is treated as a separate event instance. Workflows trigger independently for each registration or check-in.
Q: How do I stop a workflow if an attendee cancels their registration?
Use workflow exit conditions or goal-based workflow completion tied to registration status changes. When a contact's status changes to canceled, they can be automatically removed.