Automation
How does an automated flow work?
A workflow always follows the same logic, in three steps:
Trigger : this is the event that automatically starts the flow.
Filter (optional) : these are the conditions that must be met for the flow to continue.
Action(s) : these are the tasks that will be executed automatically.
Simple example:
Trigger : A new guest is added to the "VIP" category.
Filter : Their first name is "John".
Action : A special email is sent.
If the conditions are not met, then nothing happens.
Triggers – What starts the flow
A trigger is an event detected by Eventmaker, such as the creation of a guest or their registration to a session. This starts a flow automatically.
Examples of available triggers:
A guest is added in the Back Office.
Someone registers for a session.
A guest connects to a live page (virtual check-in).
⚠️ Some events cannot be used as triggers if they are not recorded in the database. If you need a specific trigger, you can request it from our product team.
Filters – Add conditions
Filters are used to refine flows by adding precise rules.
A filter is based on:
Information (e.g.: a guest's first name),
A comparator (e.g.: equals, contains, greater than…),
A value (e.g.: "John").
You can combine multiple conditions with "AND" or "OR" to create more precise rules.
Actions – What is done automatically
Once the conditions are met, the actions defined in the flow are executed. Multiple actions can be chained.
Examples of possible actions :
Send an email.
Change a guest's status.
Wait a certain amount of time between two actions.
⚠️ If you need to add an action that does not yet exist, a request can be submitted to our product team.
Monitor and manage flows
To check that everything is working, a tab allows you to view the flow history: it shows the data used, the actions performed, and any errors that occurred.
⚠️ Flows run asynchronously, which means they can sometimes take a little time to execute, especially if other actions are launched in parallel (for example, mass email sending).
Additional information
Use the Context Selector for dynamic data:
The Context Selector allows you to insert into your settings or content information from previous steps of the workflow (name, email, status, etc.).
🆕 It has been improved to:
mix static text and dynamic values,
search across all data levels,
open only when you want it (via the "+" button to the right of the field).
Flow versions
Each modification of a flow creates a new version. If a flow is launched with version X, it will continue to use that version even if you make changes in the meantime.
Advanced scenario example
“If a guest is in the Visitor category and their company is not Eventmaker, then:
Send a first email 24 hours after their registration.
Then, send another email on a specific date.”
Once your automation is configured, return to the summary page of your workflows. There you will find all your active scenarios as well as a detailed history showing the status of each execution: Not triggered, Filtered, Completed.
If you need a trigger or an action that does not yet exist, you can submit a detailed request to the product team, our goal being to make your life as easy as possible.
Thanks to this feature, Eventmaker lets you save time, avoid repetitive tasks and manage your events with precision, without technical complexity. A simple and powerful way to automate event management.