The Event Workflow Module in Zencal allows you to fully automate email communication with participants in your training sessions, workshops, or webinars.
Basic Information
Name the scenario and decide whether it should be active.
- Scenario Name: A text field for entering a name (e.g., “Booking Confirmation Email”).
- Status: A toggle switch that lets you set the scenario to Active or Inactive.
Step-by-Step Scenario Configuration
Step 1: What the scenario is about
In the first step, select the Events module (used to manage participant registrations and event cancellations).
Step 2: Scope
Specify for which events this scenario should run:
- All events: The scenario will run automatically for every event created.
- Selected events: This allows you to specify specific events from the list for which the automation should run.
Step 3: Trigger
Select the trigger that will trigger the message to be sent:
- Immediately after the event:
- When someone registers for an event: Triggers immediately after a participant registers.
- When the event is canceled: Triggers when the entire event is canceled.
- Before or after the date:
- Before the event starts: Sends a reminder a specified amount of time in advance.
- After the event: Sends an email after the event has taken place
Step 4: Actions
Define the actions the system should perform once the conditions are met:
- Action type:
- Send an email
- Send an SMS
- Send a webhook
- Email settings:
- Email subject: Field for entering the subject (with the option to select a language version/default).
- Message body:
You can choose between two methods for creating messages:
- Standard editor – allows you to easily create content and add dynamic variables (e.g., customer name, appointment date) with a live preview option.
- HTML Editor – allows you to paste your own template code, fully customized to your company’s branding and colors.
- Reply-to address (optional): Your own email address for customer replies.
- Recipient: Select the target recipient group (e.g., Participant, You (Organizer), You and Participant)