Automate your post-event emails

Build rules that automatically send an email after an event: feedback, thank-you notes, quote follow-ups — with delays, conditions and dynamic fields.

Asking for feedback two days after an event, following up on a quote still in option, thanking a client: these emails always go out too late when sent by hand. Automations send them for you, every day, following rules you define once.

What you will learn

Create a rule from scratch or from a template
Configure the trigger, delay, conditions and email
Track the send history and understand statuses

Prerequisites

Pro plan (or free trial). The Basic plan does not include automations.
Workspace owner role to create, edit or delete a rule (other members can view them).
Connected mailbox. Emails are sent from the event owner's Gmail or Outlook account — each member connects theirs in Profile > Emails.

Create an automation

Open Settings > Automations, Workflows tab.
Click New automation, or start from a template: “Post-event feedback D+2” or “Unsigned quote follow-up”.
The rule opens in the editor. It is inactive by default: nothing is sent until you switch it on.

Workflow steps

Trigger. Two options: “Event ended” (the end date has passed) or “Status changed”. Then pick the statuses it applies to: Confirmed, Option, Lost, Cancelled.
Delay. From 0 to 365 days after the trigger, with a “Preferred send time” (9:00 by default). The timezone used is the event venue’s.
Condition (optional). Checks a piece of information before sending: Contact email, Event type, Venue or Number of guests — with the operators “is filled”, “is empty”, “equals”, “is different from”, “contains”. If the condition is not met, the email is skipped for that event.
“Send an email” action. Write the subject and body, and insert dynamic fields: {client_name}, {event_title}, {event_date}, {venue_name}, {owner_name}, {company_name}… A rule holds a single email action.

Test, then activate

Use “Send a test email” to receive the real rendering in your inbox (subject prefixed [Test]).
Click Save.
Activate the rule with the switch at the top of the editor. Active rules run automatically every day.

Track the send history

Each rule shows its “Send history”: Sent, Failed, Skipped or Pending, with the date. An event never receives the same email twice: a Sent or Skipped execution is final for that rule.

FAQ

Why is a send “Skipped”?

The event has no owner, or its owner hasn't connected Gmail/Outlook in Profile > Emails, or one of the rule's conditions wasn't met.

Can I send two different emails for the same event?

Yes: create two rules (for example a thank-you at D+1 and a review request at D+7). Each rule carries one email action.

Who can create rules?

Only the workspace owner. Members can view rules and their history.