Workflow examples to copy

The four ready-to-use templates and three recipes to rebuild: quote follow-up, pre-event reminder, BEO client form.

Updated October 27, 2026

You don't have to invent your first workflows. Joinways ships four templates already wired to the right trigger, the right delay and a written email, for the moments where a venue loses the most time.

This article describes each template as shipped, then three recipes to rebuild yourself, two of them around the BEO. Everything can be changed afterwards.

What you'll learn

What each of the four templates contains.
Build a reminder for the BEO client form.
Alert the team when the BEO has not gone out.
Adapt a template without mistakes.

Prerequisites

Pro plan or trial, Owner or Admin role.
For emails: the event owner's mailbox connected in "Settings" > "My mailbox".
For the BEO recipes: a client form created on the venue. See Prepare a function sheet (BEO).

1. Where to find the templates

"Settings" > "Workflows", "Workflows" tab: the templates are in the "Ready-to-use templates" block, under the list. One click creates the workflow paused and opens it in the editor. The quote follow-up sequence creates its three workflows at once and stays on the list.

2. Post-event feedback D+2

Two days after a confirmed event ends, the client gets a short message asking how it went, while the memory is fresh.

Trigger: "Event ended", status Confirmed.
Delay: 2 days.
Condition: "Contact email" "is filled in".
Action: an email with the event title, the client name and the venue name.

3. Pre-event reminder

A week before a confirmed event, the client is asked for the last details: final guest count, times, constraints.

Trigger: "Upcoming event", status Confirmed.
Delay: 7 days before the start, at 9 am in the venue's time zone.
Condition: "Contact email" "is filled in".
Action: an email with the title and {event_date}, which shows the full range for a multi-day event.

4. Acknowledgment when the event is created

As soon as an event is created (converted inquiry or entered by hand), the client gets confirmation that their request is being handled.

Trigger: "Event created", status Hold.
Delay: none. The email goes out at the next hourly pass, between 8 am and 9 pm local time.
Condition: "Contact email" "is filled in".
Action: the acknowledgment email.

It watches events, not Inquiries: an unconverted inquiry does not fire it.

5. Proposal follow-up (sequence)

The only template that creates several workflows. It follows a sent quote still pending, then hands over to a person.

D+3, at 10 am: a first email, if the contact has an address.
D+7, at 10 am: a second email, same condition.
D+12: a High priority task on the event, due the next day, and a notification to the owner.

As soon as the client accepts, signs or declines, the quote is replaced by an amendment or the event moves to Lost or Cancelled, the sequence stops on its own. On an inquiry from a platform that keeps the client relationship (Kactus, Funbooker), the emails are "Skipped"; the D+12 task and notification remain.

Tip: rewrite the three emails in your own words before turning the sequence on. A template that reads like a template convinces less than a follow-up you wrote.

6. Recipe: remind the BEO client form

The client must fill in their form (menus, dietary needs, times) before you finalize the BEO. This workflow reminds them only if they have not done it yet.

Trigger: "Upcoming event", status Confirmed.
Delay: 21 days before the start, at 9 am.
Conditions: "Contact email" "is filled in"; "BEO client form" "is not filled in yet".
Action: an email with {beo_form_link} and {event_date}.

The BEO client form condition set to "not filled in yet", with the note that it is checked right before acting. — The client form condition, checked right before the send.

The condition is checked right before acting: a client who fills in the form in the meantime receives nothing. Duplicate the rule at 14 and 7 days before for a second and third reminder.

7. Recipe: alert the team when the BEO has not gone out

Five days before the event, if the BEO has never been sent, the owner gets a task to finalize it.

Trigger: "Upcoming event", status Confirmed.
Delay: 5 days before the start, at 9 am.
Condition: "BEO" "has never been sent".
Action: "Create a task", High priority, due "In N days" set to 0, with {beo_team_link} in the description to open the full BEO.

{beo_team_link} gives access to internal notes: keep it for tasks and notifications, never for an email to the client.

8. Recipe: a welcome message after signing

Trigger: "Event confirmed", status Confirmed (no delay).
Condition: "Contact email" "is filled in".
Action: a welcome email, optionally with {beo_client_link} so the client can follow their BEO.

Signing the quote confirms the event, unless "Confirm the event on signature" is off in the "Built-in" tab: the message then goes out when you click "Validate the booking".

Adapt a template

Once created, a template is an ordinary workflow: every step can be changed, and nothing links it to the original anymore.

Change the delay and the "Preferred run time".
Narrow it with a condition on event type, venue, number of guests or owner.
Rewrite the subject and message, or turn on "AI drafting".
Add an action: a task, a notification or a webhook.

What no recipe can do

There is no trigger on an issued invoice or a payment, and no condition on an amount or a deposit: a deposit reminder cannot be automated here. To prepare follow-ups you approve one by one, ask the Joinways agent for a scheduled task instead.

Example: a wedding estate

An estate turns on the acknowledgment, the quote sequence and the client form reminder at 21 days before. Each couple gets an acknowledgment within the hour, their quotes are followed up twice, and the form is only requested from those who have not filled it in. In the first month, nobody wrote a follow-up by hand.

Troubleshooting

The template is created but nothing goes out

Cause: a template arrives paused, on purpose. Solution: review it, then turn it on.

The feedback email never goes out

Cause: the template only covers Confirmed events. Solution: widen the "Matching statuses" or confirm your events.

The client form reminder is "Skipped"

Cause: the client already filled in the form, or the venue has no client form. Solution: nothing to do in the first case; in the second, create the form in the venue settings.

The quote sequence stopped after the first email

Cause: the client answered (accepted, signed or declined). Solution: nothing to do; check the quote status.

Frequently asked questions

How many templates are there?

Four: "Post-event feedback D+2", "Pre-event reminder", "Acknowledgment when the event is created" and "Proposal follow-up (sequence)".

Why does the quote sequence create three workflows?

Each step has its own delay. You can pause one without touching the other two.

Are the template emails in my language?

In your interface language at creation time. Rewrite them in your clients' language if it differs.

Can I use a template twice?

Yes. Create it again and narrow each copy with a condition, for example one per venue.