Workflow recipes to copy

You do not have to invent your first workflows. Joinways ships four ready-made templates, already wired to the right trigger, the right delay and a written email, and they cover the four moments where a venue loses the most time.

This article describes each one exactly as it is delivered, so you know what you are switching on before you switch it on. Everything here can be changed afterwards.

Where to find them

Settings then “Workflows”, “Workflows” tab: the templates are in the “Ready-to-use templates” block, under the list (or in its place while the list is empty). One click creates the rule in your workspace, paused, and opens it in the editor. The proposal follow-up sequence creates its three rules at once and stays on the list. The “New workflow” button creates a blank rule.

Workflows are a Pro feature, included in the 30-day trial, and only the workspace owner can create or change them.

Post-event feedback, 2 days after

The one to start with. Two days after a confirmed event has ended, the client gets a short message asking how it went. The memory is still fresh, which is exactly when an answer is worth having.

• Trigger: Event ended, restricted to events in Confirmed.
• Delay: 2 days.
• Condition: contact email is filled in, so nothing fires on an event with no address.
• Action: send an email, already written, using the event title, the client name and the venue name.

Pre-event reminder, 7 days before

A week before a confirmed event, the client is asked for the last practical details: final guest count, timings, particular constraints. It is the message that prevents the day-before phone call.

• Trigger: Upcoming event, restricted to Confirmed.
• Delay: 7 days before the event starts, sent at 9 a.m. in the venue's own time zone.
• Condition: contact email is filled in.
• Action: send an email carrying the event title and date.

Acknowledgment when the event is created

A client who gets an answer within the hour rarely goes looking elsewhere. This template confirms receipt to the client as soon as the event is created (converted inquiry or entered by hand) and promises a proper reply, which buys you the time to write it.

• Trigger: “Event created”, restricted to events on Hold.
• Delay: none. It goes out on the next hourly pass, between 8 a.m. and 9 p.m. local time (an event created at night gets its email the next morning).
• Condition: contact email is filled in.
• Action: send the acknowledgment email.

It watches events, not the Inquiries page: an inquiry you have not converted yet does not trigger it.

Proposal follow-up, a three-step sequence

The most profitable of the four, and the only template that creates several rules at once. It follows a sent proposal that is still waiting, and it hands the deal back to a human rather than chasing forever.

1. Day 3, at 10 a.m.: a first email, if the contact has an address.
2. Day 7, at 10 a.m.: a second email, same condition.
3. Day 12: no more email. A high-priority task is created on the event, due the next day, and a notification goes to the event owner. Past that point, a phone call works better than a third message.

All three rules watch the same thing: a proposal sent and still pending. The moment the client accepts, signs, declines, the proposal is replaced by an amendment, or the event moves to Lost or Cancelled, the sequence stops on its own. You never chase someone who has already answered. On an inquiry from a platform that keeps the client relationship (Kactus, Funbooker), the two emails are not sent (“Skipped”); the D+12 task and notification are still created.

Rewrite the three emails in your own voice before switching the sequence on. A template that still reads like a template is worse than no follow-up at all.

Adapting a template

Once created, a template is an ordinary workflow: every block can be changed, and nothing ties it back to the original.

• Change the delay and the send time to match how you work.
• Narrow it with a condition on the event type, the venue, the guest count or the event owner.
• Rewrite the subject and the body, or turn on AI drafting so each message is written for its own event.
• Add an action: a task, an internal notification, or a webhook towards your own tools.

What no recipe can do

Worth knowing before you design something that cannot exist. There is no trigger on a signed proposal, on an issued invoice, or on a payment, and no condition on an amount, a deposit or a budget.

So a deposit reminder cannot be automated here. A post-signature confirmation, however, can be built with the “Event confirmed” trigger: the signature confirms the event, and the rule acts on the next pass, within the hour. For the rest, a webhook can hand over to a tool of your own.

Best practices

• Switch them on one at a time, and read the history after the first day.
• Send yourself a test email before activating: you see the real rendering, dynamic fields included.
• Keep the contact email condition on every rule that sends.
• Tell the team which templates are active, so nobody writes the message the rule already sent.

Troubleshooting

The template was created but nothing is sent

Cause: a template arrives inactive on purpose. Solution: open it, read it through, then switch it to Active.

The feedback email never goes out

Cause: the template only covers events in Confirmed, and yours are still on Hold. Solution: widen the matching statuses, or confirm the events.

The proposal sequence stopped after the first email

Cause: the client answered, which is the point. Solution: nothing to do; check the proposal's status to see what they decided.

I cannot create a workflow

Cause: only the workspace owner can, and the feature needs the Pro plan. Solution: ask the owner, or check your plan.

Real-world example

A venue switches on two templates: the acknowledgment and the proposal sequence. Every converted inquiry gets an acknowledgment within the hour, and every proposal sent gets two follow-ups and then a task. In the first month, two deals that used to be forgotten come back, and nobody wrote a single follow-up by hand.

FAQ

How many templates are there?

Four: post-event feedback, pre-event reminder, inquiry acknowledgment, and the proposal follow-up sequence.

Why does the proposal sequence create three rules?

Because each step has its own delay. You can switch off one of the three without losing the other two.

Can I use a template twice?

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

Are the template emails in my language?

Yes, in your interface language at the moment you create the template. Rewrite them in your own voice anyway, and in your clients' language if it differs.

Can I delete a template I no longer want?

Yes, like any workflow. Deactivating it is enough if you only want to pause it.

See also

• Create your first workflow
• Triggers, conditions and actions: the reference
• Get a quote signed online