Turn on a ready-made automation
The short answer
Open Settings, then Workflows under Automation, and press Turn on on a ready-made card. It saves a normal automation that runs by itself from then on. You can edit, pause or delete it in the same screen.
Turn one on
- Open Settings, then Workflows under Automation. A new venue shows “Nothing is following up for you yet”.
- Under Ready-made, one click read the card: what it does, when it runs.
- Press Turn on. A message says “Turned on. It will run on its own from now.” The card now says On.
- To change the wording, open the row menu on the automation and choose Edit workflow. To stop it for now, switch it to Paused.
The ready-made automations
| Card | Runs when | What the client gets |
|---|---|---|
| Reply to every new inquiry right away | An inquiry comes in from your booking page, a form, the API or one you typed. | “Thanks for asking about your venue”, with a link to your booking page. |
| Check back with inquiries that go quiet | An inquiry is still New after 2 days. | “Still thinking about the event?” |
| Welcome a couple the moment they book | A booking is confirmed. | “You are booked at your venue”. |
| Warn a couple before their hold ends | 2 days before a tentative hold ends. | “Your hold on the date ends soon”, and you are told too. |
| Ask for final details two weeks out | 14 days before each confirmed event. | A request for the final guest count, dietary needs and vendor arrival times. |
| Thank them and ask for a review the day after | 1 day after each confirmed or completed event. | A thank you, with your Google review link if you add one. |
| Remind clients about payments | 3 days before, and 1 and 7 days after, a payment is due. | A reminder with a Pay link for invoices. See Remind clients about payments. |
What it does not do
- Every ready-made automation emails the client. It is sent from MyVenueHQ with your account email as the reply address.
- The hold and payment cards need a database update on your account. If it is missing, the card says “isn’t ready yet”. Contact us.
- Timed automations are checked every six hours, so “after 2 days” can land up to six hours late. The check uses UTC dates, so a “two weeks out” email can go the evening before for a venue in the United States.
- Convert to event does not count as “a booking is confirmed”. The welcome email starts only when you set an event’s status to confirmed, or create it already confirmed.
- A quiet-inquiry email only goes to inquiries that fell due after you turned it on, never to imported inquiries, and stops once you mark the inquiry replied.
- A tour booking does not start the instant reply.
- The instant reply card says it shows your open dates. Your booking page shows only events you marked public and whole closed days.
- You cannot test-send an automation, duplicate one or add conditions.
Common questions
Is anything turned on for me?
No. Every automation is off until you turn it on.
Will it email last spring’s inquiries?
No. Timed automations only act on records that fall due after you create them.