Automation

Navigate to: Menu > Contracts & Signatures > Automation

Overview

Automations send emails and notifications for you, triggered by something happening in Backstage Manager. For example, you can email ticket holders a reminder the day before a performance, send a thank you and feedback request the morning after, or notify your team when a card moves in a show pipeline.

Each automation is called a workflow, added using the Add Workflowte button.

The Automation page

•       Add Workflowte: Create a new automation

•       Add Template: Create the email template your automation will send

•       Show Active: Show only active automations

•       Show Inactive: Show only inactive automations

•       Show Inactive & Active: Show all automations

Create an automation

•       Go to Contracts & Signatures > Automation

•       Click Add Workflowte

•       Choose your trigger (see Triggers below)

•       Choose when it should be sent: enter a number and choose minutes, hours, days, weeks or months

•       Choose what happens:

•       Send a campaign: Emails your campaign to the contacts

•       Send me a notification: Sends an internal notification to you

•       Select your template: Choose the email template to send

•       A preview of the selected email template will appear

•       If you're happy with it, click Save Workflowte

Triggers

•       Time before an event

•       Time after an event

•       Time after a successful scan for an event

•       Time before an event a successful scan is made

•       Time after an event is bought

•       Time after a product is bought

•       Time after an item with a tag is bought

•       Time after a tag is added to a contact

•       Time after board movement (used for pipeline card notifications, see below)

Activate, deactivate or edit an automation

Find the automation in the list and click Activate, Deactivate or Edit.

Email templates

Automations send an email template. Templates are created in Email & Promotions > Template Designs, or by clicking Add Template on this page.

When building your template, add the merge tags you need so each email is personalised, for example the customer's name, the show name and the performance date and time.

Automated card notifications in pipelines

You can email the people assigned to a card whenever that card moves between stages in a show pipeline.

Step 1: Add card assignees to your template

•       Edit or create a card template in Acts & Performers > Pipelines > Card Templates

•       Add the Card Assignee field

•       Assign one or more contacts. They will be notified when a card moves from one stage to another.

•       You can add multiple assignees from your contacts, or create new ones

Tip: You can add the Card Assignee field to an existing card template.

Step 2: Create your email notification template

•       Go to Email & Promotions > Template Designs

•       Create the email your contacts will receive when a card is moved

Step 3: Set up the automation rule

•       Go to Acts & Performers > Pipelines and click Manage Automation

•       Select Add Workflowte, then choose Time After Board Movement

•       Pick the pipeline, set the notification timing, and select your email template

•       Save

Assignees will now automatically receive an email every time a card moves on that pipeline. This keeps everyone in the loop and makes it easier to work together across teams, companies and promoters.

Automation ideas for theatres

•       Performance reminder: Time before an event, sent the day before, with arrival times, access information and travel advice

•       Thank you and feedback: Time after an event, sent the next morning, with a link to a feedback form

•       Welcome new bookers: Time after an event is bought, confirming what happens next

•       Upsell: Time after a product is bought, suggesting pre-show dining or a programme

•       Win back non-attenders: Time after an event where no successful scan was made, checking in with customers who didn't arrive

•       Membership follow-up: Time after a tag is added to a contact, welcoming new members

•       Contracting chase: Time after board movement, notifying your team when a show reaches the Contracting stage