Booking Workflow Communication Triggers

Booking workflow communication triggers let you automatically send communications when a booking moves through a defined workflow transition. This is useful for notifying internal teams, applicants, learners, or other stakeholders as a booking progresses through your sales or application process.

Because booking workflow transitions are configurable, booking communication triggers can support a wide range of use cases, from applicant updates to internal process notifications.

Why use booking workflow communication triggers

Booking workflow triggers are commonly used to:

• Keep internal teams informed when bookings move to a new stage.
• Notify applicants or learners when their booking status changes.
• Support external processes that depend on booking progression.
• Standardize communication at key workflow milestones.

Before you start

Before building a booking workflow communication trigger, make sure the related workflow and communication content are ready.

• Confirm your booking workflow is configured with the transitions you want to use.
• Create the communication template you want to send.
• Identify which workflow transition should act as the trigger point.

How booking workflow triggers work

A booking workflow communication trigger sends when a booking reaches the transition you have configured as the trigger point. The workflow transition determines when the communication becomes eligible, and the trigger configuration determines who receives it and what is sent.

This allows communications to follow the operational logic of your booking process rather than being tied only to registration or event dates.

Set up a booking workflow communication trigger

1. Go to Control Panel and open your Booking Workflow.
2. Review the available Transitions and confirm which transition should trigger the communication.
3. Create or confirm the communication template you want to use.
4. Go to Control Panel > Triggers.
5. Create a new trigger and choose the booking workflow trigger type.
6. Select the transition you want to use as the trigger point.
7. Set the audience and attach the correct template.
8. Save the trigger.

Confirm the trigger is attached to the workflow transition

After the trigger is configured, verify that it appears on the booking workflow transition you selected.

1. Go back to Control Panel > Booking Workflow.
2. Open the Transitions tab.
3. Select the transition you used as the trigger point.
4. Review the communications shown for that transition.

This is the best way to confirm that the configured communication is tied to the intended booking workflow step.

Test before enabling automatic sending

Before enabling automatic sending, test the trigger with realistic booking scenarios and confirm:

• The correct workflow transition activates the trigger.
• The correct recipients are selected.
• The communication content and merge fields are correct.
• The message is sent at the expected point in the process.

Once validated, you can switch the trigger to automatic sending.

Common use cases

• Notify applicants when their booking moves to a new stage.
• Alert internal staff when approval or follow-up is required.
• Send process updates as part of an application workflow.
• Keep operational teams informed of high-priority booking changes.

Related guides

• Triggers
• Creating and Managing Triggers
• Trigger Logs and Monitoring