Booking Workflows

By creavio Team April 10, 2026 1 views

Booking Workflows

A booking is just the beginning. After a client books a session, there's a chain of things that need to happen — send a confirmation email, deliver a questionnaire, collect a retainer, share a prep guide. Booking workflows automate all of it.

What Is a Booking Workflow?

A booking workflow is an automation that triggers when a session is booked and executes a series of actions in sequence. Instead of manually remembering every step, creavio handles the follow-through for you.

Setting Up a Booking Workflow

  1. Go to Automations > Workflows and click New Workflow.
  2. Select Booking Confirmed as the trigger.
  3. Optionally add a condition — for example, "Only for session type: Wedding."
  4. Add your actions in order. A typical booking workflow looks like this:

Example: Wedding Booking Workflow

  • Immediately: Send confirmation email with session details and a copy of the signed contract.
  • Immediately: Create a task — "Review wedding timeline with client."
  • 1 day later: Send a welcome questionnaire to gather venue details, bridal party info, and must-have shot list.
  • 3 days later: Send a prep guide email with outfit tips and timeline expectations.
  • 14 days before session: Send a reminder email with date, time, location, and parking details.
  • 1 day before session: Send an SMS reminder.
  • 1 day after session: Send a thank-you email with a sneak peek timeline.

Conditional Branching

Use conditions to customize the workflow based on session details:

  • Session type: Send different prep guides for weddings vs. portraits.
  • Package selected: If the client booked an album package, add an album design task.
  • Location: Include location-specific directions and parking info.

Testing Your Workflow

Create a test client and book a dummy session to run through the workflow. Check the Automation Log to see each step execute. Verify that emails arrive, questionnaires are sent, and tasks are created. Fix any issues before applying the workflow to real bookings.

Managing Active Workflows

View all active workflows in Automations > Workflows. Pause, edit, or delete workflows at any time. If you edit a workflow, changes apply to future bookings only — clients already in the workflow continue on the original path.