Automation Workflows

By creavio Team April 10, 2026 1 views

Automation Workflows

You should not have to remember to send a prep email 7 days before every session. Or a follow-up after every gallery delivery. Automations handle the repetitive communication so you can focus on shooting and editing.

What Is a Workflow?

A workflow is a sequence of actions triggered by an event. Example: when a client books a session, wait 24 hours, then send a welcome email. Wait 7 days before the session, send a prep email. Wait 1 day after the session, send a thank you.

Creating a Workflow

  1. Go to Communication > Automations
  2. Click + New Workflow
  3. Choose a trigger — the event that starts the workflow
  4. Add actions — what happens after the trigger
  5. Set timing — when each action runs relative to the trigger
  6. Click Activate

Available Triggers

  • Booking confirmed — a client completes a booking
  • Invoice paid — an invoice is fully paid
  • Invoice overdue — an invoice passes its due date
  • Form submitted — a form on your website is completed
  • Gallery delivered — a collection is shared with a client
  • Contract signed — a client signs a contract
  • Pipeline stage changed — a client moves to a specific stage
  • Client created — a new client is added to your CRM
  • Date-based — X days before or after a session date

Available Actions

  • Send email — using an email template
  • Wait — pause for a set duration (hours, days, weeks)
  • Move pipeline stage — automatically advance the client
  • Add tag — tag the client for segmentation
  • Create task — add a to-do for yourself
  • Send notification — ping yourself or a team member

Example Workflows

New Booking Sequence

  1. Trigger: Booking confirmed
  2. Immediately: Send "Welcome" email with session prep link
  3. Wait until 7 days before session: Send "What to Wear" email
  4. Wait until 1 day before session: Send "See you tomorrow!" email
  5. Wait until 1 day after session: Send "How was your session?" email

Invoice Reminder Sequence

  1. Trigger: Invoice created
  2. Wait until 3 days before due date: Send "Payment reminder" email
  3. Trigger: Invoice overdue
  4. Wait 1 day: Send "Payment overdue" email
  5. Wait 7 days: Send "Final notice" email

Post-Delivery Re-engagement

  1. Trigger: Gallery delivered
  2. Wait 30 days: Send "Review request" email
  3. Wait 11 months: Send "Anniversary" email with rebooking offer

Workflow Status

Each workflow shows:

  • Active/Paused — toggle to start or stop the workflow
  • Enrolled — how many clients are currently in the workflow
  • Completed — how many have gone through the full sequence
  • Activity log — detailed history of every action taken

Avoiding Over-Automation

Not everything should be automated. A personal follow-up after a wedding means more than a templated one. Use automations for operational stuff (confirmations, reminders, prep emails) and save the personal touch for milestone moments.