Venue Management - Creating Workflows

1. What is a Workflow, and why use them?
2. How to Create a Workflow
3. How to add a Task
4. How to add a Milestone
5. How to add these to events
6. Academy Video [New]
7. Next Steps

What is a Workflow, and why use them?

Workflows are one of Hostology's great time saving features!

Workflows are an automated set of tasks and milestones, which you can simply add to your events, to simplify and automate the planning process. Workflows will be created based on either the event date, or the date confirmed. So you can automate dates for tasks and milestones without needing to figure out the dates! Firstly, some definitions:

• Worfklow - The overall template, including multiple tasks and milestones
• Task - A task is a specific reminder. It has the ability to be completed. It also sends an email reminder to you and your customers on the day due - so useful for key items and reminders!
• Milestone - Is more of a guide post. Milestones are used to help show the planning flow to you and your customers, where there is no "Specific" time the items are due. No email reminders are sent for Milestones, these are a great visual guide.

You can create as many as you like, with unlimited tasks and milestones within them.

Use this to save you time in the planning, some examples of what our customers use them for:

• Sending reminders to their customers to make payments
• Sending reminders to themselves to book in planning meetings
• Reminders to send out key information/contracts
• An overview to customers of the planning timeline and "What to expect" (this has proved a real winner for minimising confusion and questions from customers!).
• Whatever you want.

How to create a workflow

To create a workflow, navigate to your venue and click on 'Planning' then 'Workflows':

Then click on 'Add new workflow'. Here you can name your workflow, choose the event type and status as well as add notes to your workflow. Once filling out the required fields click on 'Save':

How to add a task

To add a task to a workflow, click on the 3 dots next to the workflow you want to add the task to, then click on 'Add workflow item'. Then select task from the drop down: 

Once you have selected 'Add Task' from the dropdown more fields will appear to allow you to create your task. Under 'Scheduled' you can set when you would like the task to be due. You can set the task to be set on the date confirmed or event day as well as setting it to days/weeks/months before or after the date confirmed or event day. Once you have filled in the required fields for your task you can click on 'Add item' or 'Save & add another'.

When a task is due an email reminder will be sent out to whoever the task is assigned to. 

How to add a milestone

To add a milestone to a workflow click the 3 dots next to the workflow that you want to add the milestone to and click on 'Add workflow item'. You will then be able to select 'Add Milestone to timeline' from the dropdown menu:

Considerations - Confirm dates again. No email reminder. What does the month day only mean and also internal external thing .

How to add these to events

Amazing - once you have created your workflow, you are now ready to add them to events, check out this article here for how to do this.

Academy Video

Next Steps

Check out this article about using the Document storage system

Check out this article about how to utilise Hostology's Table plans feature