Automations: reminders, follow-ups and webhooks

Create a payment reminder draft and test it before enabling delivery.

Before you start

You need a Premium plan and event Admin access. Check the event time zone and signup deadline. Activation can trigger real messages.

Prepare a payment reminder

1. Open Automations in the event and choose Payment reminder before the deadline under Templates. Open the new draft.
2. Open the draft and check its trigger: three days before the signup deadline, at the intended time and for the intended audience.
3. Check the trigger audience: it should include unpaid and partially paid registrations and exclude withdrawn participants. Fully paid registrations should not receive a reminder.
4. Open Send e-mail. Write the subject and message, insert the payment link using Insert variable, and choose Organisational.
5. Inspect Preview with an example participant and use Send test to me.
6. Open Check & activate. Review missing details, reach and next run time. Activate only when real delivery is intended.

Check your result

The test email should show the appropriate amount and payment link. After activation, use Runs to see who reached or skipped each step. The AI assistant does not activate the draft itself.

How a workflow is built

A workflow starts with a trigger and then runs step by step downwards:

• Trigger – what starts the workflow.
• Condition – splits the path into Yes and No, e.g. "has not paid yet".
• Wait – a fixed time, until a date, or until the participant does something (with a time limit).
• Actions – e-mail, app push, chat message, notify the team, set a form answer, confirm the registration, move up the waitlist, share a Drive file, switch screens or send a webhook.
• Goal – as soon as it is true (e.g. "has paid"), the person leaves the workflow. Nobody gets a reminder after paying.

Drag steps from the list on the left onto a + in the workflow, or click a + and choose the step. Click a step to edit it on the right.

Triggers

• Participant does something – registered, filled in the form, paid in full, booked a slot, checked in, withdrew, waitlist and more. Every person gets their own run.
• At a time – a fixed date, relative to the event start, event end or signup deadline (e.g. "3 days before at 09:00"), before every entry of a calendar, or repeating. Who decides whether the workflow runs for the event as a whole or for every matching participant.
• A number is reached – registrations, booked capacity, waitlist, slot bookings or revenue. It fires once when the number is reached and again only after it dropped below first.
• Started manually – in the participant table, right-click a person or select several and choose Start automation. By default the same person can be started again.
• Incoming webhook – another tool posts to the workflow's secret URL. The person is found by e-mail address or registration ID.

All times use the event's time zone. When you move the signup deadline or a calendar entry, the scheduled times move with it.

Designing e-mails

In the Send e-mail step you write the subject and content for every event language. The content consists of blocks: heading, paragraph, list, button and divider. Format text with the toolbar above the field: bold, italic and links. Insert variable adds personal details such as the first name, the open amount, a form answer or the link to the payment page. Under Insert variable → Links → Drive file you pick a file or folder from Drive that appears as a link.

• Translate into all event languages fills missing languages using AI credits.
• Preview shows the e-mail with a sample person.
• Send test to me sends it to your own address.

Choose the kind of e-mail: Organisational for reminders and deadlines, or Marketing – marketing e-mails carry an unsubscribe link and never reach people who unsubscribed.

Messages to participants and the team

• App push – appears on the participant's device. Link decides what a tap opens: an app tab, the ticket, the chat (chat overview or event chat) or a file.
• Chat message – as a message in a group chat or as a direct message to the participant, e.g. "checked out → thanks for coming". Direct messages only reach people who can use the event chat (participants with app access, the team); everyone else is marked as skipped in the run.
• Notify team – by e-mail to team roles and further addresses, or by chat message as a private note to every team member of the chosen roles.

Switching screens

Two steps control the screens of the Display Manager:

• Show on screens – choose one or more screen zones and a Canvas file. How long: until further notice, or for a number of minutes, after which the zones return to their plan.
• Screens back to default – returns the chosen zones to their default content.

Screens always switch for the whole event, so use these steps in a workflow started by a time or an incoming webhook with Who set to the event as a whole. Create zones in the Display Manager first. Examples: show the evening slides at 17:00, or a countdown ten minutes before every entry of a calendar.

Check and activate

A new workflow is a draft. Check & activate first shows what is still missing, how many people it would reach right now and when it runs next. Only then does it become active.

Changes to an active workflow apply once you activate them again. Runs already under way finish on their version. From the menu you can pause, resume, archive, duplicate or copy a workflow to another event.

Following runs

The Runs tab lists every run with its status and log: which step did what and when, and why something was skipped. Failed steps are retried automatically; afterwards you can continue them with Try again. Show run numbers displays on the workflow how many people wait at or passed each step.

Building with the AI assistant

Simply describe to the AI assistant what should happen, e.g. "Remind everyone who has not paid three days before the signup deadline". It builds the workflow as a draft and opens it. Review it and activate it yourself – the assistant never activates.

Webhooks for Make, Zapier and n8n

In the Send webhook step, click Configure webhook and enter the URL of your Make, Zapier or n8n scenario. Under Included data you choose which participant, event and form data the request contains. Every request is signed with the signing secret (header X-FireVue-Signature); the secret is shown only once when you configure it. Only the data you selected is sent. After 15 failures in a row the webhook is disabled and the organization is notified by e-mail; configure it again in the step afterwards.