Event Registration Automations

To work hand in hand with Levitate's ability to create an event and send out event invitations, and in hand receive RSVPs, the event registration automation can be kicked off when an invitee RSVPs I'm Attending.

An automation can be created per event. By default, only account Admins can create automations. If your account uses user group permissions, users in a group with the Automation write permission can create them too.

Note: Event Registration automations require the Automations and Surveys features on your plan (included on Business plans and above). To see the missed-registrant warnings and start the automation for earlier registrants, you also need permission to view the event's survey reports.

First you'll choose Automations from the lefthand navigation menu on the Levitate dashboard.

Levitate dashboard with Automations in the left navigation menu

And from there you will choose Create Automation

Automations page with the Create Automation button

And choose Event Registration Automation

Create New Automation page listing automation types, including Event Registration Automation

From there, you will be prompted to enter in the name of the Event Registration survey to search and connect it to the automation you are creating

Set an event registration as your trigger pop-up with an event selected and a note about people who already registered

The Event Registration automation is very straightforward— there aren't too many paths it can take. It will kick off based on an invitee responding that they are attending. All the settings remain the same as any other automation— with the options to send emails, text messages, cards, etc., settings to stop the automation or skip a step based on criteria, and the ability to choose who each step will be sent from.

Event registration automation editor with the Event Registration trigger, Add Step, and Publish Changes and Enable Automation buttons

If an invitee changes their response from Attending to anything else (such as Not Attending) while they're in the automation, the automation stops automatically for them. This happens only while the automation is live and enabled, and the event is active and linked to it.

Start for earlier registrants

An Event Registration automation enrolls a contact only when their registration is submitted. Anyone who registered before the automation was linked to the event is not enrolled automatically. Levitate shows you how many earlier registrants were missed, and once the automation is live you can start it for them from the automation editor.

Where the warning appears

When an event has registrants the automation missed, a warning shows how many. It appears in three places:

The automation editor: as a banner above the canvas. Choose Review registrants (or Review the registrant when one person was missed).
The trigger card: titled like "N people have already registered for this event". Choose Review the N registrants (or Review the registrant).
The "Set an event registration as your trigger" modal: when you choose the event for the trigger, with the same title and button as the trigger card.

The list shows each person's name, email, and the date they registered, plus a link to the event report.

The warning text depends on how many registrants were missed. Banner titles read like "X of the Y people attending this event are not enrolled", or "None of the Y people attending this event are enrolled" when nobody is. The body explains that they registered before the automation was set up and mentions how many days are left until the event. If the automation is turned off, the banner adds "This automation is turned off, so it will not send to anyone."

The review list opens in a dialog titled "N registrants are not enrolled", with an Open the event report link. Registrations that have no contact record are not counted. The list shows up to 500 registrants; if there are more, it ends with "...and N more not shown." The warning refreshes after you set a trigger, publish the automation, turn it on or off, or start it for people, and when you return to the browser window.

Start the automation for them

Once the automation is published and live, the review list opened from the banner in the automation editor has a checkbox next to each person. All of them are ticked to begin with. Untick anyone you do not want to enroll, then choose Start for N people, where N is the number of people still ticked.

Before anything starts, you are asked to confirm. The confirmation notes that any step that is already due goes out right away. Starts run in batches of 25. When they finish, a message shows how many people were:

Started: enrolled in the automation, for example "Started this automation for N people."
Already enrolled: already had a run of this automation, so they were left as they were.
Failed: could not be started, for example because the contact is unsubscribed, archived, has a tag that prevents automations, or isn't visible to you.

The list also has a Select all registrants checkbox. The confirmation is titled "Start this automation for N people?" and explains that they get the automation's emails from now on and anything already due goes out right away. Choose Start automation to continue, or Cancel to go back. If some of the selected contacts belong to other users, the confirmation adds a note that emails for those contacts are sent as those users.

Starting for contacts owned by other users requires starting automations on behalf of other users to be turned on for your account. It's off by default, and Levitate Support can turn it on. If it's off, Levitate shows the message "Starting automations for others has not been enabled." and does not start those contacts.

When starting is available

The start action is offered only when all of the following are true:

The automation is live.
The automation's trigger points at this event.
The event links back to the automation.
The event has not started yet.

On the trigger card and in the trigger modal, the warning and the registrant list are for review only. To start the automation for earlier registrants, use the banner above the canvas in the automation editor once the automation is live.

Messages you may see

Red error: the automation's trigger points at a different event, or it can never match. Open the trigger and choose the correct event.
Grey note: the event is in the past or has been archived. Earlier registrants cannot be started for these events.
Extra line when the automation is turned off: the automation must be live before you can start it for anyone. Turn it on first.
"Couldn't check whether everyone who registered is enrolled." Levitate couldn't load the registrant check, often because you don't have permission to view the event's survey reports. Choose Try again, or ask an Administrator.

The red errors appear even when nobody has been missed:

This automation no longer runs for this event: the trigger points at a different event. Open the trigger and choose the correct event.
This automation cannot enroll anyone: the trigger is set to checked-in, which never starts an automation. Change the trigger to I'm Attending.

For an event that is in the past or archived, the grey note reads "N registrants never received this automation" and offers See who was missed. The note says there is nothing left to send, so the list is for review only.

Step timing and contact owners

Steps are scheduled relative to the event start, in the event's own timezone. This applies to people you start from this list as well.

If a registrant's contact is owned by another user, the automation is started as that owner, so the steps run as them. This requires starting automations on behalf of other users to be turned on for your account. If it's off, contact Levitate Support to turn it on.

Note: The automation's trigger itself still fires only when a new registration is submitted. Starting the automation from the list is a one-time action for the people you select.

FAQs

Q: Why did the automation only trigger for some of my event registrants and not all of them?

A: A few conditions can cause the automation to run for some attendees but skip others:

Automation or event wasn't ready at RSVP time: The automation must be published and enabled, the event must not be archived, and the event and automation must be linked to each other at the moment a registrant submits their "I'm Attending" response. Contacts who responded while any of these weren't true won't trigger a run.
Stop or skip conditions: If the automation includes stop criteria on any step (such as a tag or group condition), contacts who match those conditions at entry may be stopped before they proceed.
Registered before the automation was linked: The trigger fires only when a contact submits their "I'm Attending" response. If someone registered for the event before the automation existed or was linked to it, that earlier RSVP does not trigger it, so they are not enrolled automatically. To enroll them, see Start for earlier registrants.

To see who is enrolled, go to Automations and find the automation's card. Its In Progress and Completed counts link to the contacts in each group. To see registrants who were never enrolled, use the missed-registrant warning described in Where the warning appears.

Note: If a contact changes their response and later responds I'm Attending again, they're re-enrolled and their earlier run of the automation is replaced.