Automations: Overview

What Are Automations?

Automations (previously called Flows) allow you to create automated email sequences that are triggered by events in your calendar. Instead of manually sending pre-show reminders or post-show follow-ups for every performance, you can define a set of steps once and associate them with as many events as you need.

Each automation is a reusable template. You define the steps (emails with specific timing), then associate the automation with individual events or entire productions. Encore Pro handles the rest, sending each email at the right time relative to the event date.

Accessing Automations

Click Automations in the left sidebar. This opens the Automations listing page, where you can see all automations you and your team have created.

The Automations Listing Page

The listing page displays a table with the following columns:

Use the toolbar at the top to search by name, filter by status, or filter by creator. Toggle Show Archived to view archived automations. Pagination controls appear at the bottom.

Creating a New Automation

Click the New Automation button in the top-right corner. You will be taken to the automation builder with two tabs: Steps and Associate Events.

Steps Tab

The Steps tab is where you define what your automation does. Each step represents one email that will be sent at a specific time relative to an event. A step includes:

• Step type: Currently supports Email steps (shown with an Email badge).
• Timing category: Pre-show or Post-show, indicating whether the email sends before or after the event.
• Timing method: Choose between At a fixed time on a relative day or At a relative time.
• Schedule: For fixed-time steps, set the time (e.g., 10:00) and days before or after the event (e.g., 1 Day Before). For relative-time steps, set the number of days before or after (e.g., 12 Days Before).
• Toggle switch: Each step has an on/off toggle, allowing you to enable or disable individual steps without removing them.

Click + Add step to add additional steps. You can also click Paste from another automation to copy the step configuration from an existing automation, which saves time when building similar flows.

Associate Events Tab

The Associate Events tab lets you select which events this automation applies to. The page displays a table titled Select Associated Events & Productions with columns for Name (with show thumbnail), Venue, Event Day, Event Date, and Event Time.

Use checkboxes to select or deselect events. Green checkboxes indicate associated events. Filters at the top let you narrow results by search term, date range, day of the week, or event start time. The Today onwards toggle filters to only future events. Pagination is available for large event lists.

Associated events also appear as chips at the top of the automation detail view (e.g., Pipe Dream, Leave It to Me!, Cinderella) for quick reference.

Activating an Automation

When you are ready to go live, click the Activate Automation button in the top-right corner. This changes the automation status from Inactive to Active and begins scheduling emails according to your defined steps and associated events.

You can deactivate an automation at any time to pause it without losing your configuration.

Best Practices

• Start with a standard show flow that includes a pre-show reminder (1 day before) and a post-show follow-up (1 day after). Add additional steps as needed.
• Use the Paste from another automation feature to maintain consistency across your automations.
• Test your automation with a single event before associating it with your full season.
• Review the Sent, Opened, and Clicked metrics on the listing page to monitor performance.
• Keep automations organized by naming them clearly (e.g., Standard Show Flow, VIP Pre-Show Sequence, Post-Show Survey).

Legacy Note

Automations replaces the Flows feature from crowdEngage. If you previously used crowdEngage flows for automated messaging, your workflows can be recreated in Encore Pro using the Automations builder. The core concept is the same: define steps with timing, associate them with events, and let the system handle delivery.