Workflow Automation

Workflows let you automate actions that happen in response to booking events — no manual intervention needed.

How Workflows Work

A workflow consists of:

Trigger — the event that starts the workflow (e.g., "Booking Created")
Actions — what happens when the trigger fires (e.g., "Send confirmation email")

Workflows are stored as a visual graph of connected nodes. Each workflow belongs to a specific location and can be enabled or disabled at any time.

Workflow Settings

Setting	Description
Name	A descriptive name for the workflow
Description	Optional notes about the workflow's purpose
Enabled	Toggle the workflow on or off without deleting it
Graph	The node-based workflow definition (managed through the visual editor)

Available Triggers

Booking Events

Trigger	Event Data
Booking Created	Booking ID, customer, activity, total amount, start/end time, status
Booking Status Changed	Booking ID, old status, new status, changed by, reason
Booking Cancelled	Booking ID, customer, cancelled by, reason, cancellation timestamp
Booking Rescheduled	Booking ID, customer, old start/end time, new start/end time, rescheduled by
Reminder Sent	Booking ID, customer, reminder rule ID, sent timestamp
Survey Sent	Booking ID, customer, survey ID, sent timestamp
Survey Submitted	Booking ID, customer, survey ID, submission ID, overall rating, submitted timestamp
Tag Added	Booking ID, location, tag name, added by
Tag Removed	Booking ID, location, tag name, removed by
Guest Added	Booking ID, customer, guest name, guest email, guest count. Fires for each guest that is newly added or has their name/email updated. Does not fire during initial booking creation.

Other Events

Trigger	Event Data
Customer Message Received	Booking ID, thread ID, customer name, message preview, confirmation code. Only fires for messages sent by the customer (not operator replies).

Tag events are only published when tags are changed from the dashboard. Tags added or removed by workflow actions do not fire tag events, preventing infinite loops.

Available Actions

Send Template (`send_template`)

Send an email or SMS using a pre-built communication template. The action automatically loads booking, customer, activity, and location data to fill in template variables.

Configuration:

Option	Description
Template	Select from your active templates
Recipient Type	`customer`, `facilitator`, `admin`, or `custom`
Custom Recipient	An email address or phone number (supports template variables)

When using an SMS template, messages are only sent if the customer opted in to receive text messages during checkout.

Send Email (`send_email`)

Send a custom email directly without using a pre-built template.

Configuration:

Option	Description
Recipient Type	`customer`, `facilitator`, `admin`, or `custom`
Custom Email	An email address (when recipient type is `custom`)
Subject	Email subject line
Email Template	Email body content

Send SMS (`send_sms`)

Send a custom SMS message.

Configuration:

Option	Description
Recipient Type	`customer` or `facilitator`
Message	SMS message content (max 160 characters)

SMS messages are only sent if the customer opted in to receive text messages during checkout.

Send Waiver Sign Request (`send_waiver_invitation`)

Send a waiver signing request email to the customer, guests, or a custom email address. The email includes a branded "Sign Waiver" button linking directly to the signing page. When triggered from a booking workflow, the signing link automatically includes the booking reference so the signed waiver is linked to the booking.

Configuration:

Option	Description
Waiver	Select which waiver to send
Send To	`Customer`, `Guests Only`, `Customer & Guests`, or `Custom Email`
Custom Email	An email address (when send to is `Custom Email`)

The "Customer & Guests" option deduplicates recipients, so if a guest's email matches the booking customer's email, they only receive one email.

Send Survey Email (`send_survey_email`)

Send a post-experience survey email with a unique, tokenized survey link. See Post-Booking Surveys for details.

Wait / Delay (`wait`)

Pause the workflow for a specified duration before continuing to the next action. Supports two modes:

Fixed Duration — wait for an exact amount of time:

Option	Description
Duration	The numeric amount to wait
Unit	`Minutes`, `Hours`, or `Days`

Relative to Booking — schedule the next action relative to a booking time:

Option	Description
Reference Point	`Booking Start Time`, `Booking End Time`, or `Booking Created Time`
Offset Value	The numeric offset amount
Offset Unit	`Minutes`, `Hours`, or `Days`
Direction	`Before` or `After` the reference point
At Time	(Optional, days only) Deliver at a specific time of day in the location's timezone. For example, "1 day before booking start at 09:00" sends the next action at 9 AM local time the day before the booking.

When a booking is rescheduled, any pending relative delays are automatically recalculated to match the new booking time.

Update Booking (`update_booking`)

Change a booking's status automatically. For example, auto-confirm bookings or mark them as complete.

Configuration:

Option	Description
Field	The booking field to update (currently supports `status`)
Value	The new value

Add Booking Note (`add_booking_note`)

Automatically add a note to the booking record. Notes are prefixed with [Workflow] to distinguish them from manual notes. Supports template variables in the note text.

Configuration:

Option	Description
Note	The note text (supports `{{variable}}` syntax)

Add Tag / Remove Tag (`add_tag` / `remove_tag`)

Add or remove a tag on the booking. Useful for categorizing bookings based on workflow outcomes.

Configuration:

Option	Description
Tag	Select from the list of system tags and custom tags

Tags added or removed by workflow actions do not fire tag events, preventing infinite loops when combining tag triggers with tag actions.

Assign Facilitator (`assign_facilitator`)

Automatically assign a facilitator to the booking.

Webhook (`webhook`)

Send an HTTP request to an external URL when the trigger fires. Useful for integrating with third-party systems.

Configuration:

Option	Description
URL	The endpoint URL (supports `{{variable}}` replacement)
Method	`POST`, `PUT`, or `PATCH`
Headers	Custom HTTP headers (values support variable replacement)
Body	JSON body template (supports `{{variable}}` and `{{eventData}}` for the full event payload)

Webhooks have a 30-second timeout and include SSRF protection that blocks requests to localhost and private networks.

Create Task (`create_task`)

Create an internal task for follow-up.

Configuration:

Option	Description
Title	Task title (supports variables)
Description	Task description (supports variables)
Due In Hours	Hours until the task is due (default: 24)
Priority	`low`, `normal`, or `high`

Available Conditions

Condition nodes let you branch a workflow based on booking, customer, activity, or time data. Each condition evaluates to true or false, producing two output paths.

Booking Conditions

Condition	Description
Booking Status	The current status (Pending, Confirmed, Canceled, Completed, No Show)
Booking Value	The grand total amount
Booking Date	The date of the booking
Booking Start Time	The start time
Booking End Time	The end time
Equipment Count	Number of equipment items on the booking
Has Add-Ons	Whether the booking has any equipment add-ons (yes/no)
Has Tag	Whether the booking has a specific tag applied. Select from system and custom tags.
Does Not Have Tag	Whether the booking does not have a specific tag applied.

Customer Conditions

Condition	Description
Customer Name	The customer's full name
Customer Email	The customer's email address
Customer Phone	The customer's phone number
Is New Customer	Whether the customer was created within the last 7 days (yes/no)
Guest Count	The number of guests on the booking

Activity Conditions

Condition	Description
Activity Name	The name of the booked activity
Activity Type	The activity type (Equipment Rental, Tour, Dynamic Duration Rental)
Is Equipment Rental	Whether the activity is an equipment rental type (yes/no)

Equipment Conditions

Condition	Description
Equipment Type	Comma-separated list of equipment names on the booking

Location & Time Conditions

Condition	Description
Location Name	The name of the booking location
Location Timezone	The IANA timezone of the location
Time of Day	The current hour (0-23) in the location's timezone
Day of Week	The current day of the week
Is Weekend	Whether today is Saturday or Sunday (yes/no)

Survey Conditions

Condition	Description
Survey Rating	The overall star rating from a submitted survey (1-5). Use with the Survey Submitted trigger.

Operators

Most conditions support the following operators: Equals, Does Not Equal, Greater Than, Less Than, Contains, Does Not Contain, Starts With, Ends With, Is Empty, Is Not Empty.

Yes/no conditions (Has Add-Ons, Is New Customer, etc.) only support Equals and Does Not Equal.

Tag conditions (Has Tag, Does Not Have Tag) do not use an operator — you simply select the tag to check.

Creating a Workflow

Navigate to Dashboard > Marketing > Workflows
Click Add Workflow
In the visual editor, add a trigger event node
Optionally add condition nodes to branch the flow based on booking status, value, date, etc.
Add one or more action nodes (send email, wait/delay, webhook, etc.)
Connect the nodes to define the execution flow
Configure each node's settings in the property panel on the right
Save and activate the workflow

Visual Workflow Editor

Resytech includes a visual node-based editor for building complex workflows. The editor supports three node types:

Event nodes (blue) — the trigger that starts the workflow
Condition nodes (amber) — branch the flow with true/false paths based on booking data, customer data, time of day, and more
Action nodes (green) — perform an action such as sending a message, waiting, updating a booking, or calling a webhook

Drag and connect nodes to define the flow. The graph is saved as a JSON structure so you can duplicate or export workflows. The editor includes validation to ensure all nodes are connected and reachable before saving.

Execution Tracking

Every workflow run is tracked with detailed execution data:

Field	Description
Trigger Event Type	The event that started the execution
Trigger Event Data	The full event payload (JSON)
Status	Current execution status (e.g., running, completed, failed)
Started At	When the execution began
Completed At	When the execution finished (if applicable)
Error Message	Details if the execution failed

Each action within an execution is tracked as a step:

Field	Description
Node ID	The node in the workflow graph
Node Type	The action type (e.g., `send_template`, `webhook`)
Status	Step status
Input Data	The configuration passed to the action
Output Data	The action's result
Error Message	Details if the step failed