Communication is key when engaging with students at events. The expectation that information is delivered both on time and on point is shared by students and staff alike. Never before has this been easier than when using Relative Workflows

To best illustrate, let's imagine we're tasked with providing pre and post event communication for students attending the following event:

Event Title: Gecko University Open House

> Session 1: Campus Tour
   - Session 1 time: 09:00 - 10:00
   - Session 1 time: 10:00 - 11:00
   - Session 1 time: 11:00 - 12:00

> Session 2: Welcome Talk
   - Session 2 time: 10:00 - 10:45

> Session 3: Visa Support Seminar
   - Session 3 time: 11:00 - 11:30
   - Session 3 time: 11:30 - 12:00   

I want to: 

  1. Send a reminder SMS to all Registered contacts in the Campus Tour sessions 30 mins before each session is due to start.
  2. Send an email to all Registered contacts on the 10:00-11:00 Campus Tour to let them know their Event Host has changed at the last moment. 
  3. Send a follow-up email asking for feedback to all contacts who Attended the Visa Support Seminar 2 hours after the tour has concluded.  

Sending the right message

Firstly, let's set up our reminder SMS to send 30-minutes before our session is due to start. 

A Relative Workflow can be used to ensure students booked on the 09:00 - 10:00 AM tour get their reminder at 08:30 AM, the students booked on the 10:00 - 11:00 AM tour get their reminder at 09:30 AM; all using one workflow!

Head to your event and click the Workflows tab, then click +Add Workflow. In the conditions section, click +Add Condition and pick Status > Equals > Registered

Now we need to tell Gecko to only send this message to registered attendees in the Campus Tour sessions. Click the Session/Time is Gecko University Open House and change the Equals to Is In. Lastly, choose Campus Tour before saving your condition. 

Let's now focus on the actions for the workflow. To use a relative workflow, click the Immediately button and change the delay type to Before Event/ Sessions start. Now set the delay to 30 minutes. 

Lastly, choose to +Add Action and add your workflow to send your SMS. 

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The method for sending out our email to notify the students on the 10:00 - 11:00 AM Campus Tour that their host has changed is only marginally different.

This time, in the workflows section, click the Session/ Time is Gecko University Open House and, keeping the modifier as Equals, pick Campus Tour and the 10:00 - 11:00 AM time-slot. This ensures that you're only messaging students who are booked to this exact session time.

In the actions section, keep the delay type as After a Date, pick today's date and 15 minutes in the future, and set up your email template. When 15 minutes elapses, all contacts within that time-slot will be emailed, as well as any new students who join that exact tour. 

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Casting an eye to the future, let us set up our feedback email for students who Attended the Visa Support sessions. 

In the workflows section, click Session/ Time is Gecko University Open House and change Equals to Is In and pick Visa Support Seminar. Add a new condition that the attendee Status must Equal > Attended

Now we're sure we're only picking students who attended the correct session with the correct status, let's change the Immediately delay on the workflow to After Event/Session ends. Pick a delay of 2 hours exactly and find your email you'd like to send. 

In this instance, the students who finished their seminar at 11:30 will, therefore, be emailed at 13:30. Those students finishing at 12:00 will be emailed at 14:00. 

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Relative Workflows are a powerful tool at your disposal. The above are just a few use cases that might help ease the administrative burden on your team. 

Any questions? Feel free to start a live chat with a member of our support team or explore the rest of our academy at your leisure.

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