How Do I Configure the Party Follow Up Workflow? – iClassPro Support

IN BRIEF
The Party Follow Up workflow automatically sends a message to families after their scheduled party has occurred. This workflow is ideal for gathering feedback, sending thank-you messages, or promoting future bookings.

Overview
Accessing the Feature
Step-by-Step Instructions
- Additional Options
Best Practice Recommendations
- Configuration Tips
- Operational Tips
Troubleshooting & FAQs
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Interactive Demos for configuring Autopilot workflows can be found in the Education Corner, accessible from the Office Portal's "Welcome" screen.

Overview

The Party Follow Up workflow helps maintain engagement with customers who have booked a party by sending a communication a few days after the event date. You can customize this message to thank families, request feedback, or share future offers.

Workflow type: Event-driven
Trigger: Party end date
Purpose: Encourage customer retention and collect feedback after hosted parties.

NOTE: The Party Follow Up workflow is only triggered by party bookings created via iClassPro’s Party Booking Management feature. For more information about this feature, see our “What is Party Booking Management?” document.

Accessing the Feature

From the Office Portal, navigate to AUTOPILOT>WORKFLOWS>"Add a Workflow."
Locate Party Follow Up in the list of workflows.
The workflow will automatically be copied to your account and will open in the Workflow Editor.
After configuring the workflow, Save your changes.
When you are ready, Enable the workflow to begin using it.

NOTE: Only account administrators or staff members who have been granted “Admin Access” permissions can copy or edit Autopilot workflows.

Step-by-Step Instructions

Open the Party Follow Up workflow.
Review the following workflow details:
1. Trigger Type: Event-driven – activates after a scheduled party has occurred.
2. Communication Template Used: Party Followup.
Configure the following options:
- Wait for Action – Defines how long the System waits after the party date before sending the message.
  - NOTE: This value defaults to 3 days.
  - The workflow will verify that the party booking still exists before communications are triggered.
- Send Communication by Family – Sends one message per family.
- Reply To Email – Defaults to the Location email if not provided.
- Send Email / Send to All Emails
- Send SMS / Send to All SMS
- Send Push Notification
After configuring the workflow, Save your changes.
When you are ready, Enable the workflow to begin using it.

Additional Options

Communication Templates: While staff cannot select a different communication template, the email, SMS, and Push notification versions of the Party Followup template can be edited under SETTINGS>SETUP>GENERAL SETTINGS>COMMUNICATION TEMPLATES>"Autopilot" tab.
Opt-In Compliance: Autopilot respects all email/SMS opt-in preferences when delivering messages.

Best Practice Recommendations

Configuration Tips

This workflow could have multiple instances running depending on your needs:
- 01 day after the party has occurred: “Thank you for letting us be part of your special day! We hope you will consider us for any of your party needs in the future.” (Push notification / SMS)
- 28 days after the party has occurred: "Did you enjoy your party with us? We would love your feedback!" (Email)
Include a feedback form or review link in your communication to gather post-event impressions.
Use personalized templates— use variables to mention the family’s name for a friendly touch.

Operational Tips

Coordinate this workflow with marketing campaigns to promote future parties or events.
Track engagement metrics from these messages to measure customer satisfaction.
Consider adding a coupon or referral incentive to encourage repeat bookings.

Troubleshooting & FAQs

Why didn’t the workflow trigger after a party occurred?
- Verify that the workflow is enabled and that the “Wait for Action” period has elapsed. The workflow only triggers for completed party bookings.
- NOTE: The Party Follow Up workflow is only triggered by party bookings created via iClassPro’s Party Booking Management feature. For more information about this feature, see our “What is Party Booking Management?” document.
Can I customize the message to include a link to a feedback form?
- Yes. Edit the “Party Followup” communication template to include any URLs or dynamic fields you wish to use.
What happens if a party booking is deleted before the workflow runs?
- The workflow will skip sending communications if the booking no longer exists when the scheduled run occurs.