Event workflow automationEvent automation with if-then rules for every step.
Event workflow automation in AirLST: when a guest registers, declines, doesn't respond or checks in, AirLST takes the next step on its own. Confirmation with ticket, reminder, waitlist move, approval, document. Event automation runs on rules instead of sticky notes, on the same guest list.
Event workflows that manage every attendee.
Confirmations, reminders, waitlist moves: steps someone usually keeps in their head now run as rules.
Triggers and conditions come from the guest record, actions from the modules you already use.
Every run in the log, every email on the guest record, every rule can be paused.
Approvals, vehicle logbooks or hotel allocations are built on rules.
If someone registers, confirm. If someone declines, move the waitlist.
A rule has three parts: the trigger, something that happens to a guest; the condition, a filter from the guest list; the action, something a module can already do. Because all three use the same data, the rule needs no syncing and no field mapping.
Registration, RSVP yes, decline, deadline reached, check-in, payment received, field changed.
Anything the guest list can filter by: group, status, allocation, field, consent.
Email or text message, set status, generate document, waitlist move, approval, start a special configuration. Free combination:
The typical workflows come ready-made. You set recipients and timing.
From invitation to follow-up, the same steps repeat: confirmation after registration, reminder after a deadline, waitlist move after a decline, reminder before the event, thank-you and survey afterward. These rules are ready as templates; you adjust guest group, timing and email template, then switch them on.
- Invitation and registrationConfirmation with ticket and calendar file, reminder to non-responders, decline confirmation.
- AllocationsWaitlist, automatic moves, alert to the team when an allocation is full.
- Before and after the eventReminder with directions, thank-you to attendees, survey, "sorry we missed you" to no-shows.
- 50+ templatesReady-made workflows for the typical steps, as a starting point for your own rules.
- ✓VIP says yes
- ✓Approval requested
- 3Host decides
- 4Send ticket
| Guest | Host | Approval |
|---|---|---|
| JWJames Walker | K. Reed | Approved |
| TLTom Lee | E. Miller | Pending · 2 h |
| CVChloe Vance | K. Reed | Approved |
Workflows power special configurations.
A special configuration is a chain of rules: if a guest says yes, the host approves; if a vehicle is assigned, a logbook entry is created; if a hotel room is booked, the room block shrinks and the rooming list is updated. Workflow automation is what drives these special configurations.
- Approval workflowsRequest the RSVP, get the host's decision, send the ticket only afterward: VIP ticketing.
- Vehicle ManagementTime slot booked → vehicle assigned → signature → logbook.
- Hotel and TransferBooking → allocation → rooming list → shuttle schedule.
Automated doesn't mean invisible.
Every run is in the log: guest, rule, action, time. The email that went out sits on the guest record like any manual one. You can test a rule with one guest, pause it or schedule it to start on a date. Automated emails go out through the same GDPR-compliant platform, hosted in Germany, as manual ones, and a rule only sends to guests whose consent matches.
A workflow is the guest list moving forward on its own.
Triggers come from registration, check-in and payment, conditions from the list, actions from email, tickets, documents and special configurations. That's why there is no separate automation tool on the side.
Event CRMContacts across all events
Guest List ManagementOne source of truth for the whole team
Event Website BuilderLanding pages without code
Invitation EmailsDigital invitations in your brand design
Event RegistrationForms, RSVPs, plus-ones
Event TicketingTamper-proof QR tickets
Seating ChartsTables and seats from the guest list- You are here
Workflow AutomationAutomate workflows 
Event AppAgenda and ticket on the phone
Event Check-inScan instead of search at the door
Access ManagementCheck-in, badges, gates: the whole entrance
Name BadgesPrinted on arrival
Lead RetrievalScan leads at the booth
Event SurveysPost-event feedback
Reporting & AnalyticsAttendance, no-shows, reporting
API & IntegrationsConnect CRM and IT
AI integration (MCP)Connect Claude, ChatGPT or Copilot
What is workflow automation in event management?
Workflow automation is the part of event management software that turns recurring attendee management steps into if-then rules: when something happens to a guest, such as a registration, a decline or a missed deadline, and a condition applies, such as guest group or status, the software performs an action, such as sending the confirmation with ticket, sending a reminder, confirming the next guest on the waitlist or requesting an approval. Event automation replaces the reminder on a sticky note and the manual mass email.
In AirLST, workflow automation runs on the guest list: triggers and conditions come from the guest record, actions from the modules that are already there. That is why a rule needs neither an export nor field mapping, and why it stays traceable: every run is in the log, every email on the guest record. The documented flows are confirmation after registration, reminders to non-responders, waitlist logic, status changes and documents, and approvals in special configurations; the scope of freely combinable rules is agreed with the team.
A rule is one sentence: when this happens to a guest and that is true, do this. The guest list knows all three.
How do you build an if-then rule in AirLST?
- Pick a template or start fresh. Typical workflows are ready as templates; your own rules start empty.
- Set the trigger. Something that happens to a guest: registration, RSVP yes, decline, deadline, check-in, payment, field change.
- Filter with a condition. Just like in the guest list: group, status, allocation, field, consent; combined if needed.
- Choose the action. Email or text message from a template, set status, generate document, waitlist move, request approval, start a special configuration.
- Test and switch on. Run it with a test guest, check the result, schedule a start date; pause at any time.
- Monitor. Log entry for every run, emails on the guest record, errors visible; adjust the rule without touching the list.
How is it different from general workflow automation software?
General workflow automation software connects apps through integrations: a form tool reports a registration, an email tool sends a confirmation, a spreadsheet counts the allocation. That works until a guest declines and nobody knows which tool has the waitlist. Every rule needs field mapping, and every change to one tool breaks a chain.
AirLST workflows don't connect tools. They work inside the one tool that knows the guest.
Trigger, condition and action use the same record; the waitlist knows the allocation, the email knows the consent, the ticket knows the status. For systems outside AirLST, such as your CRM, a workflow starts the API; the rule stays in AirLST. And for special cases no standard covers, rules become special configurations: chains of if-then steps set up for your use case.
What does workflow automation work with?
With event registration as the source of most triggers, the guest list for conditions, email invitations and event ticketing for actions, event check-in as the trigger on event day, the API for actions in other systems, and special configurations built from rules.
- VIP ticketing: approval workflows
- Training management software: waitlist and automatic moves per session
- Vehicle Management: vehicle, signature and logbook as one chain
- Event management software: templates and rules as the standard across many events