Written by our Product Specialist, Rebecca Weaver

The importance of communicating changes to the right teams at the right times

At Artifax, we strive to help you make your site the single source of truth for the events you deliver.  Anecdotally, I’ve heard many system users say that ‘if it isn’t in Artifax, it isn’t happening!’  Whilst this is a great testament to the calendar, just knowing an event is in the system isn’t always enough. New enquiries and bookings, or changes to existing events, need to be successfully and efficiently communicated throughout a range of teams in your organisations.  Afterall, no one knows what they don’t know … yet.

The Automations module in ArtifaxEvent was specifically designed to solve that problem - to automatically communicate changes that are made, to the individuals or teams who need to know about them, at the point that those changes happen.  Rules can be set at arrangement, event or resource booking level, so you can use them throughout the entire life-cycle of the booking.

If your marketing teams have ever said it would be nice to have a heads up about events that are confirmed, or your senior leadership team routinely ask for updates for new bookings that have come in during the past week, Automations is a great tool to ensure this communication is never forgotten, with no more effort than a few minutes of set up time of the Automations module and Sales Process Stages.

In this post-covid world, cancellations and reschedules feel like a more regular occurrence.  How much easier would they be to manage if you had automations created, guaranteed to communicate the cancellation of a single event or entire booking to all the teams that need it, simply by changing the sales process stage or event status?  That’s an action you’ll already be doing in the system, but it could also be the trigger to that automatic email, taking another job off your to-do list within that busy process.  Whilst I mention to-do lists, why not take it a step further and create a task set to support your procedures and ensure that actions are attributed to teams, automatically, when they need to happen.  Read more about task sets and assignments here.

Timing is also important when we look at communicating changes.  Catering or technical teams, for example, are not likely to be at all concerned if the number of covers or handheld microphones change for an event in 6 months’ time, but if changes are made to an event within the next few weeks, the issue becomes operationally significant.  The Automations module enables you to set date parameters for your automations so teams can only receive information when it’s relevant to them.

If you’d like to learn more about how Automations could benefit your organisation by ensuring key changes to arrangements, events and resource bookings are communicated to relevant teams, you can watch our deep-dive webinar, read more about them here, or contact us for more information.