About Automations
Automations in Wedy Pro let you define a rule — when this happens, do that — and the platform executes it for you, every time, without manual effort. When a potential client submits your inquiry form, Wedy can instantly send a welcome email, create a follow-up task for tomorrow, and move the lead into the right stage — all before you've even opened your laptop.
For event professionals who juggle dozens of clients across overlapping timelines, Automations are the difference between a business that runs itself and one that demands your constant attention.
How Automations Work
Every automation follows the same structure: one trigger that starts the automation, followed by one or more actions that execute when the trigger fires. You can add conditions to branch the flow (yes/no logic) and delays to pause between steps.
Trigger — The event that starts the automation. Examples: a lead form submission, a contract being signed, or a project reaching a specific stage.
Action — What happens when the trigger fires. Examples: send an email, create a task, move a project to a new stage, or add a tag.
Condition — A yes/no check that branches the flow. Examples: has the contract been signed? Has the invoice been paid in full?
Delay — A pause before the next step. Wedy supports two delay types: Wait Fixed Time (pause for a specific duration, such as 24 hours or 3 days) and Wait Until Event (pause until a specific event occurs, such as a contract being signed, with a configurable maximum wait time).
An automation does not run until you activate it. Activating an automation applies it going forward — it does not retroactively fire for existing leads or projects.
The Automations Page
Navigate to Automations in the sidebar to access your automation hub. The page has two tabs:
Automations tab — Where you create, manage, activate, and deactivate your automations. The top section shows featured templates under Use a template. Below that, Your automations lists everything you've built, with a search field and toggle to switch between card and table view.
Activity tab — Your live monitoring dashboard. Inside the tab, the Run history section records every time an automation fires in a lead or project. Filter by status (In Progress, Approval Required, Completed, Failed, Cancelled, Expired), by automation name, or by project to see exactly what's happening across your business.
Available Triggers
Wedy Pro supports 13 trigger types, organized by category. Here is the complete list:
Lead Form Submitted — Fires when a client submits a lead capture form on your website.
Scheduler Booked — Fires when a client books an appointment through your scheduler.
Scheduler Start — Fires relative to when a scheduled appointment begins.
Scheduler End — Fires relative to when a scheduled appointment ends.
SmartDocument Completed — Fires when a client completes a smart document (proposal, invoice, contract, or questionnaire).
Questionnaire Completed — Fires when a client finishes filling out a questionnaire.
First Payment Received — Fires when the first payment is received on an invoice.
Invoice Paid in Full — Fires when an invoice is completely paid off.
Contract Signed — Fires when a contract receives a signature (any signer).
Contract Fully Signed — Fires when all required signatures are collected on a contract.
Project Start Date — Fires relative to the project start date — for example, 3 days before the wedding.
Project End Date — Fires relative to the project end date.
Project Stage Changed — Fires when a project moves to a specific pipeline stage.
Each trigger can be scoped to a specific form, scheduler, document template, project type, or project tag — so a "Contract Signed" trigger can fire only for your photography packages, not your videography bookings.
Available Actions
Once a trigger fires, you can chain one or more of these five actions:
Send Email — Sends an email to the client using an email template you've created. The email is delivered from your own connected email account — your real business address, not a generic platform address.
Send SmartDocument — Sends a smart document (proposal, invoice, contract, or questionnaire) to the client. You can choose from your existing document templates.
Create Task — Creates a task in your task list with a configurable due date relative to the trigger date, project start, or project end.
Move Stage — Moves the project to a different pipeline stage automatically.
Add Tags — Adds one or more tags to the project for organization and filtering.
Any action can be set to require your manual approval before it executes. When enabled, the run pauses at that step and waits for you to review and approve — ideal for actions where you want a final check before the email goes out.
Two Ways to Create an Automation
Wedy Pro offers two paths to building an automation:
Use a template — Browse the template gallery for pre-built automations designed for event professionals. Find a template that fits your workflow, click Use this template, and the editor opens pre-populated. Customize the trigger conditions and action details, then activate. Most vendors are up and running in minutes.
Build from scratch — Click the + Create Automation button in the top-right corner and choose Start from scratch in the template selection modal. The visual editor opens with an empty canvas. Click Add first step to open the node palette and select your trigger, then add actions, delays, and conditions to build your exact workflow. You can also use the AI-powered builder — describe your workflow in plain language and Wedy generates the automation structure for you.
Real-World Automation Examples for Event Vendors
Here are proven workflows used by event professionals on Wedy Pro:
Photographer — New inquiry response: Trigger: Lead Form Submitted → Action: Send Email (welcome email with your pricing guide) → Delay: wait 24 hours → Action: Create Task ("Follow up with inquiry").
Wedding planner — Booking confirmation: Trigger: Contract Fully Signed → Action: Send Email (congratulations + next steps) → Action: Move Stage (move project to "Booked") → Action: Create Task ("Schedule planning kickoff call").
DJ — Payment confirmation: Trigger: Invoice Paid in Full → Action: Send Email (payment confirmation + prep questionnaire) → Action: Create Task ("Add performance notes to project").
Florist — Appointment confirmation: Trigger: Project Stage Changed (to "Consultation Booked") → Action: Send Email (appointment confirmation with directions).
Caterer — Final headcount reminder: Trigger: Project Start Date (7 days before) → Action: Send Email (final headcount reminder).
Monitoring Your Automations
Every time an automation fires, Wedy records a run in the Activity tab. Inside the tab, the Run history section shows the associated lead or project, the automation name, the current step, and its status. Click any run to open the run detail view — a live canvas showing exactly which steps have completed, which are waiting, and which (if any) have failed.
Run statuses you'll see in Run history:
In Progress — The automation is actively running or paused on a delay or condition.
Approval Required — The run is waiting for you to manually approve an action before it continues.
Completed — All steps have executed successfully.
Failed — An error occurred during execution (for example, your email account is disconnected).
Cancelled — The run was manually stopped.
Expired — The run waited for an event (via a Wait Until Event delay) that never occurred within the configured maximum wait time, so the run ended.
Check the Activity tab before major event dates to confirm your pre-event automations ran as expected.
Frequently asked questions
Do I need to activate an automation before it runs?
Yes. Every automation starts in an Inactive state. Toggle it to Active — either from the Automations listing page or from inside the editor — before it will fire. Automations only trigger on events that happen after activation; they do not run retroactively on existing leads or projects.
Where are automation-triggered emails sent from?
All emails sent by an automation are delivered through your own connected email account — your real business address. Clients receive emails that look like they came directly from you, not from a generic platform address. To connect your email, go to Account > Integrations.
Can I have multiple automations active at the same time?
Yes. You can have as many automations active simultaneously as you need. Multiple automations can also fire within the same project — for example, a "Contract Signed" automation and a "Invoice Paid in Full" automation can both run on the same project without conflict.
What happens if I edit an automation that has runs in progress?
When you save changes to an active automation with in-progress runs, Wedy will prompt you to either duplicate the existing runs (so they complete on the old version) or cancel them. In-progress runs that are cancelled will not complete their remaining steps.
Can I test an automation before activating it for real clients?
Yes. Open an automation in the editor and click Test Run in the header. If the automation has no validation errors, a test run is created. Navigate to the Activity tab to monitor the test run's progress in Run history.
What's the difference between "Contract Signed" and "Contract Fully Signed"?
Contract Signed fires when any signer adds their signature — including after just the first signer on a multi-party contract. Contract Fully Signed fires only once all required signatures have been collected. For most workflows where you want to confirm the agreement is complete, use Contract Fully Signed.
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