Overview
Automations in Wedy Pro let you define a rule — when something happens, do this — so your business runs on autopilot while you focus on delivering exceptional events. From sending a welcome email the moment a lead submits your inquiry form, to moving a project to the next stage the instant a contract is signed, every workflow you automate is one less thing you have to remember to do manually.
This guide walks you through building your first automation from start to finish. By the end, you will have a live, active automation working for your business.
Time to complete: 10–20 minutes.
Before you start: what you will need
Before creating an automation, have the following in place:
A connected email account — required if your automation will send emails. Automation-triggered emails go out through your own connected email address, keeping communications personal and professional. Connect your email under Account > Integrations.
Email templates (optional but recommended) — pre-built email templates make action configuration faster. Create them under Templates > Emails.
Active leads or projects — triggers fire on real events going forward from the moment you activate the automation. Having some leads or projects set up helps you test that everything fires correctly.
Step 1: Navigate to Automations
In the Wedy Pro sidebar, scroll to the CRM section and click Automations. The Automations page opens, showing two tabs: Automations (your automation list and template gallery) and Activity (your run history).
Step 2: Choose how to create your automation
Click + Create Automation in the top-right corner. A template selection modal appears. You have three paths:
Use a template — browse the curated template gallery and pick a pre-built automation designed for event professionals. Applying a template pre-populates the entire flow; you just customize the details. This is the fastest way to get your first automation live. Note: templates start in Inactive state — you must activate them after customizing, just as you would with a from-scratch automation. They do not auto-activate when applied. See Use Automation Templates to Get Started Quickly for a full guide.
Create with AI — describe what you want in plain language and Wedy's AI automation builder generates the workflow structure for you. See the Creating with AI section below for a full walkthrough and example prompts.
Start from scratch — build a blank canvas automation node by node, giving you full control over every detail.
For your first automation, starting from a template or using the AI builder will get you up and running in minutes. This guide walks through building from scratch so you understand every element.
Creating with AI: let the builder design your workflow
The Create with AI path is the fastest way to build a multi-step automation. Instead of placing nodes manually, you describe your workflow in plain language and Wedy's AI generates the trigger-action structure for you. You then review each node, fill in the specific email templates or stage names you want to use, and activate.
To access the AI builder:
Click + Create Automation in the top-right corner.
In the creation modal, select Create with AI.
Type your workflow description in the prompt field and submit. The AI builds your automation canvas automatically.
Review the generated trigger and action nodes. Click any node to open its settings panel and fill in your specific templates, stages, or task details.
Save and activate when ready.
The AI generates the trigger-action structure — you still fill in the specific templates and configuration before activating. Think of it as a smart starting point, not a fully finished automation.
Here are three example prompts to get you started:
Photographer — new inquiry welcome sequence:
"When a new lead submits my inquiry form, immediately send a welcome email with my portfolio and pricing guide, then create a follow-up task for 24 hours later."
Wedding planner — post-contract celebration flow:
"When a contract is fully signed, send a congratulations email, move the project to Booked stage, and create a planning kickoff task."
DJ — scheduler confirmation and prep reminder:
"When a scheduler appointment is booked, send a confirmation email and create a performance prep task 7 days before the event date."
Step 3: Name your automation
The automation editor opens. At the top, you will see the name field showing Untitled Automation. Click it to edit inline and give your automation a clear, descriptive name — for example, New Inquiry Welcome Email or Contract Signed — Move to Booked. A good name makes it easy to identify in the Activity tab when you are monitoring runs later. You can also click Add a description... to add optional notes about what this automation does.
Step 4: Set the trigger
The trigger is the event that starts your automation. On the empty canvas, click Add first step. The left panel opens, organized into four categories: Triggers, Actions, Conditions, and Delays. Click Triggers to expand the available trigger types.
Select the trigger that matches when you want your automation to fire. Triggers are organized by sub-category:
Inquiry — Lead Form Submitted: fires when a prospect submits your lead form. You can target any form or a specific one.
Session — Scheduler Booked, Scheduler Start, Scheduler End: fire when an appointment is booked or begins/ends.
Payment — First Payment Received, Invoice Paid in Full: fire on payment milestones.
Contract — Contract Signed (first signature), Contract Fully Signed (all signatures collected).
File — SmartDocument Completed, Questionnaire Completed: fire when a client finishes a document or questionnaire.
Project — Project Stage Changed, Project Start Date, Project End Date: fire on CRM project milestones.
After selecting a trigger, a floating settings panel opens on the right. Configure the scope: choose whether this trigger fires for any project type, or only for projects matching a specific type or tag. Click the trigger node on the canvas to reopen its settings at any time.
Step 5: Add actions
With your trigger set, click the + button below the trigger node to add the next step. Select Actions from the left panel to see what your automation can do:
Send Email — sends an email to the client through your connected email account. Select an existing email template or let the AI draft one for you. You can require manual approval before the email goes out if you want to review it first.
Send SmartDocument — automatically delivers a proposal, invoice, contract, or questionnaire to the client.
Create Task — adds a task to your task list with a due date relative to the trigger date, the project start date, or the project end date. Useful for follow-up reminders you want to assign to yourself or a team member.
Move Stage — moves the project to a different pipeline stage automatically.
Add Tags — applies one or more tags to the project for organization and filtering.
You can chain multiple actions together. Click the + below each action node to add another. You can also insert Delays between actions to space them out — for example, wait 2 hours before sending a follow-up email — or add Conditions to branch the flow based on whether a contract has been signed, a payment received, or a task completed.
Step 6: Save your automation
Once your flow looks right, click Save in the top-right header. Your automation is saved but not yet running. You can come back and edit it at any time by navigating to Automations and clicking the automation name or selecting Edit from its ⋯ menu.
Step 7: Test before you activate
Before flipping the active toggle — especially for any automation that sends emails or moves project stages — run a test to confirm everything fires correctly.
With the automation open in the editor, click Test Run in the header.
If the automation has validation errors, a modal lists the issues to fix. If it is valid, a toast confirms: Test run started successfully!
Navigate to the Activity tab to watch the test run progress in real time. Click the run to open the detail view and see the execution status on each node.
Verify the right email template fires and the correct project stage is selected before proceeding to activation.
Step 8: Activate your automation
This is the step many vendors miss. An automation does not run until it is active.
In the editor header, find the Active / Inactive toggle switch and flip it to Active. You can also toggle it directly from the Your automations list on the main Automations page without opening the editor.
Important: Automations only fire on events that happen after activation. If a lead submitted a form before you activated the automation, that submission will not retroactively trigger a run. Going forward from the moment you activate, every matching event fires the automation.
A complete example: photographer inquiry automation
Here is what a complete first automation looks like for a wedding photographer:
Trigger: Lead Form Submitted (any form)
Action 1: Send Email — a warm welcome email with your portfolio link and pricing guide, sent immediately from your own email address
Delay: Wait 1 day
Action 2: Create Task — "Follow up with [lead name]", due 1 day after the trigger
Action 3: Move Stage — moves the lead's project to "Inquiry Received" in your pipeline
From the moment a prospect fills out your inquiry form, this automation sends a professional response, waits a day, and then reminds you to follow up personally — all without touching a single button. For a DJ, the same structure can follow a Scheduler Booked trigger with a confirmation email and a performance-prep task. For a floral designer, a Contract Fully Signed trigger can move the project to "Booked" and send a congratulations email instantly.
Tips for building effective automations
Start with a template. The template gallery includes proven workflows for event professionals. Apply one, customize the details, and activate — your first automation can be live in under five minutes. Remember: templates start Inactive and must be manually activated after you customize them.
Use the AI builder for complex flows. If you have a multi-step workflow in mind, describe it to the AI builder in plain language. The AI generates the trigger-action structure; you fill in the specific templates and settings. It is especially useful for building reminder sequences around event dates.
Name every automation clearly. When you have ten automations running, a name like "Post-Booking Confirmation — Planners" is far more useful than "Automation 3" in the Activity tab.
Use Conditions to add intelligence. A Condition node lets you branch the flow: if the contract is signed, send a welcome package; if not, send a gentle reminder. This turns a simple sequence into a smart workflow.
Don't delete email templates linked to active automations. If an automation's email template is deleted, the run will fail at that step. Archive or duplicate templates rather than deleting them while automations are live.
Check the Activity tab regularly. Before a major event date, visit Automations > Activity to confirm key automations have run as expected. Filter by status to spot any Failed runs that need attention.
Frequently asked questions
Do I need to activate my automation after saving it?
Yes. Saving an automation stores your configuration but does not start it. You must toggle the automation to Active — either in the editor header or from the Your automations list — before it will fire on real events. The same applies to automations created from templates: they start Inactive and must be activated after customization.
What happens to automation runs if I edit an active automation?
When you save changes to an active automation that has in-progress runs, Wedy prompts you to either duplicate and save (preserving the current runs on the old version) or cancel existing runs and save the new version. Choose the option that fits your situation.
Can I have multiple automations active for the same project?
Yes. Multiple automations can run simultaneously for the same lead or project as long as they have different triggers. For example, one automation fires when a lead form is submitted and another fires when the contract is fully signed — both can be active and both will run independently.
Will my automation fire for leads or projects that already existed before I activated it?
No. Automations only fire on events that occur after activation. Existing leads and projects are not affected retroactively.
Can I duplicate an automation to create a similar one?
Yes. From the Your automations list, open the ⋯ menu on any automation and select Duplicate. The copy opens in the editor, ready for you to rename and customize.
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