What are automation templates?
Automation templates are pre-built workflows designed specifically for event professionals. Instead of configuring triggers, actions, and timing from scratch, you apply a template and get a ready-to-customize automation in seconds. Templates are a fast way to go from zero to running automations — whether you're a photographer setting up inquiry responses or a planner building a post-contract follow-up sequence.
Every template starts in inactive state when applied. You'll review the settings, make any adjustments for your business, and then activate it when you're ready.
Time to complete: 5–10 minutes.
How to browse the template gallery
The Automations page surfaces featured templates right at the top of the Automations tab, so you can explore and apply them without navigating away.
In the sidebar, click Automations.
The Use a template section appears near the top of the page, showing featured template cards.
To see all available templates, click View all next to the section header. A modal opens with the complete template gallery.
Use the category filter or the search field in the modal to narrow the list by workflow type.
Click any template card to preview its structure — triggers, actions, delays, and conditions are all shown before you commit.
How to apply a template
Once you've found a template that fits your workflow, applying it takes a single click. Here's the full process:
From the template card or preview modal, click Use this template.
The automation editor opens with the template's nodes already placed on the canvas — trigger, actions, delays, and any conditions are pre-configured.
Review each node. Click any node to open its settings panel on the right and fill in your specific details (for example, select which email template to send, or choose which project stage to move to).
Edit the automation name at the top of the editor by clicking it inline. Give it a clear name so you can identify it in the Activity log later.
Click Save to save your customized automation.
When you're ready to go live, toggle the switch in the editor header from Inactive to Active.
Important: The automation will not run until you activate it. Applied templates always start as inactive — don't skip this final step.
How to customize a template after applying it
Templates give you a working structure, but every event business is different. After applying a template, you can customize any part of it in the editor:
Trigger settings — Narrow the trigger to fire only for specific forms, schedulers, document templates, project types, or tags. By default, most templates are set to "any" — tighten this to avoid unintended runs.
Action settings — Assign a specific email template to a Send Email action, or pick the exact pipeline stage for a Move Stage action. These must be configured before activating.
Delays — Adjust how long the automation waits between steps. Change a "Wait 1 day" node to "Wait 2 hours" if your business moves faster, or extend it for a more relaxed follow-up cadence.
Require Approval — Enable the approval option on any action node if you want to review and approve the action manually before it fires. This is useful for document sends or stage changes you want to control.
Name and description — Update the automation name and add a description in the editor header so your team knows exactly what the automation does and when it runs.
Once you've customized the template, click Save and then activate it.
Popular automation templates for event vendors
Wedy Pro's template gallery is built for the event industry. Here are the types of workflows you'll find — along with how event professionals use them:
New inquiry response — Fires when a client submits your lead form. Automatically sends a welcome email and creates a follow-up task for your team. Photographers and planners use this to respond to every inquiry within minutes, even when they're on a shoot.
Contract signed follow-up — Fires when a contract receives a signature. Sends a confirmation email and moves the project to a booked stage. Wedding planners use this to kick off onboarding the moment a client signs.
Invoice paid confirmation — Fires when the first payment is received or an invoice is paid in full. Sends a receipt and a prep questionnaire. DJs and caterers use this to collect key event details right after payment is confirmed.
Scheduler booked confirmation — Fires when a client books an appointment through your scheduler. Sends a confirmation email with any pre-meeting instructions. Florists and makeup artists use this for consultation bookings.
Pre-event reminder — Fires a set number of days before the project start date. Sends a reminder email with final logistics. Venues and coordinators use this to prompt clients for headcounts, final payments, or arrival details.
Tips for getting the most from templates
Start with a template, not a blank canvas. Templates save significant setup time and model best-practice timing for event workflows. Even if you customize heavily, a template gives you the right skeleton.
Set up email templates first. Automation actions that send emails require a pre-created email template. Before activating a template-based automation, make sure you have the email templates it needs — otherwise the action will have nothing to send.
All automation-triggered emails are sent from your own connected email account — so clients receive your communications from your real business address, not a generic platform address.
Use the AI builder for complex custom flows. If the template gallery doesn't have exactly what you need, use the AI automation builder to describe your workflow in plain language — Wedy Pro will generate the flow for you. See Create Your First Automation for a walkthrough of the AI builder path.
Duplicate and adapt. Once you have a working automation, duplicate it from the ⋯ menu and modify the copy for a different project type or client segment. This is faster than applying a new template.
Test before activating. Use the Test Run button in the editor header to verify the automation runs as expected before turning it on for real clients.
Automations are not retroactive. Once activated, an automation only fires on events that occur going forward — it won't run for leads or projects that already existed before activation.
Frequently asked questions
Does applying a template activate the automation?
No. When you apply a template, the automation opens in the editor in an inactive state. You must review the settings, fill in any required fields (like email templates or stage selections), and then toggle the switch to Active before it will run.
Can I edit a template after applying it?
Yes. Applying a template creates a copy of the workflow in your account — the original template is unaffected. You own the copy and can edit every node, change timing, add or remove steps, rename it, and delete it at any time.
What happens if I delete an email template that's used in an active automation?
The automation will fail when it reaches the action that references the deleted email template. To avoid this, always recreate or update the email template before removing one that's linked to a live automation.
Can I apply more than one template to the same project type?
Yes. Multiple automations can run simultaneously on the same project. For example, you could have a contract-signed automation and a payment-received automation both active for the same project type — each will trigger independently when its condition is met.
How do I find a template for a specific use case?
Click View all in the Use a template section to open the full gallery. Use the category filter or type keywords in the search field to narrow the list. If you don't find an exact match, the AI automation builder in the Create Automation flow lets you describe your workflow in plain language and generates a custom flow for you.
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