How triggers and actions work together
Every automation in Wedy Pro is built from the same structure: one trigger that starts the automation, followed by one or more actions that execute when the trigger fires. Optionally, you can add conditions to branch the flow based on client behavior, and delays to control timing.
When you add a new step in the automation editor, the left panel organizes your options into four categories: Triggers, Actions, Conditions, and Delays. Each category contains multiple node types — this article documents every available option so you can build exactly the automation your event business needs.
Triggers — what can start an automation
Wedy Pro organizes triggers into six sub-categories in the left panel: Inquiry, Session, File, Payment, Contract, and Project. Each trigger fires once per qualifying event in a lead or project — the automation will not run retroactively on leads or projects that were created before the automation was activated.
Inquiry triggers
Lead Form Submitted — Fires when a potential client submits a lead capture form on your website. Configure it to watch any form or a specific form. Use this to send an instant reply to new inquiries or create a follow-up task for your team. Best for: photographers, planners, and DJs who embed an inquiry form on their website and want to respond before a competitor does.
Session triggers
Session triggers are based on appointments booked or managed through your Schedulers.
Scheduler Booked — Fires immediately when a client books an appointment through your scheduler. Configure it to watch any scheduler or a specific one. Use this to send a booking confirmation or automatically move the lead to a new stage.
Scheduler Start — Fires a specified amount of time before or after a scheduled appointment begins. Use this to send a preparation reminder to the client or create a pre-call checklist task for yourself. Set the offset in minutes, hours, or days.
Scheduler End — Fires a specified amount of time before or after a scheduled appointment ends. Use this to send a follow-up email after a consultation call or to prompt a client to review their proposal.
File triggers
SmartDocument Completed — Fires when a client completes a Smart Document (proposal, invoice, contract, or questionnaire). Configure it to watch any document or a specific template. Use this as an all-in-one trigger when a client has signed, paid, and filled out everything in a single document.
Questionnaire Completed — Fires when a client finishes filling out a questionnaire. Use this to send a thank-you and automatically move the project forward once you have all the information you need.
Payment triggers
First Payment Received — Fires when the very first payment is received on an invoice, regardless of the remaining balance. Use this to send a payment confirmation and kick off your onboarding sequence. Note: this trigger fires on the first payment only — for full payment, use Invoice Paid in Full.
Invoice Paid in Full — Fires when an invoice is completely paid off. Use this to send a final payment receipt, create an event-day preparation task, or move the project to a Booked stage.
Contract triggers
Wedy Pro offers two distinct contract triggers — use the right one based on whether you need a signature notification or full execution confirmation.
Contract Signed — Fires when a contract receives its first signature, even if additional signatures are still required. Use this when you want to act immediately after any signature is collected, such as sending a confirmation to the signer. Important: if your contract requires multiple signatures (for example, both partners signing), this trigger fires after the first signature only — not when all parties have signed.
Contract Fully Signed — Fires only after all required signatures have been collected and the contract is fully executed. Use this for post-booking workflows: sending a welcome packet, creating a kickoff task, or moving the project to your Booked stage. This is the recommended trigger for most post-contract automations.
Project triggers
Project triggers let you build date-based and stage-based automations that run across your entire client roster.
Project Start Date — Fires relative to the event start date set on the project. Configure it to run a specified number of days or hours before or after the event date. Example: a florist can set this trigger to fire 7 days before the event to send a final consultation reminder. Note: this trigger only fires for projects that have an event start date set.
Project End Date — Fires relative to the event end date set on the project. Use this for post-event follow-ups: send a thank-you email 1 day after the event ends, or create a task to deliver the gallery within 3 days.
Project Stage Changed — Fires when a project moves to a specific pipeline stage. Configure it to watch any stage change or a specific stage. Example: when a project moves to Consultation Scheduled, automatically send an appointment confirmation email. This trigger is one of the most versatile — you can chain multiple stage-change automations to create a complete client journey workflow.
Actions — what an automation can do
Actions execute when the trigger fires (or after a delay or condition). Each action node can optionally be configured to require your manual approval before it sends. When a run reaches a node set to require approval, it pauses with status Approval Required in the Activity tab — you approve or reject it from the run detail view.
Send Email — Sends an email to the client using a pre-defined email template. The email is sent from your own connected email account — never a generic platform address. Configure it in standard mode (select a template) or AI mode, where Wedy Pro drafts the email content using AI. You can also enable Requires Approval to review the draft before it sends. Best for: inquiry responses, booking confirmations, payment receipts, pre-event reminders.
Send SmartDocument — Sends a Smart Document (proposal, invoice, contract, or questionnaire) to the client. Configure it to use a specific document template. Like email sends, this uses your connected email account for delivery. AI mode is also available to generate the document content automatically. Best for: automatically sending a contract after a scheduler booking, or sending an invoice after moving a project to a booked stage.
Create Task — Creates a task in your task list with a configurable due date. Set the due date relative to the trigger date, the project start date, or the project end date. Example: create a task due 3 days after a contract is fully signed to schedule a planning kickoff call. This action creates tasks visible in your Projects task list — useful for both solo vendors and Elite plan team members.
Move Stage — Moves the project to a specific pipeline stage automatically. Choose any stage from your pipeline. Use this to advance leads through your pipeline without manual intervention. Example: when an invoice is paid in full, automatically move the project to Booked. This action is labeled Move Stage in the node palette; the full name is Move Project Stage.
Add Tags — Adds one or more tags to the project for organization and filtering. Use this to segment clients automatically based on their journey milestones. Example: add a tag called "Contract Signed" when a contract is fully executed, then filter by this tag in your Projects view to see all committed clients at a glance. This action is labeled Add Tags in the palette; the full name is Add Tag to Project.
Conditions — branching your flow with Yes/No logic
Condition nodes split the automation into two branches: a Yes path and a No path. When a run reaches a condition, Wedy Pro checks whether the stated event has occurred. If it has, the run continues on the Yes branch; if not, it continues on the No branch. You can attach different actions, delays, or further conditions to each branch.
Conditions are available in these types:
Scheduler Scheduled? — Checks whether an appointment has been booked through your scheduler.
Document Viewed? — Checks whether the client has opened and viewed a Smart Document.
Document Completed? — Checks whether the client has completed a Smart Document.
First Payment Paid? — Checks whether the first payment on an invoice has been received.
Invoice Paid in Full? — Checks whether an invoice has been fully paid.
Contract Signed? — Checks whether a contract has received at least one signature.
Contract Fully Signed? — Checks whether all required signatures have been collected.
Questionnaire Complete? — Checks whether the client has completed a questionnaire.
Task Completed? — Checks whether a specific task has been marked as done.
Tag Added? — Checks whether a specific tag has been added to the project.
When to use conditions: use a condition when you want to follow up differently depending on what the client has done. For example: after sending a proposal, wait 3 days, then check Document Viewed? — if Yes, send a gentle follow-up nudge; if No, send a more prominent reminder.
Delays — controlling timing
Delay nodes pause the automation before the next step runs. Two delay types are available:
Wait Fixed Time — Pauses the automation for a specific duration: minutes, hours, or days. The canvas shows the configured delay clearly (e.g., Wait 2 hours, Wait 7 days). Use this when you want a predictable gap between steps — for example, wait 24 hours after sending a welcome email before creating a follow-up task.
Wait Until Event — Pauses the automation until a specific client action occurs, up to a maximum wait time you configure. For example: wait until the contract is signed, for up to 14 days. If the event occurs before the max wait, the run advances immediately. If the max wait expires first, the run continues on the next step regardless. Configure the event to wait for from any of the condition types listed above.
Common trigger and action combinations
Here are five proven combinations used by event professionals on Wedy Pro:
Lead Form Submitted → Send Email — Instantly sends a personalized welcome email when a new inquiry comes in. Ideal for photographers and planners who want to be the first to respond. Add a Create Task action to remind yourself to follow up personally within 24 hours.
Contract Fully Signed → Move Stage + Send Email — Moves the project to your Booked stage and sends a congratulations email the moment the contract is fully executed. Add a Create Task to schedule the planning kickoff call.
Invoice Paid in Full → Send SmartDocument + Create Task — Sends a post-event questionnaire automatically when the final invoice clears, and creates a task to prepare your delivery checklist. Ideal for photographers, florists, and caterers.
Project Start Date (7 days before) → Send Email — Sends a final details reminder to the client one week before the event. A DJ or caterer can use this to request final headcounts, song requests, or dietary requirements without manual calendar reminders.
Scheduler Booked → Send Email + Move Stage — Confirms the consultation and automatically moves the lead to a Consultation Scheduled stage in the pipeline, keeping your view clean without any manual updates.
Tips for choosing the right trigger
Use Lead Form Submitted as your first automation — it fires on every new inquiry and is the highest-impact starting point for most event vendors.
Prefer Contract Fully Signed over Contract Signed for post-booking workflows. Contract Signed fires on the first signature, which may be too early if you require both partners to sign.
Date-based triggers (Project Start Date, Project End Date) only fire for projects that have a date set. Ensure your team adds event dates when creating or updating projects.
Use Project Stage Changed as a universal building block — by triggering on stage transitions, you can automate the entire client journey from first inquiry to final delivery.
Add a Wait Until Event delay with a max wait before sending a reminder for unviewed documents — this avoids spamming clients who already completed the action.
For every action node that sends client-facing content, consider enabling Requires Approval while you test a new automation. Disable it once you're confident the content is right for every scenario.
Use the Test Run button in the automation editor header to fire a test run before going live. The run will appear in the Activity tab so you can verify every step executes as expected — without waiting for a real client event to trigger it.
Frequently asked questions
Can one automation have multiple triggers?
No. Each automation has exactly one trigger. If you want different starting points, create separate automations — one per trigger scenario.
What happens if a trigger condition is never met?
The automation simply never fires for that lead or project. For example, if you have a Contract Fully Signed trigger and a client never signs the contract, no run is created. Nothing is sent or created automatically.
Do triggers fire retroactively for existing leads and projects?
No. Triggers only fire for events that occur after the automation is activated. Leads and projects that already exist when you activate the automation are not affected unless they experience a new qualifying event going forward.
What is the difference between a condition and a Wait Until Event delay?
A condition checks the current state immediately and routes to Yes or No without waiting. A Wait Until Event delay pauses the run and monitors for the event to occur, up to a max wait time. Use a condition when you want to branch based on what has already happened; use Wait Until Event when you want to pause and watch for something to happen before continuing.
Can I require approval before an email or document is sent?
Yes. Every action node (Send Email, Send SmartDocument, Create Task, Move Stage, Add Tags) can be configured to require your approval before executing. When a run reaches that node, it pauses with status Approval Required in the Activity tab. Approve or reject it from the run detail view. Important: if you reject an action at the approval step, the run stops permanently at that node — it does not skip the action and continue to the next step. Only approve runs you are ready to execute.
What happens when I edit an automation that has active runs?
When you save changes to an active automation that has in-progress runs, Wedy Pro shows a warning. You can choose to duplicate the existing runs (they continue under the old version) or cancel the runs (they stop immediately). The new version applies only to runs that start after you save.
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