Event Marketing Workflow

What does this workflow record throughout the event promotion?

Each event promotion is a record with a reference number, a status such as Planning, In Review, Revising, Promoting, Results Due or Completed, and a timeline of what happened. Fields recorded on the record include the landing page link, creative assets, manager decision and comments, launch date, registrations, attendance, qualified leads, and the final results summary with cost per registration and lessons learned. The sales follow-up notes are recorded on the follow-up task rather than the main record, since that step is fire-and-forget.

Who is involved at each stage of this workflow?

The event owner submits the initial request, revises the brief if changes are needed, and later submits the results summary and lessons learned. The marketing team prepares the landing page and creative assets, launches the promotion, and records the post-event results. The marketing manager reviews the prepared assets and records an approval or changes-needed decision, and a sales team member is assigned the follow-up task on qualified leads.

What happens if the marketing manager requests changes?

When the manager's decision is Changes needed, the status is set to Revising and the event owner is asked to review the comments and revise the objective and target audience. Once the revised brief is saved, the workflow returns to the landing page and asset preparation step for another round of work and review. This loop can repeat until the manager records an Approved decision, which moves the event into launch preparation.

How do we change this workflow if our review or launch process differs?

A workflow can be changed by describing the change in plain English or by editing its steps directly in the workflow editor, and earlier versions are kept so previous configurations remain available. This makes it straightforward to adjust who is assigned each task, add extra fields to the intake or results forms, or change the wording of the emails sent to the event owner. Because the template is ready to use, a workspace can publish it and start running live events within minutes, then refine the steps as needed.

How does the event owner take part without needing a login?

The event owner submits the initial request through a public request form, and later interacts with the workflow through forms emailed to them, such as the brief revision and results summary steps. They never need an account to participate, and each email includes the relevant reference number or link needed to respond. This keeps external participation simple while still tying every response back to the correct record.

What is captured when the promotion goes live?

When the marketing team completes the launch task, the launch date they enter is saved to the record and the status changes to Promoting. The event owner is then emailed to confirm the promotion is live, including the landing page link. This gives a clear, timestamped record of when each promotion actually went out across its selected channels.

How are qualified leads followed up after the event?

After the marketing team records registrations, attendance and qualified leads, the workflow creates a fire-and-forget sales task asking for follow-up within 3 days. Because the workflow does not wait for this task, any follow-up notes entered are kept with that task in the record's task list rather than on the main record. This lets sales activity proceed independently while remaining visible against the originating event.

What does the final results summary include and when is it due?

Once results are saved, the status is set to Results Due and the event owner is emailed that a results summary is due within 5 days. The event owner then submits the results summary, cost per registration, and lessons learned through an emailed form. Once saved, these details are persisted to the record and the status is set to Completed, closing out the visible timeline for that event.

How can a business confirm this workflow meets its own reporting needs?

The workflow records statuses, the values staff and event owners enter, and a full timeline of activity on each record, along with workspace activity logs. Each business should review these records against its own reporting or compliance obligations to confirm they are sufficient. The workflow itself does not make any claims about meeting specific regulatory or audit requirements.