The Actions module is a powerful tool that allows you to automate many repetitive tasks in your event. It can save you time and provide your attendees with a personalized experience by responding to their actions in real time. The system can automatically assign roles, send certificates or manage tickets, all based on rules you define.
From this article you will learn:
What is the Actions module and what problems does it solve?
What are "Triggers" and "Action Types"?
What are the benefits of automating tasks?
Where to find and how to get started with the Actions module?
What are Shares and how do they work?
Imagine that every participant who joins an event automatically gets a welcome role. Or that a person who completes a task in a gamification immediately gets a special tag visible on their profile. This is what the Actions module makes possible - creating simple "if X, then Y" rules that execute themselves.
At the heart of each Action are two elements:
Trigger (Trigger) - that is, the event that starts the Action.
Action Type (Action Type) - that is, the task to be performed.
For example: If there is a Participant Creation (this is a Trigger), the system will automatically perform the Assign Role action (this is an Action Type).
Triggers - what can trigger an Action?
A Trigger is a condition that must be met for the system to trigger a defined task. In the panel you will find them under the name Trigger.
The available triggers are:
Participant created - the action will trigger for each newly added person.
Order created - this trigger is currently used for specific applications, such as automatically sending PDFs (e.g. tickets or pro forma invoices) when an order is created, using integration with the Certificates module.
Completing a task / Earning a badge - a great way to integrate with the Gamification module and reward engagement.
Confirm participant - the action will execute when the participant's status is changed to "confirmed".
Manual - allows you to create a button or link that the participant can click on his/her own to trigger an action (e.g. join a workshop).
Other action - allows you to create advanced scenarios, where performing one action triggers another.
💡 Tip:
Think about the repetitive activities you perform when managing an event. You can probably automate most of them with the right Trigger!
Action Types - what can the system do for you?
When a Trigger is activated, the system performs a specific Action Type. This is the "something" that is supposed to happen. In the panel, this option is visible as a field Type. Below you will find an explanation of each of the available action types.
Managing participants and permissions
Activation/Deactivation
Used to change the status of a participant's account.Activationmakes the participant active and able to log on to the platform.Deactivationblocks him/her from doing so.
Example: You can automatically deactivate a participant if his/her order is canceled.Email address verification
Sends a verification request to the participant's email address. This is crucial to confirm that the address is correct and belongs to the person.
Example: Use this action with the "Create participant" trigger to require each new user to confirm their email.Assign Role/Unassign Role
Allows you to dynamically manage roles that determine the permissions and access of attendees to specific modules.
Example: AutomaticallyAssign the role"Speaker" to a person who joined the event using a special registration link.Assign Ticket/Unassign Ticket
Allows you to automatically add or remove tickets from an attendee's account. Tickets can give access to specific sessions, workshops or zones at an event.
Example: Create a manual action "Sign up for a workshop", which when clickedAssign a ticketfor that workshop.Assign Tag/Unassign Tag
Tags are a flexible way to categorize and segment participants. You can use them to filter lists or as conditions in other actions.
Example :Assign the tag"interested-networking" to anyone who clicks on a manual action expressing a desire to participate in meetings.
Generating resources and interactions
Certificate issuance
Automates the process of generating and sending certificates to participants. Certificates are created beforehand in a dedicated module.
Example: Configure the action so thatthe Issuance of a certificateoccurs automatically for everyone who earns a certain badge in the gamification.Generate meeting slots
Activates the mechanism for generating 1-on-1 meetings in the Networking module. Works for attendees who have networking enabled on their profiles.
Example: Run this action manually the day before the event to prepare meeting schedules for all willing participants.
Technical activities
Refresh navigation
Forces a refresh of the navigation menu on the participant's side. This is useful when, as a result of another action (e.g., assigning a role), the participant gains access to new sections of the platform and you want him to see them immediately.
Example: Create a chain of actions: the first one assigns the role "VIP", and the second one (triggered by the first one) usesRefresh Navigation, so that the VIP area appears in the menu immediately.
Where to find the Stocks module?
To start working with Actions:
Log in to the Gridaly panel and in the list of events, click on the one you want to manage.
In the menu on the left, find and click on the Settings section .
From the list that will expand, select Actions.
There you will find a list of all created actions and a button to create a new one. In the following articles we will show you how to create and configure your own automations step by step.
FAQ
Can I create an action that will only work for a specific group of people?
Can I create an action that will only work for a specific group of people?
Yes, in the settings of each action you can add "Execution conditions", for example, limit its action only to participants with a specific role.
Can one action trigger another?
Can one action trigger another?
Yes, there is the Other Action trigger , which allows you to create advanced, multi-step scenarios.
Do actions work retroactively?
Do actions work retroactively?
No, actions respond to events that happen after they are created and activated. They will not work for participants who have met a condition (e.g., bought a ticket) before the action was created.