Purpose
1.1. Automate the process of inviting patrons and members to priority and exclusive events at an open air museum to increase engagement and retention.
1.2. Automates identification of eligible patrons, generates personalized communications, and tracks RSVP responses.
1.3. Automating follow-ups and reminders prior to events, with segmentation by membership tier or donor level.
1.4. Enables automatable synchronization of event data and guest responses with CRM and reporting systems for actionable insights.
1.5. Ensures all high-value guests receive timely, consistent, and data-driven invitations in a scalable, automated manner.
Trigger Conditions
2.1. Automating scheduled release when a new priority event is added to the calendar.
2.2. Automatedly triggered by new or renewing member status upgrades.
2.3. Automator event triggered by reaching milestone donor contributions.
2.4. Automate manual trigger by staff for special campaigns or last-minute VIP invites.
Platform Variants
1. Salesforce
• Feature/Setting: Automate process builder with event triggers; Configure Campaigns & Flow Builder to send invites when a Contact’s status changes.
2. HubSpot
• Feature/Setting: Automated workflows in Marketing Hub; Use 'Event-based workflows' to send invitations upon contact tag change to 'VIP'.
3. Microsoft Power Automate
• Feature/Setting: Automate flows; Set trigger on new event in SharePoint/Eventbrite and action to send Outlook invitations.
4. Zoho CRM
• Feature/Setting: Workflow Automation; Configure condition "Membership Tier = Patron", action: custom email template.
5. Mailchimp
• Feature/Setting: Customer Journey builder; Automated segmenting and sending priority event emails based on tags.
6. Constant Contact
• Feature/Setting: Automated Email Series; Select trigger audience list “Priority Members” for event campaigns.
7. Eventbrite
• Feature/Setting: Automate attendee segmentation; Set up integration to auto-generate invitation emails for select membership lists.
8. Google Calendar API
• Feature/Setting: Automated event creation/invitation; Use 'Events: insert' to send invites to filtered email list.
9. Twilio SMS
• Feature/Setting: Programmable SMS; Automate SMS invites using event-triggers from CRM webhook.
10. SendGrid
• Feature/Setting: Automated Marketing Campaigns; Configure dynamic email templates for event invitations, triggered by API when an event is posted.
11. Slack
• Feature/Setting: Scheduled Messaging; Use incoming webhooks to automate sending event posts to member channels.
12. WhatsApp Business API
• Feature/Setting: Automated messaging workflows; Integrate to trigger personalized invite messages based on patron list changes.
13. Airtable
• Feature/Setting: Automation scripts; Link database changes (e.g. “Event: Priority”) to sendout API.
14. Typeform
• Feature/Setting: Automated RSVP Collector; Embed RSVP forms and send notification to organizers automatically.
15. BambooHR
• Feature/Setting: Triggers based on employee engagement program participation; Automate internal invitations for staff member-only preview events.
16. Trello
• Feature/Setting: Butler Automation; Configure trigger “Event Card Created” to notify patron list.
17. SurveyMonkey
• Feature/Setting: Automated survey invitations; Schedule RSVP/Feedback survey upon event invite acceptance.
18. Docusign
• Feature/Setting: Automate NDAs/sign-ups; Event “Invite Sent” triggers automated attendee agreement email.
19. Shopify
• Feature/Setting: Automated customer segment notifications; Priority invitation workflow for past merch buyers with “VIP” tags.
20. Intercom
• Feature/Setting: Automated in-app messages; Trigger priority event pop-up invites for logged-in patrons.
21. ActiveCampaign
• Feature/Setting: Automate email sequence; Segment contacts by donation level, trigger sequence with RSVP automation.
22. Facebook Messenger API
• Feature/Setting: Automated bot campaigns; Send Messenger invites automatically to group members based on event data.
23. Pipedrive
• Feature/Setting: Workflow automation; Set deal stage or field changes to trigger automated event invite emails to key supporters.
Benefits
4.1. Automates end-to-end invitation flow, reducing manual admin time and errors.
4.2. Boosts member engagement and loyalty with customized, timely outreach.
4.3. Ensures consistent delivery and follow-up of high-value event invitations.
4.4. Provides automatable insights on RSVP/attendance and automating reporting to refine future campaigns.
4.5. Automator approach enables prioritization and scalability for multiple events and membership types.
Membership & Donor Management Automation