Artist/exhibitor onboarding and communication workflows

Purpose

1.1. Automate the entire onboarding, vetting, document collection, scheduling, and communication process for artists or exhibitors in arts & culture event/exhibit scheduling.
1.2. Automates gathering of biographies, portfolios, contracts, compliance documentation, tax forms, and technical riders from artists/exhibitors.
1.3. Automates status notifications, reminder emails, SMS updates, calendar invitations, and collecting confirmations.
1.4. Seamlessly manages dependencies between approval steps and legal, finance, and logistics teams in the onboarding process.
1.5. Enables automated self-service for status tracking, FAQ responses, and workflow progress by artists/exhibitors.

Trigger Conditions

2.1. New application received via web form, email, or CRM entry.
2.2. Organizer changes status to "Onboarding" or "Approve."
2.3. New document uploaded, signature received, or submission completed.
2.4. Deadline or time-based reminders for missing information.
2.5. Event schedule is posted or changed.

Platform Variants

3.1. Salesforce
• Feature/Setting: Workflow automation — trigger Process Builder flow on new artist lead creation.
3.2. HubSpot
• Feature/Setting: Automate onboarding sequence with Workflow Actions (Send Email, Create Task).
3.3. Airtable
• Feature/Setting: Automate "Form Submitted" trigger to start intake and notifications via Automations.
3.4. Google Workspace
• Feature/Setting: Apps Script or Google Forms triggers automate document requests and drive file sharing.
3.5. DocuSign
• Feature/Setting: Envelopes API to automate contract dispatch and signed document retrieval.
3.6. PandaDoc
• Feature/Setting: Automated document request via API and webhook on signer completion.
3.7. Jotform
• Feature/Setting: Automate follow-up sequences based on form submission via integrations.
3.8. Calendly
• Feature/Setting: Automated invite scheduling and reminders via API when onboarding status changes.
3.9. Twilio SMS
• Feature/Setting: Automate onboarding updates by triggering SMS through programmable messaging API.
3.10. Slack
• Feature/Setting: Automated posting to artist support channels on key onboarding milestones using Incoming Webhooks.
3.11. Microsoft Teams
• Feature/Setting: Automate notification messages and approval steps via Power Automate connector.
3.12. Trello
• Feature/Setting: Card creation and checklist population automated by submissions via API.
3.13. Zendesk
• Feature/Setting: Ticket automation for onboarding steps, auto-responses, and SLA reminders.
3.14. Mailchimp
• Feature/Setting: Automated onboarding newsletter and reminder campaigns via API.
3.15. Zapier
• Feature/Setting: Automates cross-platform triggers between forms, CRM, and communication channels.
3.16. Google Calendar
• Feature/Setting: Automated event invites and itinerary updates upon schedule approval via API.
3.17. DocHub
• Feature/Setting: Automate PDF onboarding packet distribution and e-signature collection.
3.18. Typeform
• Feature/Setting: Response-based progression through onboarding workflow with webhooks.
3.19. SignNow
• Feature/Setting: Automates e-contract dispatch and retrieval; automate reminders using API triggers.
3.20. Dropbox
• Feature/Setting: Automates file organization and access permission updates as onboarding progresses.

Benefits

4.1. Automating onboarding eliminates manual tasks, reducing error and administrative load.
4.2. Automated notifications improve communication and timeliness for all parties.
4.3. Automation speeds up artist/exhibitor readiness, allowing quicker event finalization.
4.4. Centralized automation ensures compliance and all required steps are consistently completed.
4.5. Automatedly manages multi-channel outreach, documentation, and calendar logistics at scale.