How workflows make your marketing smarter and easier

Workflows trigger automated campaigns from real guest actions, not just email clicks.

Hospitality is all about timing. Guests don't want another generic email. They want a message that feels like it was written for them, delivered at just the right moment.

That is exactly what Marketing Workflows was built to do. Short on time? See it in a 60 second video.

The hospitality marketing problem

Most marketing platforms weren't built for hospitality. They were designed for online retail or SaaS companies, so they ask you to trigger campaigns from things like 'email opened' or 'cart abandoned'.

But in hospitality, the guest journey is different. The key touchpoints happen in your venue:

• A guest books a table

• They cancel a booking

• They log in to your Wi-Fi

• They leave you a review

• They stop visiting for a while

Traditional tools don't account for these moments. Stampede does. Workflows start from real guest actions, which means fewer 'batch and blast' emails and more personalised, perfectly timed campaigns that grow repeat visits without extra manual work.

How workflows work: triggers start the journey

A marketing workflow always begins with a trigger: the guest action you care about. Examples in Stampede include:

• Booking created: send a confirmation or pre-visit offer

• Booking completed: thank them and ask for a review

• Booking cancelled: try to rebook them

• Loyalty sign-up: deliver a warm welcome

• Upcoming birthday: send a birthday promo

• Wi-Fi session created: trigger a welcome message

• Review created: thank them, or resolve an issue fast

• Form submitted: follow up with more information

• Webhook (Manual): integrate with POS systems, booking platforms or CRM tools

• Last booked X days ago: trigger on time since the last visit, for win-back offers

Many triggers take additional conditions to make them more precise. You can filter on party size, for example to target groups of six or more with group dining offers, or on text content, such as spotting the word anniversary in a booking note so the table gets special treatment.

These real-world triggers ensure your marketing always starts with something meaningful.

From trigger to action: what happens next

Once the workflow starts, you add nodes to define what happens next.

Action nodes

• Send Email: follow up instantly with the right message, chosen from your workflow email templates and personalised, for welcomes, offers and confirmations

• Send SMS: pick from pre-created SMS templates for urgent offers and quick updates

• Add Tag: label customer profiles for segmentation, for instance tagging high spenders as 'VIP'

• Add Loyalty Points: award points to loyalty accounts to reward bookings, celebrate milestones and incentivise behaviour

• Create Inbox Thread: generate enquiry messages for staff follow-up, for example an auto-alert on a negative review

Decision nodes

• If Has Tag: check whether the profile carries specific tags, like a 'First Time' tag that earns extra attention

• If Has Opened Email: branch on whether the guest opened a specific workflow email

• If Has Clicked Email: branch on clicks, for example sending more detail to guests who clicked a product link

Wait nodes

• Wait: pause for a set time, such as 30 minutes after a Wi-Fi connection

• Wait for Time of Day: pause until a specific hour, like 8am for a breakfast offer

• Wait for Event: pause until the guest does something, like make a booking

End nodes

• End Successful: marks the workflow complete, which helps you measure effectiveness

• End Unsuccessful: marks it failed or incomplete; analysing those paths is how you optimise

The power lies in combining triggers, nodes and conditions.

Six workflows worth building

1. Upcoming birthday: celebration offer

Trigger: upcoming birthday, seven days before.

Actions:

• Send Email: 'Happy birthday from all of us. Book a table this week and enjoy a free dessert or a glass of bubbly on us.'

• Wait 3 days, then send an SMS reminder if there is no response

• Add Tag: 'Birthday Offer Sent' for tracking

• If a booking is created, award double loyalty points

Why it works: it makes guests feel remembered, drives group birthday bookings and lifts loyalty engagement.

2. Booking created: pre-visit engagement

Trigger: booking created. Condition: party size greater than 6.

Actions:

• Send Email: 'Thanks for booking with us. Here's our group dining menu, with a complimentary bottle of prosecco for large parties.'

• Add Tag: 'Group Booking' to the guest's profile

Why it works: it encourages higher spend from large groups, and the tag feeds future campaigns like Christmas parties or corporate dining.

3. Booking completed: review and loyalty push

Trigger: booking completed.

Actions:

• Wait 24 hours, so the request doesn't land while they are still walking out

• Send Email: thank them for dining and include a link to leave a review

• Add Loyalty Points: reward points if they submit a review

Why it works: it drives more reviews, which lifts visibility, while nudging guests into the loyalty programme.

4. Wi-Fi session created: instant welcome

Trigger: Wi-Fi session created. Condition: if 5-star review created.

Actions:

• Send Email: 'Welcome back. Here's 20% off your next visit when you bring 6 or more friends.'

Why it works: it rewards your happiest guests and turns them into the ones who bring new guests.

5. Booking cancelled: rebook attempt

Trigger: booking cancelled.

Actions:

• Send SMS instantly: 'Sorry you can't make it this time. Would you like to rebook for next week? Click here.'

• Add Tag: 'Cancelled' for reporting and follow-up

• Wait 7 days, then Send Email: 'We've missed you. Here's 10% off if you rebook within the next week.'

Why it works: it turns cancellations into a second chance, and the tag keeps track of frequent cancellers.

6. Last booked 60 days ago: win-back campaign

Trigger: last booking completed 60 days ago.

Actions:

• Send Email: 'It's been a while since we last saw you. Join us again and enjoy a complimentary side.'

• Decision node: If Has Tag = 'VIP', send a higher-value reward instead, such as double loyalty points

• If Has Opened Email: wait 2 days, then send an SMS reminder to anyone who hasn't opened

Why it works: it reactivates lapsing guests, balances incentives between casual and VIP customers and works across channels.

AI summary: your workflow, explained simply

Building workflows can get complex, which is why there is an AI Explain button.

At any time you can click it to see your workflow described in plain English:

• What the workflow does in simple terms

• Who it targets and when it activates

• What actions it performs

• The customer experience to expect

It takes the uncertainty out of automation, so you can be confident your flows do exactly what you intend, and explain them to non-marketers without a whiteboard.

What workflows do for venues

Workflows save time: set them once and let automation do the heavy lifting. They drive more visits by reaching guests at the moment a message is actually relevant. They build loyalty, because every journey feels personal rather than robotic. And they stay understandable, because AI Explain describes even complex flows in plain English.

Workflows aren't about sending more emails. They are about sending the right message at the right time.

Ready to see Marketing Workflows in action? Book a demo and we will show you how it works around your venue. Curious what building them looks like? Watch the in-depth video demo, or read the step-by-step setup and troubleshooting guide in the Knowledge Base.