Introduction_Date, Protection_End_Date, dynamic rate formula. One-off events stay at standard 10%.{First Name}. Rewrite as Make variables e.g. {{Contact.First_Name}} when building each scenario. Use the { } inserter in the editor.Contact_Stage field: Waitlist / Onboarding / Active / Inactive.| # | Template Name | Brief Description | Trigger / Place in Process | Recipient | Tool | Status | Notes / Storage | |
|---|---|---|---|---|---|---|---|---|
Pre-Launch & Waiting List3▾ | ||||||||
| P1 | Waiting List Signup ConfirmationLOU Lou: "1. Waiting list Sign up conf" | Confirms waiting list place. Includes viral share copy — separate versions for suppliers and events. Links to social channels. | Trigger: Waiting list form submittedStage: Pre-launch | Both | Make | |||
| P2 | Network Is Now Live — BroadcastLOU Lou: "2. Announce is live PPN Open" | One-time email to entire waiting list. Links to Supplier Onboarding form. 5–10 min setup expectation. | Trigger: Manual send — launch dayStage: Network goes public | Both | Manual | |||
| P3 | Registration Interest ConfirmationLOU | Acknowledges general registration interest. Sets out next steps: registration link within 24hrs, profile completion. | Trigger: Interest form submittedStage: Pre-onboarding | Supplier | Make | |||
Supplier Onboarding4▾ | ||||||||
| O1 | You Are Registered — Next StepsLOU Lou: "3. You are Registered" | Confirmation of successful registration. Quick-start guide, portal access, reward structure overview. | Trigger: Onboarding form completedStage: Immediately on registration | Supplier | Make | |||
| O2 | Supplier Stock Form — RequestLOU Lou: "4. Supplier Stock Form Reminder" | Requests completion of stock form. Lists required info: tent types, quantities, max capacity, bedding, coverage. | Trigger: Registered, stock form not submitted (48hr)Stage: Post-registration | Supplier | Make | |||
| O3 | Stock Updated — First TimeLOU Lou: "5. Stock updated" | Acknowledges first stock form submission. Prompts to update if levels change during the season. | Trigger: Stock form submitted (1st time)Stage: After first stock submission | Supplier | Make | |||
| O4 | Stock Updated — Repeat ConfirmationLOU Lou: "6. Stock updated 2+ time" | Shorter thank-you for subsequent updates. Warmer, less instructional than first-time version. | Trigger: Stock form submitted (2nd+ time)Stage: Ongoing | Supplier | Make | |||
Enquiry & Matching5▾ | ||||||||
| E1 | Event Form Submission ConfirmationBOTH Lou: "8. Event form submission confirmation" | Full confirmation to organiser. Echoes submitted event details. Includes Event ID and how to upgrade quote tier. | Trigger: New Event record createdStage: Immediately on form submission | Organiser | Make | |||
| E2 | New Enquiry Alert — InternalAUTO | Notifies Lou & Katie immediately on new Event creation. Summary of event details for triage. | Trigger: New Event record createdStage: Simultaneous with E1 | Internal | Airtable | |||
| E3 | Duplicate Event FlagBOTH Lou: "This Event is already in the Network" | Internal alert when Duplicate_Check_Key matches. External version to submitter (generic — could be event or supplier). | Trigger: Duplicate_Flag → TRUEStage: On new Event creation | Both + Internal | Airtable | |||
| E4 | No Matching Supplier FoundBOTH Lou: "11. No matching supplier (yet)" | Informs organiser no suitable match found. Suggests calling to refine requirements. Two tone options drafted. | Trigger: Match Engine returns 0 resultsStage: After matching attempt | Organiser | Make | |||
| E5 | Quotes On The Way — OrganiserAUTO | Reassures organiser their request has been matched. Sets 72-hour quote expectation. | Trigger: Event Status → Quotes SentStage: When ITQs dispatched | Organiser | Airtable | |||
Quoting5▾ | ||||||||
| Q1 | Invitation to Quote (ITQ)BOTH Lou: "9. Supplier invitation to quote" | "You have been matched." Basic event detail. Yes/No availability confirmation. 24-hr response window. | Trigger: Event Status → Quotes Sent (per supplier)Stage: Match Engine complete | Supplier | Make | |||
| Q2 | Full Event Details — Supplier IntroductionBOTH Lou: "12. Share event details with supplier" | Full event + organiser contact details. Quote deadline (72hr). PPN Introduction Record. 4-year commission schedule. Outcome buttons. | Trigger: Supplier confirms intent (Yes)Stage: After ITQ accepted | Supplier | Make | |||
| Q3 | Quote Received — Internal AlertAUTO | Notifies Lou & Katie when CC alias detects a supplier quote. Parses reference code, sets Quote to Submitted. | Trigger: CC alias email detectedStage: Supplier quotes organiser cc'ing network@ | Internal | Make | |||
| Q4 | Declined — Invitation to QuoteLOU Lou: "10. Declined invitation to quote" | Sent when supplier declines to quote. Keeps relationship warm. Soft referral nudge. | Trigger: Supplier selects No on ITQStage: After ITQ sent | Supplier | Make | |||
| Q5 | Quoting Deadline CheckLOU Lou: "Quoting deadline" + "Commitment to quote" | 72hr deadline passed, no CC confirmation. Supplier: "Did you send your quote?" (3 options). Organiser: "Did you receive a quote?" (Yes/No). | Trigger: 72hrs after ITQ, Quote still = InvitedStage: Deadline chaser | Both | Make | |||
Acceptance & Booking4▾ | ||||||||
| A1 | Booking Confirmed — Winning SupplierBOTH | Congratulates winning supplier. Bank details prompt. 48-hour window to report values. Soft compliance line included. | Trigger: Event.Winning_Quote setStage: Organiser selects a quote | Supplier | Airtable | |||
| A2 | Booking Confirmed — OrganiserBOTH | Confirms selected supplier to organiser. Quote summary, ToS link. Prompts to confirm if quote arrives and they proceed. | Trigger: Event.Winning_Quote setStage: Same trigger as A1 | Organiser | Airtable | |||
| A3 | Unsuccessful Quote NotificationAUTO | Informs non-selected suppliers the event has been filled. Professional, warm. Encourages future engagement. | Trigger: Event.Winning_Quote set (losing suppliers)Stage: Bulk send | Supplier | Make | |||
| A4 | No Response After Intent to QuoteLOU | After 2–3 weeks of silence. Supplier: "Did this result in a booking?" Organiser: "Have you confirmed a supplier?" Keeps records clean. | Trigger: 2–3 weeks after Q2, no booking recordedStage: Silence after introduction | Both | Make | |||
Referrals & Commission5▾ | ||||||||
| R1 | Supplier Referred an Event — ConfirmationLOU | Confirms referral received. States 4% commission if successful. Explains why commission might not be due. Bank detail check prompt. | Trigger: Referral record createdStage: Supplier submits a referred event | Supplier | Make | |||
| R2 | Referral Matched — CongratulationsLOU | Referred event has been matched to a supplier. "We'll confirm once event is completed." Two tones drafted. | Trigger: Referral.Status → ActiveStage: Match found for referred event | Supplier | Make | |||
| R3 | Referral UnsuccessfulLOU | Referred event could not be matched or did not result in a booking. Content to be drafted. | Trigger: Referral.Status → VoidStage: Referral doesn't convert | Supplier | Make | |||
| R4 | Commission Ready to PayLOU | "Ready to pay your commission." Bank details check prompt. 14-day payment window stated. | Trigger: Commission_Paid → TRUEStage: After event confirmed, payment settled | Supplier | Airtable | |||
| R5 | 4-Year Commission Reminder (Bi-Annual)LOU ⚠ Requires Introduction_Date on Referrals | May & October reminder to suppliers with active introductions. States tapering schedule and current rate. "Let us know of any current bookings." | Trigger: Scheduled — May & OctoberStage: Active protection period | Supplier | Make | |||
Honesty Loop & Post-Event4▾ | ||||||||
| H1 | Honesty Loop — Initial NudgeBOTH Lou: "Quick check-in on your referred gig" | "Did your event go ahead?" Yes/No + final price Tally link. Commission amount shown. Friendly and brief. | Trigger: +48hrs after Event_End_DateStage: Loop Stage 1 | Supplier | Make | |||
| H2 | Commission Ready — Internal AlertAUTO | Notifies Lou & Katie when supplier confirms event happened. Commission and PPN net flagged — ready to invoice. | Trigger: Did_It_Happen → YesStage: Supplier responds to Loop | Internal | Airtable | |||
| H3 | Post-Event Satisfaction SurveyBOTH Lou: "Post Event Survey" | Sent +2 days after event confirmed. Rating, would recommend, free text, consent to publish as testimonial. | Trigger: Did_It_Happen → Yes (+2 days)Stage: Post-event follow-up | Organiser | Make | |||
| H4 | Honesty Loop EscalationAUTO | After 14 days of supplier non-response. Combined organiser survey + internal flag. Soft compliance tone throughout. | Trigger: Honesty_Loop_Stage → Escalated (+14 days)Stage: Supplier non-responsive | Both + Internal | Make | |||
Billing & Compliance2▾ | ||||||||
| B1 | Subscription Payment OverdueAUTO | Chases supplier whose subscription hasn't been paid. Invoice amount, due date, direct payment link. | Trigger: Subscription Payment_Status → OverdueStage: After grace period | Supplier | Make | |||
| B2 | Unsubscribe Feedback RequestLOU | Asks why they left. 5 numbered reply options. Helps identify churn reasons. Note: GDPR compliance check needed. | Trigger: Supplier unsubscribesStage: On unsubscribe | Supplier | Make | |||
Monthly Subscriber Series (12 emails)12▾ | ||||||||
| M1 | Month 1 — January: Welcome to the NetworkLOU | Launch month. Sets expectations for early adopters. Referral + recruitment CTA. "You're part of something being built." | Trigger: Monthly broadcast — January | Supplier | Manual | |||
| M2 | Month 2 — February: Momentum BuildingLOU | Wedding planning surge. Early adopters best placed. Network growing. | Trigger: Monthly broadcast — February | Supplier | Manual | |||
| M3 | Month 3 — March: Season ApproachingLOU | Pre-season traction. Easter approaching. Corporate events, private parties, early-summer weddings picking up. | Trigger: Monthly broadcast — March | Supplier | Manual | |||
| M4 | Month 4 — April: Season Has StartedLOU | Post-Easter, season open. Overflow referral CTA strongest here. | Trigger: Monthly broadcast — April | Supplier | Manual | |||
| M5 | Month 5 — May: Enquiries GrowingLOU | Corporate events, private parties, summer weddings finalising. Referral value reinforcement. | Trigger: Monthly broadcast — May | Supplier | Manual | |||
| M6 | Month 6 — June: Glastonbury Fallow OpportunityLOU | Glastonbury not running 2026 — market opportunity. More events expanding glamping. Overflow emphasis. | Trigger: Monthly broadcast — June | Supplier | Manual | |||
| M7 | Month 7 — July: Peak Overflow MonthLOU | Busiest month. Many suppliers at full capacity. Highest referral potential. | Trigger: Monthly broadcast — July | Supplier | Manual | |||
| M8 | Month 8 — August: Last-Minute EventsLOU | Last-minute weddings and emergencies. Network insights teased. | Trigger: Monthly broadcast — August | Supplier | Manual | |||
| M9 | Month 9 — September: Rebooking BeginsLOU | Events start rebooking for following year. Refer early-declined enquiries back in. | Trigger: Monthly broadcast — September | Supplier | Manual | |||
| M10 | Month 10 — October: Peak RebookingLOU | Busiest rebooking month. Industry strengthening narrative peak. | Trigger: Monthly broadcast — October | Supplier | Manual | |||
| M11 | Month 11 — November: Referral Payout SeasonLOU | Referral payouts being processed. Network insights teased. Recruitment CTA. | Trigger: Monthly broadcast — November | Supplier | Manual | |||
| M12 | Month 12 — December: Year One Wrap-UpLOU | Thank you for Year 1. Insights incoming. Final recruitment push. Festive warm close. | Trigger: Monthly broadcast — December | Supplier | Manual | |||
Operational & Misc2▾ | ||||||||
| OPS1 | Auto-Reply — Clarification RequiredLOU | Generic reply requesting clarification or amendments to submitted documents. Professional, non-accusatory. | Trigger: Manual send by Lou/KatieStage: Any time | Supplier | Manual | |||
| OPS2 | Stock Update Reminder (Seasonal)LOU | Periodic nudge to review and update stock info. March and July. "Accurate stock helps us match you accurately." | Trigger: Scheduled broadcast — March & JulyStage: Seasonal, twice yearly | Supplier | Make | |||
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