---
title: "Make a spell do your event team's follow-up work by itself | Ticket Fairy Guides"
description: "Tell Fai what should happen when an entry in a spell changes, at a set time, or when someone presses a button, such as asking the production manager to approve a rider before the event and reminding them two days later. You test it first, see exactly what it will do without asking, and turn it on; it then runs as you until someone turns it off."
canonical: "https://www.ticketfairy.com/guides/make-a-spell-do-your-follow-up-work"
---

1. [Ticket Fairy](https://www.ticketfairy.com/)
2. [Guides](https://www.ticketfairy.com/guides)
3. Make a spell do your event team's follow-up work by itself

Fai, your AI teammate

# Make a spell do your event team's follow-up work by itself

For festival teams, production managers and promoters who keep a list in a spell, an automation does the follow-up when an entry moves on or at a set time: it asks the right person to approve, tells the team and checks back later. It always asks a person before it moves money or does something that cannot be undone.

Takes:  10 minutes

- [Open the spell in the studio](#step-1)
- [Describe what should happen by itself](#step-2)
- [Answer Fai's questions](#step-3)
- [Steps an automation can take](#step-4)
- [Check the steps Fai added](#step-5)
- [Test the automation](#step-6)
- [Share your changes](#step-7)
- [Open Turn on](#step-8)
- [Turn the automation on](#step-9)
- [Check its runs](#step-10)

## Before you start

- You can add automations to a spell you can change: one you made, or a shared spell when you are one of your brand's owners or admins or have a role the spell lets change it.
- Spellbook works on every plan. Steps where Fai looks something up or drafts text use your plan's Fai usage, the same as a conversation with her, and the other steps use none.

1. ## Open the spell in the studio

   In Spellbook, select **Change with Fai** on the spell under **Your spells**.

   **Note:** If the spell has no Change with Fai and opens with **Ask Fai** instead, you can't change it: ask the person who made it or one of your brand's owners or admins.

   ![Spellbook studio on Artist riders with the request to ask the production manager to approve each rider and remind them two days later, and Fai's first question, When should it ask for approval?, with When a rider moves to Approved recommended](https://www.ticketfairy.com/embeds/posters/marketing-spellbook--automation-request.png)    
   *Your request, and Fai's first question about it with the answer she recommends first.*
2. ## Describe what should happen by itself

   Enter what should happen and when, in your own words, such as "When a rider moves to Approved, ask the production manager to approve it and remind them two days later if it is still waiting", then select **Send**.

   **Tip:** Name the list and the status, who should approve or hear about it, and what should happen later. Fai asks about anything you leave out.
3. ## Answer Fai's questions

   Select the answer that fits each question, or enter your own in **Or enter your own answer** and select **Send**.

   **Note:** Fai asks one question at a time, such as when it should happen and who should approve first, with the answer she recommends first.

## Steps an automation can take

An automation starts when an entry in one of the spell's lists is added, changed or moves to a status, at a set time every hour, day, week or month, or when someone presses its button or **Run now**. Its steps can ask chosen teammates to approve, tell teammates in the dashboard, on their phones and by email, add, change or move the spell's entries, run a Ticket Fairy action you could run yourself, have Fai look something up or draft text, wait for a time or a date, and take one path or another.

**Note:** An automation's own messages go to your team. For messages to buyers, Fai sets up automatic messages for you on request.

4. ## Check the steps Fai added

   Select **Automations** in the spell. Each automation shows as plain steps, such as "When an entry in Riders moves to Approved" and "Ask an owner or admin to approve".

   **Note:** Fai tests every automation she adds and tells you what it would have done before she says it is ready.

   ![Automations in the studio with Rider approval on: When an entry in Riders moves to Approved, Acts as Priya Shah, Last run: Waiting, with Turn off, Test, Run now and Runs, and its steps open: Ask an owner or admin to approve, Create a task, Wait 2 days, If the task is still open, Remind Tom Okafor about the task](https://www.ticketfairy.com/embeds/posters/marketing-spellbook--automations.png)    
   *Rider approval in Automations, with its steps open.*
5. ## Test the automation

   Select **Test** on the automation. The test goes through every step and changes nothing: each change, message, approval and wait says what it would do.

   **Tip:** A test in Practice uses your practice entries. A test in Live uses your team's entries and still changes nothing.

   ![A finished test of Rider approval marked Done and Test: nothing was changed, with each step marked Would do this and what it would have done](https://www.ticketfairy.com/embeds/posters/marketing-spellbook--automation-test.png)    
   *A finished test: nothing changed, and each step says what it would have done.*
6. ## Share your changes

   If your latest changes are still in Practice, select **Share with your team** at the top of the studio, then **Share with your team** in the dialog.

   **Note:** An automation runs only in the live spell, so it turns on after you share. Choosing **Only you** keeps the spell to yourself and its automations can still run.

   ![Share this spell with your team window for Artist riders after Rider approval was added: Who sees it (Everyone on your team, Only you), What changes for your team with Added · Automation · Rider approval, the rules note, You can take the spell back to any earlier point from History, Cancel and Share with your team](https://www.ticketfairy.com/embeds/posters/marketing-spellbook--share-automation.png)    
   *Sharing lists the new automation as what changes for your team.*
7. ## Open Turn on

   Select **Turn on** on the automation. A dialog lists each step that changes something without asking, in Ticket Fairy's own words, and who the automation runs as.

   **Note:** The dialog also lists the people it asks first and whether it uses Fai usage.

   ![Turn on Rider approval? dialog: While this is on, it will do these things without asking you: Create a task and Remind Tom Okafor about the task; It asks first: Ask an owner or admin to approve; It acts as you; Cancel and Turn on](https://www.ticketfairy.com/embeds/posters/marketing-spellbook--turn-on.png)    
   *Turn on lists what the automation will do without asking you, and who it acts as.*
8. ## Turn the automation on

   Select **Turn on** in the dialog. From then on the automation runs by itself, as you, until someone turns it off.

   **Note:** Turning it on is your agreement to what the dialog lists. If someone later shares a change to the automation, it pauses until a team member who can change the spell turns it on again.
9. ## Check its runs

   Select **Runs** to see each time the automation ran, what started it and what each step did.

   **Note:** Open a run to see its steps. The run links the entry it started from, and each step that changed something links to it: the entry it added, changed or moved, or the event page it changed, such as "Open Tasks". A run that needs a person says so in plain words and waits, such as for an approval or for a step whose result could not be confirmed.
   **Tip:** Turn on **Show only runs that didn't finish** to see only the runs that stopped, didn't finish or are waiting for someone to check a step.

   ![Runs: Rider approval drawer with Show only runs that didn't finish switched off and five runs, newest first: Waiting for approval, Needs you to check, two Done, and a Done test](https://www.ticketfairy.com/embeds/posters/marketing-spellbook--runs.png)    
   *Each run of the automation, newest first.*

## Or have it done for you

Fai adds automations to a spell from her panel as well as from the studio. She asks her questions, adds the automation in Practice, tests it and tells you what it would have done, and she tells you what it will do by itself before she asks to turn it on. She asks before she turns an automation on or off, runs it now or answers a run that is waiting for you.

### In your dashboard, with Fai

```
In <SPELL NAME>, when a rider moves to Approved, ask the production manager to approve it, then remind them two days later if it is still waiting
```

## Approve or decline what an automation asks

1. ### Open Waiting for you

   In Spellbook, select **Waiting for you**.

   **Note:** Each request also reaches you by email and as a notification on your phone, and the Ticket Fairy Promoter app lists it too. You see only the requests that ask you, even in a spell you can't open.

   ![Spellbook page with Waiting for you at the top: Approve the rider for Kofi Mensah Trio?, Rider approval in Artist riders, the asked and answer-by times, with Approve, Decline and Open](https://www.ticketfairy.com/embeds/posters/marketing-spellbook--waiting-for-you.png)    
   *A request waiting for you at the top of Spellbook.*
2. ### Answer the request

   Choose what happens next.

   - **Approve**: The automation carries on with its next steps.
   - **Decline**: The run stops, unless the automation was set to carry on without that step.
   **Note:** A request you leave expires after 7 days unless the automation gives it another time, and the run then stops.

Fai shows you the approvals waiting for you, reads each request to you and asks before she approves or declines it for you.

### In your dashboard, with Fai

```
What is waiting for my approval in Spellbook?
```

## Answer a run that is waiting for you

1. ### Open the run

   In **Runs**, select the run that says it is waiting for you.

   **Note:** A run waits like this when it could not confirm whether a step happened, such as "We couldn't confirm whether “Create a task” happened." Use the link on the step, such as "Open Tasks", to check that page before you choose.

   ![A Rider approval run marked Needs you to check, Entry: Saltwater Choir: We couldn't confirm whether "Create a task" happened, with Open "Saltwater Choir", It happened, carry on, Try again and Stop, and Open Tasks on the step](https://www.ticketfairy.com/embeds/posters/marketing-spellbook--run-waiting.png)    
   *A run waiting for you to check whether a step happened.*
2. ### Choose how the run goes on

   Choose what happens to the run.

   - **It happened, carry on**: You checked that the step happened, so the run goes on to the next step without doing it again.
   - **Try again**: The run does the step again. If it did happen the first time, it happens twice.
   - **Stop**: The run ends here, and the steps it already took stay done.

Fai reads a run step by step and tells you what happened. After asking you, she carries it on, tries the step again or stops it.

### In your dashboard, with Fai

```
Why is the rider automation in <SPELL NAME> waiting?
```

## Turn an automation off or run it now

1. ### Turn the automation off

   Select **Turn off** on the automation. It no longer runs by itself, and you can turn it on again at any time.
2. ### Run the automation now

   Optional: Select **Run now** on the automation, and choose the entry when it starts from one.

   **Note:** Run now does each step for real, the same as when the automation runs by itself.

Fai turns an automation off or runs it now after she asks you.

### In your dashboard, with Fai

```
Turn off the rider reminder in <SPELL NAME>
```

## Keep an automation going when its person leaves the team

1. ### Open the paused automation

   Select the message Ticket Fairy sends you, or open the spell's **Automations**. The automation says it paused because the person it ran as is no longer on your team.

   **Note:** An automation never runs as someone who left. It pauses before its next run, and everyone who can change the spell gets one message in the dashboard and one email.
2. ### Run it as yourself

   Select **Run it as me**, read what the automation does by itself, then select **Turn on**. From then on it runs as you.

   **Note:** This is the same agreement as turning on any automation, and it makes you the person the automation runs as. Your team's activity log shows who it ran as before.

Fai tells you which automations paused because their person left, and turns one on as you after she shows you what it will do by itself.

### In your dashboard, with Fai

```
In <SPELL NAME>, run the rider reminder as me
```

## Questions you might have

**Who can turn an automation on or off?**

 You can when you can change the spell: the person who made it, your brand's owners and admins once it is shared, and any role the spell lets change it. Everyone else on your team uses the spell and sees only the approvals that ask them.

**Who does an automation act as?**

 The person who turned it on. Before each step it checks that this person can still use the spell and make that change. If not, the run stops, the automation pauses and the people who can change the spell are told, so one of them can turn it on again as themselves.

**Why can't I turn an automation on?**

 Share your latest changes first, because automations run only in the live spell, and check that you can change the spell. If **Turn on** says your account can't let Fai make changes for you, contact Ticket Fairy support.

**Why did my automation pause?**

 An automation pauses when someone shares a change to it, when the person it runs as can no longer make its changes, or when it runs more than 200 times in a day. It says why, and **Turn on** starts it again once you have read what it will do.

**What happens when someone presses a button that starts an automation?**

 If the automation changes anything, Ticket Fairy first shows what it will do, in its own words, and the run starts only after the person selects **Do it**. In Practice the button starts a test run, which changes nothing. The button works while the automation is on, and you can press it when your role can use the spell's buttons.

**Does an automation run on sample or practice entries?**

 No. Only entries your team adds or changes in the live spell start it, never sample entries or Practice. A change an automation makes never starts another automation.

**Can an automation that moves money run without asking?**

 No. A step that moves money or can't be undone always has an approval before it: Spellbook won't save an automation without one.

**What happens if two people answer the same approval?**

 The first answer counts. The other person sees that someone already decided it.

**Does an automation use my Fai usage?**

 Only the steps where Fai looks something up or drafts text, the same as a conversation with her. If your usage runs out, the run waits and tells the person it runs as, and **Try again** carries it on once your usage is topped up.

**How many automations can a spell have?**

 Up to 30, each with up to 25 steps. A wait can last from 5 minutes to 90 days, and an approval request can stay open from 1 to 30 days, 7 unless the automation says otherwise.

**What happens to an automation when the person it runs as leaves the team?**

 It pauses before its next run, so nothing runs as someone who left, and everyone who can change the spell is told. Any of them can select **Run it as me** to turn it on again as themselves. Giving the spell to a teammate does not change who an automation runs as.

## Still have a question?

Book a demo and we will answer it on a call, on your kind of event. Or create your account and see it for yourself.

   [Book a demo](https://www.ticketfairy.com/event-ticketing/book-a-demo) [Create a free account](https://manage.ticketfairy.com/welcome)

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## Related guides

- [More ways to use Ticket Fairy](https://www.ticketfairy.com/features/spellbook)
- [Build a spell with Fai for your event team](https://www.ticketfairy.com/guides/build-a-spell-with-fai)
- [Send automatic messages before and after every event](https://www.ticketfairy.com/guides/send-automatic-messages-before-and-after-every-event)
- [Keep the jobs behind your event moving](https://www.ticketfairy.com/guides/keep-your-event-tasks-on-track)
- [Choose what Fai does on your event](https://www.ticketfairy.com/guides/choose-what-fai-does-on-your-event)
- [Ask Fai about your event](https://www.ticketfairy.com/guides/ask-fai-about-your-event)
- [Invite your team to your events and choose what each person can do](https://www.ticketfairy.com/guides/invite-your-team)
- [Every Ticket Fairy guide](https://www.ticketfairy.com/guides)

## Do this on your own event

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  [Create a free account](https://manage.ticketfairy.com/welcome) [Book a demo](https://www.ticketfairy.com/event-ticketing/book-a-demo)

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- Fai, your AI teammate, is built in

 [Create a free account](https://manage.ticketfairy.com/welcome)

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## See it on a call

Book a demo and we will show you how Ticket Fairy handles your kind of event.

 [Book a demo](https://www.ticketfairy.com/event-ticketing/book-a-demo) [More ways to use Ticket Fairy](https://www.ticketfairy.com/features/spellbook)

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---

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