Bahá'í Feast Announcement Workflow

The Bahá'í Feast Announcement workflow automates the full announcement cycle for each of the 19 Bahá'í months. Once configured and activated, it runs without any manual steps — collecting hosting information from area coordinators, sending the community announcement, and following up with a reminder.

How the cycle works

Each Bahá'í month is one cycle. The workflow announces the upcoming feast during the current month — so while the community is in the month of Núr, the workflow is collecting information and sending announcements for the feast of Raḥmat.

The engine computes all trigger dates automatically based on the Bahá'í calendar and your timing settings. A typical cycle looks like this:

• Day 7 of the current month — information request emails sent to each area coordinator
• Day 9 — reminder sent to coordinators who have not yet responded
• Day 11 — admin escalation if any areas are still missing
• 7 days before cycle end — community announcement sent to distribution list
• 3 days before cycle end — community reminder sent

Area coordinators

Each area has a primary contact and optionally a secondary. When the workflow fires, each coordinator receives a personalized email with a secure link to submit their area's hosting details — date, time, host name, location, and notes. No login is required; the link is unique to each coordinator and expires automatically.

If a coordinator does not respond before the reminder date, they receive an automatic follow-up. If they still do not respond, the admin receives an escalation alert with a link to enter the information manually.

Volunteer host integration

If a community member has signed up as a volunteer host for a given area and feast month, the workflow detects this automatically. Instead of sending an information request to the area coordinator, it uses the volunteer's details directly and notifies the coordinator that a volunteer has been confirmed. No action is needed from the coordinator.

The admin status report will show a Volunteer hosts section listing any areas filled by volunteers, along with the host name, date, and a confirmation that the coordinator was notified.

Admin status emails

The admin receives three automated digest emails per cycle:

• Status report — sent when coordinator request emails go out, listing all areas, contacts, any volunteer-filled areas, and the upcoming schedule
• Heads up — sent just before reminder emails fire, showing which areas have responded and which are still pending
• Reminders sent — sent after reminder emails go out, confirming which areas were reminded and when escalation will occur

Manual override

At any point during a cycle, the admin can enter hosting information manually for any area from the run detail page. Click the pencil icon on any pending or waiting collect step to open the override form.

Scheduling mode

When a new cycle starts with limited time before the feast, the engine automatically adjusts the schedule:

• Normal — full timing as configured
• Compressed — shortened windows when 4–9 days remain before the feast
• Tight — initial request only, no reminder, escalation the next day, when fewer than 4 days remain

Community feast

If a community-wide feast has been scheduled for a given cycle, all collect steps are automatically skipped and the announcement is sent using the community feast details. No coordinator requests go out for that cycle.