Creating automations
For: Owners & Managers
There are three ways to create an automation: add the recommended starter set, pick a template, or build one from scratch. This page covers all three, plus the builder.
The fastest starts
Go to Engagement → Automations. If you have none yet, you'll see No automations yet with two shortcuts:
- Set up recommended automations — adds a curated starter set in one click. Member-facing ones are added paused for you to review; owner alerts are added on.
- Browse templates — opens the Automation templates gallery.
You can reopen the gallery any time with Templates. Each template shows what it does and how many steps it has; click one to create it. Templates include:
| Template | What it does |
|---|---|
| Welcome series | Greet a new member, then follow up a few days later. |
| No-show follow-up | After a no-show, wait a day, check in, and tag them at-risk. |
| Payment-failed reminder | Nudge a member to update payment when a charge fails. |
| Membership win-back | A week after a cancellation, invite the member back. |
| At-risk win-back | When a member goes 30 days without a visit, reach out — then follow up with an incentive. |
| Onboarding nudge | Help a new member who hasn't built a visit habit in their first two weeks. |
| Frequent no-show reminder | Remind a member of the cancellation policy after repeated no-shows. |
| Birthday greeting | Send a warm note on a member's birthday. |
| Insight alert (notify me) | Send yourself a heads-up when a new insight is raised. |
Building from scratch
Click New automation to create one and open the editor. Then:
- Name it.
- Under Triggers (when this happens), search or pick one or more events — for example Member joins, Payment past due, No-show, Member at-risk (no visit 30d), or Insight raised (notify me).
- (Optional) Add Conditions — each is a field, an operator (is, is not, contains, greater than, …), and a value; all must match to run. Use + Add condition.
- Set Re-enrollment (anti-spam): Every time it triggers, Once per member ever, or Once per member, then wait … days.
- Click Save settings.
Adding the steps
Under Actions (do this, in order), pick an action and click Add step:
| Action | What it does |
|---|---|
| Send email / Send SMS / Send in-app | Message the member, or send an alert to owners / admins. Emails have a Subject; the message box supports Insert variable (like the member's name). |
| Add tag / Remove tag | Label the member (e.g. at_risk). |
| Wait / delay | Pause for a number of minutes, hours, or days before the next step. |
| Call webhook | Send the event to an outside URL. |
Going live
Use Activate to turn it on (or Pause to stop it, Archive to retire it). The Recent runs list shows recent activity once it starts firing.
Tips
- Start from a template and tweak it — it's faster than building from scratch and the copy is already written.
- Set Re-enrollment to a cooldown for outreach automations so a member isn't messaged repeatedly.
- Add a Wait / delay step to space out a series (greet today, follow up in three days).
Troubleshooting
| Issue | What to do |
|---|---|
| Save settings is disabled | Give the automation a name and pick at least one trigger. |
| A message shows a variable warning | A token won't resolve for the chosen trigger and would render blank — remove it or pick a trigger that provides it. |
| It's not firing | Check its Status is active, its conditions aren't too narrow, and re-enrollment hasn't already run for that member. |