Automation Flows

Automation Flows

Automate repetitive tasks with visual workflow builders. Automations run in the background, triggered by member actions or time-based events, and execute sequences of actions like sending emails, assigning tasks, or updating records.

Creating an Automation Flow

1. Navigate to Automations in the sidebar (Manager+ only).
2. Click + New Flow or choose a pre-built template.
3. Give the flow a name and optional description.
4. Add a Trigger — the event that starts the flow:
   • Member Signup — A new member joins the gym
   • Member Status Changed — Status changes (e.g. active → cancelled, trial → active)
   • Class Completed — A member attends a class
   • Membership Expiring — X days before a membership expires
   • No Attendance — Member hasn't attended for X days
   • Payment Failed — A recurring payment fails
5. Add Action Nodes to define what happens:
   • Send Email — Send a templated email to the member
   • Send SMS — Send an SMS message (requires Twilio integration)
   • Send WhatsApp — Send a WhatsApp message. Choose to send via Twilio or via WhatsApp Business Cloud API on a per-action basis. Configure your preferred provider in Settings → Messaging.
   • Send Push Notification — Send an app notification
   • Assign Task — Create a task for your team
   • Wait / Delay — Pause the flow for X hours/days
   • Condition (If/Else) — Branch based on member attributes or actions
   • Exit — End the flow
6. Connect nodes visually using the flow builder canvas (drag-and-drop with connection lines).
7. Set the flow status to Active to start processing members.

Exit Conditions

Configure when members should be removed from a running flow. For example: "Exit if the member cancels their membership" or "Exit if the member's EIS score rises above 50."

Throttle Configuration

Prevent members from being enrolled in the same flow too frequently. Set a minimum time between runs per member.

Monitoring

From the Automations dashboard, view:

• Active flow runs — which members are currently in each flow
• Completed sequences — how many members have finished each flow
• Failed steps — any errors that occurred (e.g. email delivery failures)
• Flow run history — detailed step-by-step execution logs per member

Important Notes

• Each member can only be in one active run of each flow at a time.
• Flow changes only affect new runs — members already in a flow continue on the original path.
• Automations are Manager+ only — staff cannot view or configure them.