Playbook: Managing Automation Templates

Playbook: Managing Automation Templates

This covers the end-to-end workflow for creating, updating, and distributing automation templates and email templates to gyms.

Creating a New Automation Template

1. Navigate to Content → Gym → Automation Templates
2. Click + Create Template
3. Configure:
   • Name and description
   • Category (Onboarding, Growth, Retention, Revenue Protection, Lifecycle, Operational)
   • Trigger type and config (e.g. member_signup, inactivity_days: 7)
   • Nodes — Build the trigger → action → exit flow
   • Exit conditions — When should a member be removed from this flow?
4. Save the template

Creating the Associated Email Template

1. Navigate to Content → Gym → Email Templates
2. Click + Create Template
3. Name it to exactly match the name referenced in the automation action node's config
4. Build the email content using the block editor with merge fields
5. Save

Distributing to Gyms (Push All)

1. After creating or updating templates, use the Push All action
2. This upserts all master templates into every gym's local repository
3. Existing gym customisations are preserved — only the snapshot is updated
4. New gyms activated after a Push All will receive the latest versions via the Starter Pack trigger

Updating an Existing Template

1. Edit the master template (automation flow or email template)
2. Save changes
3. Run Push All to distribute the update
4. Gyms that have customised their local version will not see the update until they use Revert to Default

Seed File Maintenance

After creating or updating templates, regenerate the SQL seed files:

• seed_automation_templates.sql — Automation flow templates, nodes, edges
• seed_gym_email_templates.sql — Email template content

These ensure consistent state across development and production environments.