How do I set up an automation?

Path: Automations › New automation, or tap a ready-made card.

Every automation is a trigger, then optional conditions, then one or more actions. The summary at the top of the editor writes it out as a sentence and updates as you build.

Under your own automations sits a library of ready-made cards, Start from a template, which prefills the editor for a common case. It fills the trigger and the number of days it works on, never the message: you still pick the template.

A member joins. Membership expires soon. Membership expired. Membership renewed. Payment received. Payment failed or overdue. First check-in. Session completed. No check-in for X days. Member birthday. New lead.

Session completed fires when an attendance is recorded. It can be narrowed to one class or service by name, and it is the only trigger that carries a send delay in minutes, so a thank-you message can land an hour after the session rather than while the member is still putting their shoes on.

Seven fire the moment the event happens: a member is added, a membership is renewed, a payment is saved as paid or overdue, a first attended check-in is recorded, a session is completed, and a lead comes in from your form.

Four are date based and are checked once a day by a scheduled job: membership expires soon, membership expired, member birthday, no check-in for X days. They match an exact day. Expires soon fires when the end date is exactly X days away, expired fires the day after the end date, and no check-in fires exactly N days after the last attended visit.

Each date-based run is recorded so the same member is not messaged twice on the same day.

Four separate calls to the server, on four different rhythms, all protected by the same secret. The main one carries the date-based triggers, the class reminder, the expiry reminders and the no-show sweep. A second one runs about every quarter of an hour and carries the delayed sends and anything held back by your quiet hours. A third one carries the workflows. A fourth one carries the automatic backup.

Without those calls, or without the secret, nothing runs and nothing is marked. It fails silently: no error appears on any screen. A delayed send that never leaves is almost always the quarter-hourly one missing.

A condition tests one field of the member: plan, membership, discipline, status or tag, with is or is not. Add several and all of them must be true.

Membership is special: it checks whether the member currently holds an active, non-expired membership of that type, not what is written on their profile.

No check-in for X days only looks at active members who have at least one attended visit. Someone who signed up and never came is never picked up by that rule.

Inside the Send message action you tick channels. Email is always available. LINE, WhatsApp and SMS appear greyed with the word connect until your gym has connected that account in Settings › Integrations.

At send time each channel is checked again for that specific member. Email is skipped if the member has no address. LINE is skipped if the member never linked their LINE. WhatsApp needs a phone number and a Meta template on the template. SMS needs a phone number.

Create task writes a note on the member's timeline, prefixed with Task. It is a note for your team, not an entry in a separate task list.

Notify staff emails one coach if you pick one, otherwise the gym account address. It can also add a line to the reception note on the dashboard, and it writes a Staff note on the member's own file, which is where those notes you did not type come from.

Add tag and remove tag write on the member profile. Assign coach does NOT: it only writes a line in the member's timeline saying who they were assigned to, and no coach field changes anywhere. You can stack several actions on one automation; they run in order and the activity log keeps one line per action.

Each card shows its trigger, a summary of its actions, and when it last ran. The switch pauses and restarts it.

The Activity button lists each run: the automation, the member, and what was actually done, for example sent Renewal reminder to email, skipped LINE not connected. A green tick means at least one action succeeded.

Automations are part of the Pro plan. If your plan no longer covers them, nothing runs at all, even for automations still switched on.