Automations

Automations send emails on your behalf when something happens — like following up on enquiries, welcoming new members, or reminding someone about an upcoming trial. Set them up once and they run in the background, so no one falls through the cracks.

Create an automation

Go to Messaging → Automations and click New automation. Give it a name and choose a trigger, then click Create — this opens the automation so you can add steps.

Triggers

The trigger determines when the automation starts. Available triggers:

• Enquiry submitted — fires when a new lead submits an enquiry form
• Trial booking created — fires when someone submits a trial booking (once per booking, even if it includes more than one person)
• Trial scheduled — fires once for each person in a trial booking, with that person’s specific trial
• Trial attended / Trial missed — fires shortly after the trial class ends, depending on whether the trial was marked attended or missed
• Student membership started — fires when a student starts a new membership

Editing the diagram

Each automation is shown as a diagram: the trigger at the top, followed by its steps in order, ending with an End card (and, for triggers like Trial scheduled that support it, an anchor card showing what any “wait until” steps count down to).

Click the pencil icon on the trigger or any step to edit it in place, then Save or Cancel. Only one card can be edited at a time. Use the + button on a connector between cards to insert a new step at that position.

Step types

• Send email — sends an email using a template you choose. Create a new template inline with the + button, or edit an existing one with the pen icon.
• Wait for… — waits a fixed duration (minutes, hours, days, or weeks) before continuing to the next step.
• Wait until… — only available for triggers with an anchor (currently Trial scheduled). Waits until a set amount of time before the anchor — for example, “1 day before the scheduled trial” — rather than counting forward from the previous step.

Steps run in sequence — each one starts only once the step before it has completed.

Pause and resume

Use the toggle on an automation‘s card (in the list, or at the top of its own page) to switch between Active and Paused. Paused automations won’t start for new triggers, but any enrollments already in progress will still complete.

Rename or delete

Open the automation and use the menu in the top right to rename or delete it.

Email templates

Templates are reusable email content shared across automations. Manage them directly from a send-email step by clicking + to create one or the pen icon to edit one.

Each template has:

• Name — internal label to identify the template
• Subject — the email subject line
• Body — the email content

A live preview is shown as you type.