Advanced Automations | FitConnect Help Center

Overview

Automations let you create "if this, then that" workflows that run automatically. From sending birthday messages to flagging at-risk members, automations handle repetitive tasks so you can focus on what matters most.

Trigger-Based

Run automations when specific events occur

Scheduled

Run automations at specific times or intervals

Conditional Logic

Branch workflows based on conditions

Automation Types

Member Lifecycle

Engage members throughout their journey:

Welcome sequence: Onboarding emails over first week
Milestone celebrations: 1 month, 6 months, 1 year anniversaries
Birthday wishes: Automated birthday messages with offers
Renewal reminders: Alerts before membership expires
Re-engagement: Win-back campaigns for lapsed members

Attendance & Engagement

Monitor and respond to member activity:

No-show follow-up: Check in after missed classes
Inactivity alerts: Flag members who haven't visited
Engagement scoring: Calculate and update engagement levels
Class feedback: Request reviews after classes
Achievement notifications: Celebrate fitness milestones

Communication

Automate routine communications:

Booking confirmations: Auto-send after bookings
Class reminders: Remind members of upcoming classes
Payment receipts: Send after successful payments
Payment failures: Alert members of failed payments
Waitlist notifications: Notify when spots open

Operations

Streamline backend operations:

Staff notifications: Alert staff of important events
Lead assignment: Auto-assign leads to sales team
Report generation: Scheduled daily/weekly reports
Data cleanup: Archive old records automatically
Inventory alerts: Notify when stock is low

Creating an Automation

Access Automation Builder

Navigate to Settings → Automations and click Create Automation.

Choose a Trigger

Select what starts the automation:

Event-based: Member signs up, books class, checks in, etc.
Time-based: Specific time, recurring schedule
Condition-based: When data matches criteria (e.g., membership expires in 7 days)

Add Conditions (Optional)

Filter which records trigger the automation:

Membership type equals "Premium"
Member age is greater than 18
Last visit was more than 14 days ago
Has email marketing consent

Define Actions

Choose what happens when triggered:

Send email: Use templates or custom content
Send SMS: Text messages to members
Push notification: In-app notifications
Update record: Change member data
Add task: Create follow-up tasks for staff
Add tag: Tag members for segmentation
Webhook: Send data to external systems

Add Delays (Optional)

Wait between actions:

Wait 1 hour after signup before sending welcome email
Wait until next morning (9am) to send reminder
Wait 7 days then check if still inactive

Test & Activate

Use Test Mode to simulate with sample data
Preview emails and messages before activating
Toggle automation to Active when ready

Multi-Step Sequences

Create sequences of actions that happen over time.

Example: New Member Welcome Sequence

Immediately

Send welcome email with getting started guide

After 24 hours

Send email introducing the member app

After 3 days

Check if they've visited → If no, send "We miss you" email

After 7 days

Send class recommendation email based on interests

After 14 days

Request feedback survey about first two weeks

Conditional Branching

Create different paths based on conditions.

If/Then Conditions

IF membership type = "VIP"

→ Send premium welcome package

ELSE IF membership type = "Standard"

→ Send standard welcome email

ELSE

→ Send basic welcome message

Split Paths

Check: Has member visited in last 7 days?

YES →

Tag as "Active", continue engagement

NO →

Tag as "At Risk", trigger re-engagement sequence

Available Triggers

Member Events

Trigger
Member signs up
Trigger
Member checks in
Trigger
Member books class
Trigger
Member cancels class
Trigger
Member no-shows
Trigger
Membership expires
Trigger
Member's birthday

Payment Events

Trigger
Payment successful
Trigger
Payment failed
Trigger
Subscription renewed
Trigger
Subscription cancelled
Trigger
Refund processed

Time-Based

Trigger
Daily at specific time
Trigger
Weekly on specific day
Trigger
X days before/after date

Monitoring & Logs

Execution Dashboard

Monitor all automations in real-time:

Total runs today/this week/this month
Success vs failure rates
Currently running automations
Queue of pending actions

Execution History

View detailed logs for each run:

Which member triggered it
What actions were taken
Timestamps for each step
Any errors that occurred
Outputs and results

Set up Slack or email notifications for failed automations so you can quickly address issues.

Best Practices

Do

✓ Start simple and add complexity gradually
✓ Test automations thoroughly before activating
✓ Use meaningful names for easy identification
✓ Add delays to avoid overwhelming members
✓ Respect communication preferences
✓ Monitor execution logs regularly
✓ Document what each automation does

Don't

✗ Create overlapping automations
✗ Send too many messages at once
✗ Forget to handle edge cases
✗ Leave broken automations running
✗ Ignore unsubscribe preferences
✗ Create infinite loops
✗ Overcomplicate simple tasks

Always check member consent before sending marketing communications. GDPR and privacy laws apply to automated messages too!

Frequently Asked Questions

Can automations run while I'm asleep?

Yes! Automations run 24/7 in the cloud. You can set "quiet hours" to prevent messages from being sent at inconvenient times.

What happens if an automation fails?

Failed automations are logged and can be set to retry automatically. You'll receive a notification (if configured) so you can investigate and fix the issue.

Can I stop an automation mid-sequence?

Yes, you can cancel pending actions for specific members or pause the entire automation. Members can also unsubscribe from sequences.

How many automations can I have?

There's no limit to the number of automations. However, we recommend keeping them organised and avoiding duplicates for better management.