Automation Playbook

11 ready-to-use automations for leads, onboarding, retention, credits, and events

Where to find this: Tools → Automations

These are the automations CoachIQ coaches use most. Find your goal, copy the setup, customize the message—you’ll be up and running in minutes.

Several of these use Scheduled Automations, which run on a schedule (daily, weekly, monthly, or once on a specific date) instead of reacting to an event. If you’re new to those, check out Scheduled Automations for a deeper explanation. Every trigger, condition, and action named below is listed in the Triggers & Actions Reference.

Before you enable any recipe: build it with Enabled off, point it at a test account or a “Test” tag you’ve only given yourself, click Test Run, check Execution Logs, and then switch it on. Message and SMS actions really send, even from a Test Run. Each recipe below also lists its manual prerequisites—the tags, products, forms, or sessions you need to have created first.

Dynamic fields: the templates use tokens like {{field.user.firstName}}. Type @ in a message field to insert one from a list, or copy them exactly as shown, braces included.

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Converting Leads & Trials

Turn website visitors into trial bookers, and trial bookers into paying members.

Website Lead → Trial Booking

What it does: When someone fills out your trial request form, automatically send them an email with a link to book their free session.

Trigger	Condition	Action
Form Submitted	Is a specific form	Send an Email

Manual prerequisites: a published trial request or contact form, and the booking link for your trial session.

Setup:

1. Trigger: Form Submitted
2. Condition: Is a specific form → Select your trial request or contact form
3. Action: Send an Email
   • Target User: User from trigger
   • Subject: Your trial session at [Your Business Name]

Message template:

Thanks for your interest, {{field.user.firstName}}! Click below to book your FREE trial session:

[paste your trial session's booking link]

See you soon,
[Your Name]

Pro tip: Add a second action, Add a Tag to a User → “Trial Lead”, so you can follow up if they don’t book. Send an Email has no attachment picker; if you’d rather attach the session than paste a link, use Send an In-App Message with Attach Session instead.

Welcome First-Time Trial Bookers

What it does: When someone books their very first session (a trial), send them a personal welcome message to get them excited.

Trigger	Conditions	Action
Booking Created	User’s first booking ever = Yes	Send an In-App Message
	Is for a specific session = Trial Session

Manual prerequisites: your trial session/scheduler.

Setup:

1. Trigger: Booking Created
2. Conditions (one And group):
   • User’s first booking ever → Yes
   • Is for a specific session → Select your trial session
3. Action: Send an In-App Message
   • Target User: User from trigger

Message template:

Welcome, {{field.user.firstName}}! Excited for your trial session at {{field.booking.session.title}}. See you soon! 🎉

Pro tip: Keep this message short and warm. Save the detailed instructions for after they attend.

Convert Trial Users Who Haven't Joined

What it does: Every week, check for people who attended a trial but haven’t booked again in 7+ days—then send them a nudge to come back.

Trigger	Conditions	Action
Scheduled Check	Has tag “Trial Attendee”	Send an In-App Message
Weekly, Monday 9:00 AM	Days since last booking > 7

Manual prerequisites: a “Trial Attendee” tag, and a way to apply it (see the tip below). Your main session, to attach.

Setup:

1. Trigger: Scheduled Check
   • Schedule: Weekly, Monday, 9:00 AM, in your timezone
2. Conditions (one And group):
   • Has a specific tag → “Trial Attendee”
   • Days since last booking is → Greater than 7
3. Action: Send an In-App Message
   • Target User: User from trigger
   • Attach Session: Select your main session

Message template:

Miss training with us, {{field.user.firstName}}? Come back this week—here's your schedule:

[Session link will be automatically included]

Pro tip: Automate the tag too. A second automation with the Booking Ended trigger, condition Is for a specific session → your trial session, and action Add a Tag to a User → “Trial Attendee” tags everyone the moment their trial finishes.

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Welcoming New Members

Make every new member feel like they made the right decision.

New Member Welcome

What it does: When someone purchases a subscription, automatically send a welcome email with booking instructions and tag them as an active member.

Trigger	Condition	Actions
Purchase Made	Is a subscription = Yes	1. Send an Email
		2. Add tag “Active Member”

Manual prerequisites: an “Active Member” tag (or create it from the action), and the booking link for your intro or main session.

Setup:

1. Trigger: Purchase Made
2. Condition: Is a subscription → Yes
3. Action 1: Send an Email
   • Target User: User from trigger
   • Subject: Welcome to the team, {{field.user.firstName}}!
4. Action 2: Add a Tag to a User
   • Target User: User from trigger
   • Tag: “Active Member”

Message template:

You're officially part of the [Your Business Name] family! Here's how to book your first session:

[paste your session's booking link]

Welcome aboard,
[Your Name]

Pro tip: This is the automation from Build Your First Automation. If you already set that up, you’re covered!

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Keeping Members Active

Catch disengaged members before they cancel and keep your credit users booking sessions.

Weekly Inactive Member Check

What it does: Every week, find members who haven’t trained in 14+ days and send them a friendly nudge to book a session.

Trigger	Conditions	Action
Scheduled Check	Days since last booking > 14	Send an In-App Message
Weekly, Sunday 6:00 PM	Has active subscription = Yes

Manual prerequisites: your primary session, to attach. Fully automatic once enabled.

Setup:

1. Trigger: Scheduled Check
   • Schedule: Weekly, Sunday, 6:00 PM, in your timezone
2. Conditions (one And group):
   • Days since last booking is → Greater than 14
   • Has active subscription → Yes
3. Action: Send an In-App Message
   • Target User: User from trigger
   • Attach Session: Select your primary session

Message template:

We miss you! It's been {{field.user.booking.days_since_last}} days since your last session. Come back this week?

[Session link will be automatically included]

Pro tip: Sunday evening is a great time for this—people are planning their week ahead.

Weekly Credit Expiration Reminder

What it does: Every week, find members whose credits expire in less than 7 days and remind them to book before they lose them.

Trigger	Condition	Action
Scheduled Check	Days until credits expire < 7	Send an In-App Message
Weekly, Monday 9:00 AM

Manual prerequisites: any session, to attach. Fully automatic once enabled.

Setup:

1. Trigger: Scheduled Check
   • Schedule: Weekly, Monday, 9:00 AM, in your timezone
2. Condition: Days until credits expire is → Less than 7
3. Action: Send an In-App Message
   • Target User: User from trigger
   • Attach Session: Select any session

Message template:

You have {{field.user.credits.count}} credits expiring in {{field.user.credits.expire_days}} days! Book your sessions now:

[Session link will be automatically included]

Pro tip: The dynamic fields {{field.user.credits.count}} and {{field.user.credits.expire_days}} make this message urgent and personal without any manual work.

3-Month Member Milestone

What it does: On the 1st of each month, find members who have been subscribed for at least 90 days and haven’t been congratulated yet, send them a celebration message, and tag them so they never get it twice.

Trigger	Conditions	Actions
Scheduled Check	Has active subscription = Yes	1. Send an In-App Message
Monthly, 1st, 10:00 AM	Subscription active for X days ≥ 90	2. Add tag “3-Month Celebrated”
	Doesn’t have tag “3-Month Celebrated”

Manual prerequisites: a “3-Month Celebrated” tag (or create it from the action). Nothing to pre-seed—the automation finds milestone members on its own.

Setup:

1. Trigger: Scheduled Check
   • Schedule: Monthly, day 1, 10:00 AM, in your timezone
2. Conditions (one And group):
   • Has active subscription → Yes
   • Subscription active for X days → 90
   • Doesn’t have a specific tag → “3-Month Celebrated”
3. Action 1: Send an In-App Message
   • Target User: User from trigger
4. Action 2: Add a Tag to a User
   • Target User: User from trigger
   • Tag: “3-Month Celebrated”

Message template:

{{field.user.firstName}}, you've been training with us for 3 months! 🎉 How's your experience going? Hit reply and let me know!

Why the tag: the tag is what makes this one-and-done. Anyone who already has it is filtered out on the next run, so the message goes out once per member regardless of the trigger’s send mode. Because it runs monthly, members are congratulated on the first run after they pass 90 days—up to a few weeks after the exact anniversary.

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Camps & Events

Streamline registration confirmations and pre-event communication.

Camp Registration Confirmation

What it does: When someone purchases a camp, automatically send a confirmation email and tag them for future camp communications.

Trigger	Condition	Actions
Purchase Made	Is a specific product = [Camp]	1. Send an Email
		2. Add tag “Camp Attendee”

Manual prerequisites: the camp product, and a “Camp Attendee” tag (or create it from the action).

Setup:

1. Trigger: Purchase Made
2. Condition: Is a specific product → Select your camp product
3. Action 1: Send an Email
   • Target User: User from trigger
   • Subject: You're registered for camp!
4. Action 2: Add a Tag to a User
   • Target User: User from trigger
   • Tag: “Camp Attendee”

Message template:

Can't wait to see {{field.user.firstName}} at camp! Check-in is at 9 AM on Day 1.

Questions? Just reply to this email.

See you there!
[Your Name]

Pro tip: Create a separate tag for each camp (e.g., “Summer Camp 2026”) so you can send targeted updates.

Camp Week Prep Reminder

What it does: One week before camp starts, send registered families a prep email with packing list and schedule.

Trigger	Condition	Action
Scheduled Check	Has tag “Camp Attendee”	Send an Email
Specific Date, 7 days before camp, 10:00 AM

Manual prerequisites: the “Camp Attendee” tag applied to every camper (the Camp Registration Confirmation recipe above does this for you), and the link to your camp info form.

Setup:

1. Trigger: Scheduled Check
   • Schedule: Specific Date → the date 7 days before camp, 10:00 AM, in your timezone
2. Condition: Has a specific tag → “Camp Attendee”
3. Action: Send an Email
   • Target User: User from trigger
   • Subject: Camp starts in 7 days! Here's what to bring 🎒

Message template:

Getting ready for camp! Here's your packing list and schedule:

[paste the link to your camp info form]

See you soon!
[Your Name]

How to use this: a Specific Date schedule runs once and then stops, so there’s no tag to remove afterward. Running several camps? Use one tag per camp (e.g., “Summer Camp 2026”) and one prep automation per camp date. To attach the form rather than paste a link, use Send an In-App Message with Attach Form.

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Weekly Operations

Automate your recurring announcements and stay on top of your schedule.

Weekly Schedule Release

What it does: Every Monday morning, announce that the weekly schedule is live and prompt members to book their sessions.

Trigger	Condition	Action
Scheduled Check	Has active subscription = Yes	Send an Announcement
Weekly, Monday 8:00 AM

Manual prerequisites: your primary training session, to attach. Because this should go out every week, set the trigger’s send mode to send on every run (see How Scheduled Automations Run).

Setup:

1. Trigger: Scheduled Check
   • Schedule: Weekly, Monday, 8:00 AM, in your timezone
2. Condition: Has active subscription → Yes
3. Action: Send an Announcement
   • Target User: User from trigger
   • Title: This Week's Schedule is LIVE! 🗓️
   • Attach Session: Select your primary training session

Message template:

Hey team! This week's sessions are ready to book. Grab your spots now!

[Session link will be automatically included]

Pro tip: Targeting User from trigger sends the announcement to each subscriber the schedule found. If you’d rather post one announcement to a tag such as “Active Members”, set Target User to specific tags instead—and then you don’t need the subscription condition at all.

Daily Trial Alert for Coaches

What it does: Every morning, get a notification about any trial sessions happening today so you’re prepared to convert.

Trigger	Conditions	Action
Scheduled Check	Has upcoming booking = Has booking today	Send an In-App Message
Daily, 7:00 AM	Has tag “Trial User”

Manual prerequisites: a “Trial User” tag applied to trial athletes, and your own coach profile as the recipient. Set the trigger’s send mode to send on every run, or you’ll only hear about each athlete’s first trial day.

Setup:

1. Trigger: Scheduled Check
   • Schedule: Daily, 7:00 AM, in your timezone
2. Conditions (one And group):
   • Has upcoming booking → Has booking today
   • Has a specific tag → “Trial User”
3. Action: Send an In-App Message
   • Target User: Change → select yourself (the coach)

Message template:

📋 Trial today: {{field.user.firstName}} {{field.user.lastName}} has a trial session.

This one’s different: Most automations message your members. This one messages YOU—it’s a daily briefing so you never forget about a trial. You’ll get one message per matching athlete. Use Test Run with a tagged test athlete first to confirm the athlete’s name fills in when the message is sent to you rather than to them.

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What’s Next?

Scheduled Automations

Learn how scheduled automations work—the trigger behind credit reminders, inactive member checks, and weekly operations.

Triggers & Actions Reference

See every trigger, condition, data source, action, and dynamic field available in CoachIQ automations.

Related articles

Builder Reference

What each section of the builder does, including Test Run and Execution Logs

Forms Overview

Create the forms that trigger lead-capture automations

Product Overview

Set up memberships, credit packs, and camps that trigger purchase automations

Scheduling Overview

Manage sessions referenced in booking automations

Announcements

Learn about the announcement action used in weekly operations automations

Tags and Filters

Organize members with tags used throughout these playbook automations

Responses and Automations

See how form responses connect to automation triggers