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Most automations react to something happening—a purchase, a booking, a form submission. Scheduled automations are different. They run on a schedule and proactively find people who match your criteria. Think of it this way:
  • Event-based: The doorbell rings, you answer it
  • Scheduled: You check the mailbox every morning
This is how you build credit expiration reminders, inactive member outreach, weekly announcements, and milestone celebrations.

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When to Use Scheduled Automations

Rule of thumb: If you’re checking status rather than reacting to an event, use a scheduled automation.

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Setting Your Schedule

Choose the Scheduled Check trigger. You have four timing options: Time is entered as a time of day. Every scheduled trigger also has its own timezone setting, so “Monday at 9:00 AM” means 9:00 AM in the timezone you pick on the trigger—not necessarily your account’s timezone. Check it when you set up automations for a location in another time zone.
A Specific Date automation runs once. After that date passes it stays in your list but never fires again, so disable it or reuse it with a new date.

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Conditions: Targeting the Right People

Scheduled automations require at least one condition. This prevents the automation from running for every single user in your system.
Required: You must set at least one condition on scheduled automations. The builder won’t let you save a Scheduled Check without one.

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Available Conditions

You can also filter on the standard user fields (email, phone, first name, last name), and on anything a data source fetches.

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Combining Conditions

Rules live inside And/Or groups. In an And group every rule must be true; in an Or group any one rule is enough. Click Add And/Or to nest a group inside another, which lets you mix the two. Example: Find members who are at risk of churning (one And group)
  • Has active subscription = Yes
  • Days since last booking > 14
  • Doesn’t have tag “On Vacation”
Example: Nudge anyone on a paid plan who has gone quiet (nested groups)
  • And
    • Days since last booking > 14
    • Or
      • Has active subscription = Yes
      • Has available credits = Yes

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How Scheduled Automations Run

Here’s what happens when your scheduled automation fires:
  1. CoachIQ finds all users matching your conditions (up to 1,000 per run)
  2. Executes your actions once for each user found
  3. Logs the results in Execution Logs so you can see who was contacted
Once or every time? Each scheduled trigger has a send mode. The default sends to a matching person only the first time that condition state is seen—so someone who still has 3 credits expiring next week doesn’t get the same reminder two runs in a row. If their situation changes (they book, use credits, then match again) they can be messaged again. Switch the mode to send on every run when you want a repeat every time someone matches, such as a weekly “schedule is live” announcement. Test Run ignores this setting and always sends.
Example in action: Every Monday at 9am, find everyone whose credits expire in less than 7 days → Send each of them a personalized reminder with their credit count and expiration date.

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Dynamic Fields for Scheduled Automations

Scheduled automations can personalize messages with each person’s credit and booking status. In the message field, type @ to insert a CoachIQ field or # to insert a field option from a data source; the builder inserts the token in the exact {{field...}} syntax shown below.

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Credit Fields

Example message:

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Booking Fields

Example message:
Standard fields like {{field.user.firstName}}, {{field.user.lastName}}, and {{field.user.email}} work in all automations, not just scheduled ones. For the date of someone’s next or last booking, or an exact credit balance in a specific bank, add a User bookings or User credits data source and insert its output with #.

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Testing Safely

Scheduled automations reach everyone who matches, so test before you enable:
  1. Leave Enabled off in Settings while you build.
  2. Add a condition like Has a specific tag → “Test” and tag only yourself (or a test account).
  3. Click Test Run and read the filled-in message. Test Run sends real messages to whoever matches, so keep that test tag in place.
  4. Check Execution Logs to confirm who matched and what each action returned.
  5. Remove the test condition, then switch Enabled on.

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Common Scheduled Automations

These are the most popular scheduled automations coaches use. Full setup instructions are in the Automation Playbook.

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Tips for Scheduled Automations

Pick smart timing. Send messages when people are likely to see them—not at 3am. Sunday evening works great for “plan your week” messages. Monday morning works for schedule announcements.
Use tags to control frequency. For milestone messages, add a tag like “3-Month Celebrated” as the last action and exclude anyone who has it. Then the message can never go out twice, whichever send mode you pick.
Start weekly, go daily only if needed. Weekly checks work for most use cases. Daily checks are best for time-sensitive things like credit expirations or trial session alerts.

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What’s Next?

Automation Playbook

Ready-to-copy scheduled automations for credits, retention, announcements, and more.

Triggers & Actions Reference

Complete list of all triggers, conditions, data sources, actions, and dynamic fields.

Builder Reference

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

Inbox Overview

Where automated in-app messages and emails are delivered to members

Announcements

Send broadcast messages to groups of members via scheduled automations

Tags and Filters

Use tags to control which members scheduled automations target

People Overview

Manage the member profiles that scheduled automations check against