What Are Automations?

Let CoachIQ handle repetitive tasks automatically so you can focus on coaching

Where to find this: Tools → Automations

You’re busy coaching—not sitting at a computer sending emails. But the follow-ups pile up: welcome messages for new members, reminders about expiring credits, check-ins with people who haven’t trained in a while. Things slip through the cracks.

Automations handle these tasks for you, automatically, in the background.

How Automations Work

Every automation follows a simple formula:

When THIS happens → Do THAT

A member signs up, so CoachIQ sends them a welcome email. A booking gets cancelled, so CoachIQ follows up. You set it up once, and it runs every time the event happens, for as long as it’s enabled.

Each automation has three core parts, plus an optional fourth:

Part	What It Does	Example
Trigger	The event that starts it	Someone purchases a membership
Conditions	Optional filters to target the right people	Only if it’s their first purchase
Actions	What happens automatically	Send a welcome email + add a “New Member” tag
Data Sources	Optional extra information fetched before the conditions run	Their current credit balance, so the message can say “you have 3 credits left”

What This Looks Like in Practice

Here are automations CoachIQ coaches use every day:

When this happens…	CoachIQ automatically…
Someone buys a membership	Sends a welcome email with booking instructions
A member hasn’t trained in 2 weeks	Sends a “we miss you” message
Credits are expiring in 7 days	Sends a reminder to book sessions
Someone submits a trial request form	Sends them a link to book their free session
A new member’s first session ends	Sends a follow-up asking how it went

What Can Start an Automation?

Automations can trigger when:

• A new user is added to your account
• Someone makes a purchase or starts a subscription
• Someone books a session, a booking starts, a booking ends, or a booking is cancelled
• A form gets submitted
• A tag is added to or removed from someone
• A subscription is cancelled
• On a schedule—daily, weekly, monthly, or once on a specific date
• An outside tool sends data to the automation’s webhook URL

What Can Automations Do?

Once triggered, automations can:

• Send emails, SMS messages, in-app messages, or announcements
• Add or remove tags from members
• Update a custom profile field
• Add or redeem credits
• Add or remove a product purchase
• Grant or revoke program access
• Book or remove someone from a session
• Wait for a set time before continuing
• Send data to external tools via webhooks

Best uses for automations:

• Messages you send over and over (welcome emails, booking confirmations)
• Follow-ups you forget to send (trial conversions, re-engaging inactive members)
• Time-sensitive alerts (credit expirations, camp prep reminders)

Automations do real things to real people: a message action sends the message, a booking action books the seat, a credit action changes the balance. Build with Enabled off, check the result with Test Run and Execution Logs, and only then switch it on. See Build Your First Automation for the checklist.

Disabling, archiving, or deleting automations

You have three ways to take an automation out of service, from gentlest to most permanent:

Option	Where	What happens
Disable	Open the automation → Settings → switch Enabled off	It keeps every trigger, condition, and message and simply never runs. Turn it back on any time.
Archive	The archive icon on its row in the Automations list	It leaves your working list and moves to the Archived tab, so the list stays short.
Delete	Open the automation → Settings, after disabling it	Permanent. The automation and its execution history are gone.

Not sure? Disable it. You lose nothing, and you can archive or delete it later if it stays unused.

What’s Next?

Ready to build your first automation? It takes about 5 minutes.

Start from a template

Pick a ready-made automation for conversion, retention, or operations and make it yours.

Build Your First Automation

Step-by-step guide to creating a welcome email that sends automatically when someone purchases a membership.

Related articles

Builder Reference

What each section of the automation builder does

Triggers & Actions Reference

Every trigger, condition, data source, action, and dynamic field

Forms Overview

Create forms that can trigger automations when submitted

Scheduling Overview

Manage sessions and bookings that trigger automations

Product Overview

Set up products whose purchases can kick off automated workflows

Inbox Overview

Where automated messages land for your members