Automated Communication Workflows

Automated workflows let GymPoint send the right message at the right time without manual effort. From welcoming new members to recovering failed payments, workflows keep your communication consistent and timely.

Accessing Workflows

Navigate to Marketing > Automations from the left sidebar. You'll see a list of all active and inactive workflows, along with performance metrics for each.

Onboarding Sequences

An onboarding sequence welcomes new members and helps them get started at your gym.

To create an onboarding workflow:

1. Click New Workflow and select Onboarding as the type.
2. Set the trigger: Member created or Membership activated.
3. Add steps to the sequence. A typical onboarding series might include:
   • Immediately: Welcome email with gym info, hours, and first-visit tips
   • Day 2: SMS reminder to schedule their first class or session
   • Day 7: Email check-in asking how their first week went
   • Day 14: Email highlighting additional amenities or upgrade options
4. For each step, choose the channel (email or SMS) and select or create a template.
5. Set the delay between steps (hours or days after the previous step or the trigger event).
6. Click Activate to turn the workflow on.

New members who meet the trigger condition will automatically enter the sequence.

Payment Reminder Sequences

Payment reminders reduce failed charges by notifying members before their billing date.

To set up payment reminders:

1. Create a new workflow with the trigger Upcoming payment (e.g., 3 days before billing date).
2. Add a step with an email or SMS reminding the member of the charge amount and date.
3. Optionally add a second reminder 1 day before billing.
4. Use variables like {{membership.next_billing_date}} and {{membership.amount}} for personalization.

For failed payments, GymPoint's Smart Dunning AI can also send automated recovery messages. See Billing Health & Collections Reports for more on dunning.

Follow-Up Automations

Follow-up workflows re-engage members who may be drifting away.

Common follow-up triggers:

• No check-in for 7 days — send a friendly nudge encouraging them to visit
• No check-in for 14 days — offer a personal training session or class suggestion
• No check-in for 30 days — escalate with a phone call task for staff

To create a follow-up workflow:

1. Click New Workflow and select Follow-Up.
2. Set the trigger to No check-in for [X] days.
3. Add your message steps with appropriate delays.
4. Optionally create a staff notification step so a team member is alerted to call the member.

Birthday and Anniversary Messages

Celebrate your members with automated birthday and membership anniversary messages.

1. Create a new workflow with the trigger Member birthday or Membership anniversary.
2. Add a single email or SMS step.
3. Use a warm, personal template — consider including a special offer or discount code.
4. The workflow fires once per year for each member who matches the trigger.

Birthday messages are a small gesture that can meaningfully improve member loyalty and satisfaction.

Trigger Conditions

Every workflow starts with a trigger — the event that kicks off the sequence. Available triggers include:

Trigger	Description
Member created	A new member record is added
Membership activated	A membership plan becomes active
Payment successful	A charge processes successfully
Payment failed	A charge is declined
Upcoming payment	A set number of days before the next billing date
No check-in for X days	Member hasn't visited in a specified period
Member birthday	The member's birthday (based on date of birth field)
Membership anniversary	Anniversary of the member's join date
Membership canceled	A membership is canceled
Lead created	A new lead enters the pipeline

You can add additional conditions to narrow the audience, such as targeting only members on a specific plan or with a certain tag.

Managing Workflows

• Pause a workflow to temporarily stop new members from entering it without deleting existing progress.
• Deactivate to fully stop the workflow. Members currently in the sequence will not receive further messages.
• View performance to see open rates, click rates, and delivery success for each step.
• Edit active workflows to adjust timing or templates — changes apply to new entries only.