Automations are workflows that automatically perform actions when specific events happen with your Trainerize clients. They work like "if this happens → then do that" rules that run 24/7 in the background, saving hours of manual work every week.
Access Automations: Automations
How Automations Work
Each automation has two components:
Trigger – The event that starts the automation
Actions – What happens automatically when the event occurs
You can add multiple actions to a single automation, and they run in order.
Available Triggers
1. New Trainerize Client Added
Triggers the moment a new client is added inside Trainerize.
Use for:
Welcome messages
Onboarding sequences
Assigning first programs
Scheduling initial check-ins
Filters:
By tags (must have / must not have)
By assigned coach
2. Client Reactivated
Triggers when a previously deactivated client is reactivated in Trainerize.
Use for:
Welcome-back messages
Re-assigning programs and check-ins
Moving them back into the active pipeline
3. Client Deactivated
Triggers when a client is deactivated in Trainerize.
Use for:
Offboarding workflows
Sending exit surveys or feedback forms
Removing check-in templates
Notifying your team via webhook
Moving to an "Offboarded" stage
4. Client Enters Smart View
Triggers when a client meets the conditions of a Smart View.
Use for:
Inactive clients
Low compliance
Milestones (e.g., "10 lbs lost")
Renewal reminders ("expiring soon")
Settings:
Trigger once per client or every time they enter the view
Include existing clients — toggle this ON to also trigger for clients who already match the Smart View criteria when the automation is first activated. When OFF (default), only clients who newly enter the Smart View will trigger it.
Smart Views are checked automatically every few minutes.
5. Client Enters Stage
Triggers when a client is moved into a specific Stage in your client journey.
Use for:
Onboarding steps
Progression notifications
Status-based workflows (injury, vacation, offboarding)
6. AI Form Submission
Triggers when a client submits a specific AI Form.
Use for:
Onboarding questionnaires
Weekly check-ins
Injury reports
Goal-setting forms
Lead capture forms
You can also:
Filter by specific question answers (only trigger for certain responses)
Create new Trainerize clients
Assign programs using AI
Send personalized feedback based on their responses
7. Days in Program
Triggers when a client reaches a specific milestone (e.g., 7, 30, 60, 90 days). Calculated from program start date or account creation date.
Use for:
Milestone celebrations
Progress reviews
Program transitions
Renewal campaigns
You can trigger:
Once
Or daily after the milestone
Filters:
By tags
By assigned coach
8. AI Task Created (Business Package)
Triggers when a task is created in the Tasks system. Optionally triggers on task status changes too.
Use for:
Notifying team members of new tasks
Sending webhook notifications to external tools
Triggering follow-up workflows
9. Trainerize Tag Added
Triggers when a specific tag is added to a client in Trainerize.
Use for:
Tag-based onboarding (e.g., "VIP" tag triggers premium setup)
Program-specific workflows based on tags
Segmenting clients into different automation paths
10. Trainerize Tag Removed
Triggers when a specific tag is removed from a client in Trainerize.
Use for:
Cleanup workflows when clients change programs
Downgrade or offboarding sequences
Available Actions
1. Send Trainerize Message
Send automated messages using:
Manual text
Placeholders
Or AI-generated personalized messages
You can choose the sender:
Assigned Coach (recommended)
Specific trainer
AI Message Sender
Available placeholders:
{client_first_name}{client_last_name}{form_link}(when form link is enabled){form_link_2}(when second form link is enabled)
You can include up to two AI Form links in the message.
2. Move Client to Stage
Automatically move clients to any Stage.
Useful for:
Onboarding
Progressive coaching journeys
Triggering new automations
3. Change Client Status
Update the client's compliance status. Built-in options:
Active
Paused
Vacation
Business Trip
Injury
Sick
Cancelling
Menstrual Cycle
You can also use custom statuses that you have created in your business settings.
4. Assign AI Check-In Template
Automatically assign AI Check-Ins. For each template you can configure:
Which template to use — assign multiple templates at once
Day and time per template
Frequency per template (weekly, bi-weekly, monthly)
Sender per template
5. Remove AI Check-In Templates
Remove all active check-in templates from the client. Useful when transitioning clients between programs or offboarding.
6. Assign Trainerize Program
Assign any program OR use AI to select the best program based on form responses.
Start date options:
Start today
Start tomorrow
Start next [day of week] (Monday through Sunday)
7. Assign Habits
Automatically add habits to the client:
Choose from existing Trainerize habits, smart habits, or create custom habits
Choose which days apply
Choose start date and duration
8. Set Custom Goal
Set a custom text goal for the client that will be visible in their Trainerize app. Enter the goal text manually and it will be applied when the automation triggers.
9. Add Trainerize Client
Create Trainerize clients automatically (perfect for lead forms). When used with the AI Form Submission trigger, client details are pulled from form answers.
10. Enable Agentic Mode (Business Package)
Turn Agentic Mode on or off for the client. When enabled, AI responds to every message without requiring trigger phrases.
11. Enable AI Macros (Business Package)
Automatically adjust client macros on a schedule. Configure frequency (weekly/bi-weekly/monthly), day, time, and optionally calculate macros immediately when the automation triggers.
12. Schedule
Schedule automated reminders for clients to log body stats or progress photos in Trainerize.
13. Send Attachment
Send a file attachment (PDF, image, etc.) to the client via Trainerize message.
14. Add Trainerize Tag
Automatically add a tag to the client in Trainerize. Useful for segmenting clients based on actions they take.
15. Remove Trainerize Tag
Remove a specific tag from the client in Trainerize.
16. Send Email (Business Package)
Send an email to the client using your configured SMTP settings. Supports HTML formatting. Requires SMTP setup in Settings.
17. Add to Trainerize Group
Automatically add the client to a Trainerize group. Great for community-based onboarding.
18. Add Portal Client (Business Package)
Automatically create a Blood Test Portal account for the client with a selected plan (Starter or Pro) and optional course access.
19. Create Task (Business Package)
Automatically create a task in the Tasks system, linked to the client. Configure title, description, assignee, and priority. You can also set a due date as a number of days after the trigger fires (e.g., "due in 3 days").
20. Send Webhook Response
Send data to Slack, Google Sheets, Zapier, Make, and more.
Perfect for:
Notifications
Data logging
External integrations
Organizing Automations with Folders
As your automation library grows, you can organize them into folders to keep things tidy.
Create folders — click the + button next to the "Folders" label in the sidebar
Move automations — use the three-dot menu (⋮) on any automation and select "Move to Folder", or drag and drop automations directly into folders in the sidebar
Edit or delete folders — hover over a folder in the sidebar and click its three-dot menu for "Edit Folder" or "Delete Folder"
Delete options — when deleting, choose to remove just the folder (automations move to Unorganized) or delete the folder and all its automations
Click any folder in the sidebar to filter the list. Click All Automations at the top to see everything.
Automation Limits by Package
Package | Automations Allowed |
Essential | 1 |
Starter | 15 |
Business | 100 |
Some actions are exclusive to the Business package: Enable Agentic Mode, Enable AI Macros, Send Email, Add Portal Client, Create Task, and AI Task Created trigger.
Monitoring & Troubleshooting
Each automation has an Execution History, showing:
Trigger events
Actions executed
Success/failure status
Error details
You can also view a specific client's automation history from their Automations tab on the client dashboard.
If something fails, you can review the error and retry the execution.
Best Practices
Start simple — build one automation at a time
Use clear, descriptive names
Test everything with Test Mode before going live
Use tags to differentiate client flows
Use folders to organize automations by purpose
Build multi-step journeys using Stages
Don't over-automate — keep the human connection
Review execution logs weekly
Getting Started Checklist
Set up Stages
Create Smart Views
Configure AI Forms
Build AI Check-In templates
Create your first automation
Test it
Activate it
Monitor execution history
Optimize and expand