Not sure which automations to build? This guide shows the most effective and most-used automation workflows coaches rely on daily.
Each example includes:
What it does
Why it's useful
How to set it up
Pro tips & variations
These real-world automations will save you hours every week and dramatically improve your client experience.
Most Common Use Cases
1. New Client Onboarding (Most Popular Automation)
What it does:
Automatically welcomes new clients, assigns their program, applies habits, and schedules check-ins the moment they're added to Trainerize.
Why it's useful:
Clients get a seamless, professional onboarding experience. You save 15–30 minutes per client.
Setup
Trigger: New Trainerize Client Added
No filters (for all clients)
OR add tag filter ("Online Coaching", "VIP")
Actions:
Send Trainerize Message
Hey {client_first_name}! Welcome to the team — your program and check-ins are ready inside the app. We're excited to help you crush your goals!Move Client to Stage – "Onboarding"
Assign Trainerize Program
Assign Habits – e.g., "Track meals", "8 glasses of water"
Assign AI Check-In Template – Mondays at 9 AM
Pro Tips
Use AI message generation for personalization
Create different onboarding flows by tag (VIP, Weight Loss, Muscle Building)
Add a Slack webhook to notify your team instantly
2. Segmented Onboarding by Client Type
What it does:
Assigns different onboarding flows to different client types based on tags.
Why it's useful:
Personalizes the experience and increases client satisfaction.
Examples
VIP Onboarding:
Trigger: New Client Added (Tag: VIP)
Actions: VIP welcome message → VIP stage → premium program → advanced habits → bi-weekly check-ins → enable Agentic Mode.
Weight Loss Onboarding:
Trigger: New Client Added (Tag: Weight Loss)
Actions: Weight-loss focused welcome → nutrition habits → weight-loss program → weekly check-in.
Muscle Building Onboarding:
Trigger: New Client Added (Tag: Muscle Building)
Actions: Hypertrophy program → protein habits → volume-focused check-in.
3. Multi-Trainer Onboarding
What it does:
Creates customized onboarding flows for each trainer in your business.
Why it's useful:
Each trainer can run their own programs and workflows automatically.
Example: Coach Sarah's Automation
Trigger: New Client Added (Assigned Coach: Sarah)
Actions: Welcome message → Move to "Sarah's Clients" → Assign Sarah's program → Assign Sarah's check-in → Slack webhook.
4. AI Form-Based Onboarding
What it does:
Leads fill out a form, and the automation automatically creates a Trainerize client and starts onboarding.
Why it's useful:
Perfect for lead capture, website funnels, and hands-off onboarding.
Setup
Trigger: AI Form Submission ("New Client Application")
Actions:
Add Trainerize Client (name, email from form)
Send Welcome Message
Assign Program Using AI
Move to "New Lead" stage
Assign Check-In Template
Send Webhook (Slack/CRM)
5. Weekly Check-In Form Automation
What it does:
When clients submit their weekly check-in form, automatically updates their status and sends a confirmation.
Why it's useful:
Keeps you organized and gives clients instant feedback.
Setup
Trigger: AI Form Submission ("Weekly Check-In")
Actions:
Change client status → "Checked In"
Send confirmation message
Move to "Check-In Completed" (optional)
6. Stage-Based Progressive Onboarding (Day 1 → Day 7)
What it does:
Creates a multi-day onboarding sequence using stages and Days in Program.
Why it's useful:
Prevents overwhelming clients and drip-feeds information.
Sequence Example
Day 0 → Day 1
Trigger: New Client Added
Actions: Welcome message → Move to "Day 1"
Day 1 → Day 2
Trigger: Days in Program (1 day)
Actions: Send Day 2 message → Move to "Day 2"
Day 7 → Active
Trigger: Days in Program (7 days)
Actions: Congrats → Assign full program → Weekly check-ins
7. Membership Renewal Reminders
What it does:
Automatically reminds clients when they're close to expiring.
Why it's useful:
Prevents churn and increases renewals.
Setup
Smart View: "Expiring in 30 Days"
Trigger: Client Enters Smart View
Actions:
Renewal reminder message
Move to "Renewal Pending"
Slack webhook for your team
8. Re-Engagement Campaign for Inactive Clients
What it does:
Automatically reaches out to clients who haven't logged in.
Why it's useful:
Brings back inactive clients and reduces cancellations.
Setup
Smart View: "Inactive 30 Days"
Trigger: Client Enters Smart View
Actions:
Change status → Paused
Re-engagement message
Move to "Re-Engagement Needed"
Webhook for follow-up
9. Milestone Celebrations (7, 30, 90 Days)
What it does:
Automatically congratulates clients on major milestones.
Why it's useful:
Boosts motivation and engagement.
Examples
7 Days → "Great first week!"
30 Days → Send progress review form
90 Days → Move to "Long-Term Client" + assign advanced program
10. Injury or Issue Management
What it does:
When clients submit an injury form, adjust their program and status.
Why it's useful:
Shows care, prevents injury, and keeps coaching high-quality.
Setup
Trigger: AI Form Submission ("Injury Report")
Actions:
Change status → Injury
Send immediate safety message
Move to "Injury Management"
Assign modified program
Notify your team
11. Program Completion & Transition
What it does:
Moves clients to their next phase automatically when a program ends or when they submit a form.
Options
Days in Program (84 days for 12-week program)
Form Submission ("Program Complete")
12. Custom Status Tracking
Automatically update client statuses based on forms.
Examples:
Vacation notice → Status "Vacation"
Feeling sick → Status "Sick"
Business travel → Status "Business Trip"
Weekly check-in submitted → Status "Checked In"
13. Lead Nurturing Sequence
What it does:
A multi-message sequence to convert leads into paying clients.
Examples
Day 0 → Welcome + booking link
Day 3 → Follow-up
Day 7 → Final follow-up + special offer
14. VIP Client Experience
Automatically deliver premium-level service.
Trigger: New Client Added (Tag: VIP)
Actions:
VIP welcome
VIP stage
Premium program
Advanced habits
Bi-weekly check-ins
Enable Agentic Mode
Enable AI Macros
Slack notification
15. Team Notifications
Send Slack/Discord alerts for:
New clients
Important forms
Milestones
Program completion
Perfect for keeping your team aligned.
16. Tag-Based Automation
What it does:
Triggers workflows when tags are added or removed from clients in Trainerize.
Why it's useful:
Allows you to control automations from within Trainerize itself — just add/remove a tag to trigger actions.
Examples
Tag Added: "Low Ticket"
Trigger: Trainerize Tag Added ("Low Ticket")
Actions: Send onboarding form → Enable Agentic Mode → Enable AI Macros → Assign AI Check-In Templates → Add to Trainerize Group
Tag Removed: "VIP"
Trigger: Trainerize Tag Removed ("VIP")
Actions: Remove AI Check-In Templates → Change status to "Standard" → Send transition message
17. Auto-Enroll in Blood Test Portal & Courses
What it does:
Automatically adds new clients to the Blood Test Portal with course access.
Setup
Trigger: New Trainerize Client Added
Actions:
Add Portal Client (Starter or Pro plan)
Select courses to grant access
18. Client Offboarding (Deactivation Workflow)
What it does:
Automatically handles cleanup when a client is deactivated in Trainerize.
Why it's useful:
Ensures no loose ends — check-ins are removed, exit surveys are sent, and your team is notified. No manual work needed.
Setup
Trigger: Client Deactivated
Actions:
Remove AI Check-In Templates — stops all scheduled check-ins
Send Trainerize Message — a farewell message or exit survey form link
Move to Stage — "Offboarded"
Send Webhook — notify your team in Slack or update your CRM
Pro Tips
Pair with the Client Reactivated trigger to create a matching "welcome back" flow
Include an AI Form link for an exit feedback survey — learn why clients leave
Use a tag-based workflow: remove the "Active" tag and add an "Offboarded" tag for easy Smart View filtering
Critical Setup Tips
1. Tags and Assigned Coach MUST be set before adding the client
If you add the client first, then add tags/coach later — the "New Client Added" automation will not trigger. However, the "Tag Added" trigger works when tags are added at any time.
2. No delays (yet)
Use "Days in Program" to create time-based journeys.
3. Always Test First
Use Test Mode to run the automation with a real or dummy client.
Automation Strategy Guide
Start with these three:
New Client Onboarding
Weekly Check-In Automation
Membership Renewal Reminder
Then add:
Milestones
Re-engagement
Progressive onboarding
Advanced:
Lead automation
VIP flows
Tag-based workflows
Offboarding workflows
Portal & course enrollment
Team notifications
Automation Limits
Package | Automations |
Essential | 1 |
Starter | 15 |
Business | 100 |
Next Steps
Start with one automation... then build your full automated coaching system over time.