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”
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.
⚠️ 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 automation will not trigger.
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
Team notifications
📊 Automation Limits
Package | Automations |
Essentials | 1 |
Starter | 15 |
Business | 100 |
🚀 Next Steps
Start with one automation… then build your full automated coaching system over time.