Stages and automations are a powerful combination. You can use a stage change as a trigger to kick off an automation, or use a "Move Client to Stage" action inside an automation to move clients automatically. This means you can build hands-free workflows that guide clients through your entire coaching process — from onboarding to check-ins to retention.
Using a Stage as a Trigger
When you create an automation, you can choose "Client Enters Stage" as the trigger. This means the automation will fire whenever a client is moved into a specific stage — whether you drag-and-drop them on the Onboarding board or use a bulk move.
Here's how it works:
Select "Client Enters Stage" as your trigger type
Choose which stage should trigger the automation
When any client enters that stage, your automation runs automatically
The automation runs in the background — it won't slow anything down
Note: Moving a client to "Unassigned" (removing them from a stage) does not trigger any automations.
Using a Stage as an Action
Inside any automation workflow, you can add a "Move Client to Stage" action step. This automatically moves the client to a specific stage when the automation reaches that point — no manual work needed.
For example, you could set up an automation where a form submission triggers the client to be moved into a "Questionnaire Completed" stage — all without you lifting a finger.
You can combine this with other actions like sending messages, assigning check-in templates, and more to build a complete workflow.
How to Set Up a Stage Automation
Follow these steps to create a stage-based automation:
Go to the Automations page
Click "Create Automation"
For the trigger, select "Client Enters Stage", then choose the specific stage
Add your actions — send a message, assign a check-in template, move to another stage, etc.
Save and activate your automation
That's it! Your automation is now live and will run every time a client enters the selected stage.
Common Automation Patterns
Here are some popular ways coaches use stages with automations:
New Client Onboarding
Trigger: New client added
Actions: Move to "New Client" stage → Send welcome message → Assign onboarding check-in template
Form Completion Flow
Trigger: Form submitted
Actions: Move client to "Questionnaire Completed" stage
Stage-Based Messaging
Trigger: Client enters "Ready for Onboarding" stage
Actions: Send scheduling message → Assign onboarding check-in
Multi-Stage Cascade
Trigger: Client enters Stage A
Actions: Send message → Wait → Move to Stage B
Then a second automation triggers when Stage B is entered, continuing the workflow.
Retention Triggers
Trigger: Days in program reaches a threshold
Actions: Move client to a "Watch" or "At Risk" stage for follow-up
Important Things to Know
Automations must be active. Only active automations will fire — paused or draft automations are ignored.
Automations are business-scoped. They only trigger for clients within your business.
Stage automations can cascade. If Automation A moves a client to a stage, and Automation B triggers on that stage, both will run. This is great for building multi-step workflows.
Unassigned doesn't trigger automations. Moving a client to "Unassigned" (removing them from all stages) will not fire any stage-based automations.