Smart Views are saved filter combinations that instantly segment your client list based on any criteria you choose. Instead of manually scrolling through clients every day, Smart Views let you create dynamic groups like "At-Risk Clients," "New This Week," or "Expiring Soon" — and even trigger automations when a client enters one. This guide covers everything from creating your first Smart View to using them as powerful automation triggers.
What Are Smart Views and Why They Matter
A Smart View is a saved set of filters on your Trainerize Clients page. Once saved, it appears in your sidebar for one-click access.
Why Smart Views matter:
Save time — Stop re-applying the same filters every day
Never miss a client — Clients automatically appear when they match your criteria
Automate actions — Use the "Client Enters Smart View" trigger to send messages, change stages, and more
Share with your team — Everyone sees the same segments with consistent criteria
Live client counts — See how many clients match each view at a glance in the sidebar
How to Create a Smart View
Follow these steps to create your first Smart View:
Step 1: Open the Trainerize Clients Page
Go to Trainerize Clients from your sidebar.
Step 2: Add Filters
Click the Filter button in the toolbar. A filter row will appear where you choose:
Column — The field you want to filter by (e.g., Last Login, Status, Tags)
Operator — How to compare the value (e.g., "is," "contains," "older than")
Value — The criteria to match (e.g., "7 days," "active," "VIP")
You can add multiple filters — they work together with AND logic, meaning clients must match all filters to appear.
Step 3: Save the View
Once your filters show the clients you want, click Save View (or "Save As" to create a new view). Give it a clear, descriptive name. The view now appears in your sidebar with a live count of matching clients.
Quick Start: Import Starter Views
If you are new to Smart Views, you can import 6 pre-built starter views by clicking "Import Starter Views" in the sidebar. These include Active Clients, New Clients, At-Risk Clients, Membership Expires Soon, Last Message Over 30 Days, and Training Program Expires Soon.
Available Filter Fields and Operators
Smart Views support filtering on 40+ columns across your client data. Each column type has its own set of operators.
Text Filters
Used for columns like Name, Email.
Operator | What It Does |
Contains | Field includes the text (case-insensitive) |
Does Not Contain | Field does not include the text |
Is | Exact match |
Is Not | Does not equal the value |
Starts With | Field begins with the text |
Ends With | Field ends with the text |
Is Empty | Field has no value |
Is Not Empty | Field has a value |
Date Filters
Used for columns like Last Login, Expiry Date, Program Start, Last Client Message, Last Coach Message, Last Call, Training Plan End.
Operator | What It Does |
Within | For past-date columns (e.g., Last Login), matches dates within the last X days. For future-date columns (e.g., Expiry Date), matches dates within the next X days. |
Older Than X Days | Date is more than X days ago |
Not Older Than X Days | Date is within the last X days |
Is / Is Not | Exact date match |
After / Before | Date is after or before a specific date |
On or After / On or Before | Date is on or after / on or before a specific date (inclusive) |
Past Due | Date has already passed |
Is Empty / Is Not Empty | Date field has or does not have a value |
Number Filters
Used for columns like Days in Program, Program Duration, Remaining Days, Program Length.
Operator | What It Does |
Greater Than | Value is above the threshold |
Less Than | Value is below the threshold |
Equal To | Value matches exactly |
Not Equal To | Value does not match the specified number |
Greater Than or Equal | Value is at or above the threshold |
Less Than or Equal | Value is at or below the threshold |
Is Empty / Is Not Empty | Field has or does not have a value |
Select Filters
Used for columns like Status, Stage, Trainer, Role, Goal, Units, Language, Trial Status.
Operator | What It Does |
Is | Matches the selected option |
Is Not | Does not match the selected option |
Is Any Of | Matches any of the selected options |
Is None Of | Does not match any of the selected options |
Is Empty / Is Not Empty | Field has or does not have a value |
Tags Filters
Used for Tags, Connected Apps, and Programs columns.
Operator | What It Does |
Contains | Has a tag matching the text |
Does Not Contain | Does not have a matching tag |
Contains All | Has ALL of the specified tags (comma-separated) |
Contains Any | Has at least one of the specified tags (comma-separated) |
Is Empty / Is Not Empty | Client has or does not have any tags |
Boolean Filters
Used for columns like WHOOP Connected, Oura Connected, Community, Broadcast, 1:1 Calls, Group Calls, Leaderboard, Testimonial.
Operator | What It Does |
Is | Matches true or false |
Email Filters
Used for the Email column specifically.
Operator | What It Does |
Contains / Does Not Contain | Email includes or excludes text |
Is / Is Not | Exact email match |
Domain Is / Domain Is Not | Match by email domain (e.g., "gmail.com") |
Is Empty / Is Not Empty | Email field has or does not have a value |
Example Smart Views with Real Use Cases
Here are five powerful Smart Views you can create right now.
1. At-Risk Clients
Goal: Catch clients who have gone quiet before they churn.
Filter | Operator | Value |
Status | Is | Active |
Last Login | Older Than | 7 days |
Last Client Message | Older Than | 7 days |
Why it works: Combines login inactivity with messaging silence. If a client hasn't logged in or messaged in a week, they need attention. Pair this with an automation to send a check-in message automatically.
2. New Clients This Week
Goal: See all clients who joined in the last 7 days for onboarding follow-up.
Filter | Operator | Value |
Status | Is | Active |
Created | Not Older Than | 7 days |
Why it works: Quickly see who is new so you can ensure they are settling in, completing onboarding steps, and feeling supported during their first week.
3. Disengaged Clients
Goal: Identify clients who have not submitted a message or check-in recently, which may indicate disengagement.
Filter | Operator | Value |
Status | Is | Active |
Last Client Message | Older Than | 14 days |
Days in Program | Greater Than | 14 |
Why it works: Filters out brand-new clients (who may not have check-in data yet) and focuses on established clients who have gone silent. This is a strong signal that they may need a nudge or program adjustment.
4. High Performers
Goal: Identify your most engaged clients for testimonials, referrals, or program upgrades.
Filter | Operator | Value |
Status | Is | Active |
Last Login | Not Older Than | 3 days |
Last Client Message | Not Older Than | 7 days |
Why it works: Clients who log in frequently and message regularly are your most engaged. These are great candidates for testimonials, case studies, or upselling to premium services.
5. Missing Check-In
Goal: Find clients who have not messaged this week (likely missed their check-in).
Filter | Operator | Value |
Status | Is | Active |
Last Client Message | Older Than | 7 days |
Why it works: If your clients are expected to check in weekly, anyone whose last message is older than 7 days has likely missed their window. Use this with a form reminder automation to nudge them.
Using Smart Views as Automation Triggers
This is where Smart Views become truly powerful. Instead of just viewing segments, you can automatically take action when a client enters a Smart View.
How the "Client Enters Smart View" Trigger Works
FitMetrics checks your Smart Views approximately every 5 minutes. When a client newly matches your view's filters, the automation fires.
Key details:
The trigger only fires when a client enters the view, not while they remain in it
You choose the Smart View when configuring the trigger
You choose the frequency: "Once per client" (fires only the first time) or "Every time they enter" (fires each time they re-enter after leaving)
You can toggle "Include existing clients" to also trigger for clients who are already in the view when you first activate the automation
How the "Client Leaves Smart View" Trigger Works
There is also a Client Leaves Smart View trigger that fires when a client no longer matches a Smart View's filters. This is useful for follow-up actions — for example, sending a congratulations message when a client leaves your "At-Risk" view because their compliance improved.
How to Set It Up
Go to Automations
Click Create Automation
Select the "Client enters smart view" trigger
Choose your Smart View from the dropdown
Set the Trigger Frequency (Once per client or Every time they enter)
Optionally enable "Include existing clients"
Add your actions (send message, change stage, assign program, etc.)
Activate the automation
Example: Auto-Send Re-Engagement Message
Create an "At-Risk Clients" Smart View (Last Login older than 7 days + Last Client Message older than 7 days). Then create an automation:
Trigger: Client Enters Smart View → "At-Risk Clients"
Frequency: Once per client
Action 1: Send Message → "Hey [First Name], I noticed you've been quiet this week. Everything okay? Let me know if you need any adjustments to your program!"
Action 2: Move to Stage → "Needs Attention"
Now every client who goes quiet for a week automatically gets a personal check-in message and gets flagged for your review — without you lifting a finger.
More Automation Ideas
Smart View | Automation Action |
Membership Expires in 14 Days | Send renewal reminder message |
Last Message Over 30 Days | Send re-engagement message + move to "At Risk" stage |
Training Program Expires Soon | Send message about next program options |
New Clients This Week | Send welcome resources + assign onboarding stage |
High Performers | Send congratulations + ask for testimonial |
Sharing Smart Views with Your Team
Smart Views support three sharing levels:
Private — Only you can see the view
Business — Everyone on your team can see the view (recommended for team-wide segments)
Specific Members — Only selected team members can see the view
To change sharing: Right-click a Smart View in the sidebar (or click the menu icon) and select Edit. You will see sharing options where you can set the visibility level and choose specific members if needed.
Tip: Set your most important operational views (like "At-Risk" or "Missing Check-In") to Business sharing so every coach on your team has the same visibility.
Using Smart Views in the Compliance Tracker
The Compliance Tracker also supports Smart View filtering. This means you can narrow down the compliance view to show only the clients in a specific Smart View.
How to use it:
Open the Compliance Tracker
Select a Smart View from the filter dropdown
The compliance grid will update to show only clients matching that Smart View
Example: Select your "At-Risk Clients" Smart View in the Compliance Tracker to see exactly which compliance metrics those clients are falling behind on — workouts, nutrition, or messaging.
Pro Tips and Best Practices
Name views clearly. Use descriptive names like "Last Login 7+ Days" instead of "View 1." Your future self and teammates will thank you.
Use emoji in names. Smart Views support emoji in their names (e.g., "🚨 At-Risk" or "🆕 New Clients"). This makes them easy to spot in the sidebar.
Pin important views. Pin your most-used views so they always appear at the top of the sidebar.
Reorder your views. Drag and drop views in the sidebar to arrange them in the order that matches your workflow, or use the reorder dialog.
Combine date + select filters. The most powerful views use a combination of date filters (how long ago something happened) and select filters (status, stage, trainer).
Use "Once per client" frequency for most automations. "Every time they enter" can cause repeat messages if clients bounce in and out of the view.
Test automations before activating. Use the Test button on the automation editor to run it against a specific client before going live.
Check the count badges. The sidebar shows a live count of clients in each Smart View. If a count suddenly spikes, investigate — something may have changed.
Layer Smart Views with other features. Use Smart Views to filter who receives broadcast messages, form reminders, and bulk actions.
Review automations linked to a view. Before editing a Smart View's filters, check if any automations use it as a trigger. Editing filters changes who enters the view and therefore who triggers the automation.
Summary
Feature | What It Does |
Smart Views | Saved filter sets that segment your client list automatically |
40+ Filter Fields | Filter by dates, status, tags, trainer, stage, programs, and more |
Live Counts | See how many clients match each view in the sidebar |
Client Enters Smart View Trigger | Automatically run actions when a client newly matches a view |
Client Leaves Smart View Trigger | Automatically run actions when a client no longer matches a view |
Trigger Frequency | Choose "Once per client" or "Every time they enter" |
Include Existing Clients | Optionally trigger for clients already in the view on activation |
Sharing | Private, Business-wide, or Specific Members |
Compliance Tracker | Filter compliance data by Smart View |
Starter Views | Import 6 pre-built views to get started instantly |
Related pages:
Trainerize Clients — Where you create and use Smart Views
Automations — Where you set up Smart View triggers
Compliance Tracker — Where you filter compliance by Smart View