This article explains how to use the Workflow Template Builder to create and configure automated workflows.
The Workflow Template Builder allows you to visually build workflows by adding and connecting different steps. Each step is called a node and can be a Trigger, Condition, or Action.
A workflow describes an automated process where a specific event starts the flow, conditions control whether certain criteria are met, and actions perform the required tasks.
Example:
A member creates a new membership → The workflow starts → A condition checks the membership type → An action creates a task for a team member.
How to Access the Workflow Template Builder
Open the dashboard.
Go to Workflow → Workflow Templates in the left-side menu.
Click an existing workflow template to open it, or create a new one.
You are now in the Workflow Template Builder.
Understanding the Workflow Template Builder
When editing a workflow, the screen consists of two main areas.
Canvas
The canvas is where you build and organize your workflow.
Here you can:
Add nodes
Move nodes
Connect steps
See the order the workflow will run
Node Panel
The node panel is located on the right side.
Here you can select which types of nodes to add to your workflow.
If you open a workflow without editing, you will only see the workflow itself. The node panel is only available in edit mode.
Navigating the Canvas
Move Around
Click and drag on an empty area of the canvas to move around the workflow.
Zoom
Use the scroll wheel or the + and − buttons in the bottom-left corner to zoom in and out.
Fit View
Click Fit View to automatically zoom and adjust the canvas so all nodes are visible.
Workflow Building Blocks
A workflow consists of three main types of nodes:
Trigger
A Trigger is the starting point of a workflow.
The Trigger determines which event needs to happen before the workflow starts.
Example:
A member creates a membership → The Membership created trigger starts the workflow.
A workflow can only have one starting point.
Condition
A Condition is used to control whether the workflow continues based on specific criteria.
Example:
A member creates a membership → The condition checks whether the membership type is "4-Week Onboarding Program" → The workflow continues only if the condition is met.
Action
An Action is a step that performs an activity in the workflow.
Example:
The workflow starts → The condition is met → The Create task action automatically creates a task.
Available Triggers
Trigger | Description |
Check in at open gym | Starts when a member checks in at open gym |
Class registration created | Starts when a member registers for a class |
Class registration never met | Starts when a member does not attend a registered class |
Class registration on time | Starts when a member attends a class on time |
Class registration opted out | Starts when a member cancels a class registration |
Class registration too late | Starts when a member arrives late to a class |
Credit note created | Starts when a credit note is created |
Draft invoice created | Starts when a draft invoice is created |
Event created | Starts when an event is created |
Event ended | Starts when an event ends |
Event started | Starts when an event starts |
Event ticket purchased | Starts when an event ticket is purchased |
Feedback given | Starts when feedback is submitted |
Guest created | Starts when a guest is created |
Invoice created | Starts when an invoice is created |
Invoice expired | Starts when an invoice expires |
Invoice uncollectible | Starts when an invoice cannot be collected |
Invoice voided | Starts when an invoice is voided |
Lead lost | Starts when a lead is lost |
Lead won | Starts when a lead is won |
Member birthday | Starts on a member's birthday |
Member created | Starts when a new member is created |
Member deleted | Starts when a member is deleted |
Member updated | Starts when a member's information is updated |
Membership begin cancellation | Starts when membership cancellation begins |
Membership begin put on hold | Starts when a membership is about to be put on hold |
Membership cancelled | Starts when a membership is cancelled |
Membership converts | Starts when a membership converts |
Membership created | Starts when a membership is created |
Membership ends | Starts when a membership ends |
Membership put on hold | Starts when a membership is put on hold |
Membership resumed | Starts when a membership resumes |
Punch card clip used | Starts when a punch card clip is used |
Referral created | Starts when a referral is created |
Task created | Starts when a task is created |
Available Conditions
Condition | Description |
Maximum value | Checks whether a value is below or equal to a specific limit |
Minimum value | Checks whether a value is above or equal to a specific limit |
Member type | Checks which member or membership type applies |
After X number of times | Continues the workflow after an event has happened a specific number of times |
Wait X number of days | Pauses the workflow for a specific number of days |
Wait X number of hours | Pauses the workflow for a specific number of hours |
Available Actions
Action | Description |
Cancel membership | Automatically cancels a membership |
Create task | Creates a task and assigns it to a selected recipient |
Put membership on hold | Places a membership on hold |
Send cancellation email | Sends an email related to membership cancellation |
Send e-mail | Sends an automated email |
Send push notification | Sends a push notification |
Send put on hold email | Sends an email related to putting a membership on hold |
Send referral email | Sends an email related to a referral |
Send sms | Sends an SMS |
Send welcome email | Sends an automated welcome email |
Trigger webhook | Sends data to an external service using a webhook |
Adding a Node
To add a node to your workflow:
Find the desired node type in the right-side panel.
Click the node.
The node will be added to the canvas.
Move the node to the desired location.
A workflow can contain up to 50 nodes.
Configuring a Node
To configure a node:
Click the node.
Complete the required fields.
Confirm that the node is configured correctly.
The available fields depend on the type of node you selected.
Connecting Nodes
Connections define the order in which your workflow runs.
To connect two nodes:
Click the connection point on a node.
Drag the line to the next node.
Release the connection.
The workflow will follow the structure you have created.
Moving and Organizing Nodes
You can move a node by:
Clicking and holding the node.
Dragging it to a new location.
Releasing it when positioned correctly.
We recommend organizing workflows from top to bottom or left to right to make them easier to understand.
Deleting a Node or Connection
To delete a node or connection:
Click the node or connection.
Press Delete or Backspace.
Note: Some nodes cannot be deleted, such as the Trigger node, because every workflow needs a starting point.
Saving Your Workflow
Changes are saved automatically while you work.
There is no separate save button in the Workflow Template Builder.
Troubleshooting
I cannot add more nodes
There is a limit of 50 nodes per workflow.
Remove existing nodes or simplify your workflow if you reach the limit.
The node panel is not visible
The node panel is only available in edit mode.
Open the workflow template again and select editing mode.
I cannot delete a node
Some nodes are protected and cannot be deleted.
If you need to change a Trigger, edit the node instead of deleting it.
My connections disappeared
Make sure the workflow template was saved correctly before leaving the page.
The workflow skips steps
Check that all nodes are connected.
A node without a connection will not be executed.
My nodes overlap
Move the nodes manually or use Fit View to get a better overview.
Tip
Keep your workflows simple and easy to follow.
A good workflow usually follows this structure:
Trigger → Condition → Action
Example:
Membership created
→ Member type = 4-Week Onboarding Program
→ Create task