A workflow describes an automated process where a specific event starts the flow, conditions check whether certain criteria are met, and actions carry out the desired operations.
Example: A member creates a new membership → The workflow starts → A condition checks the membership type → An action creates a task for a staff member.
How to get here
Go to Workflow → Workflow templates in the left menu.
Click an existing workflow template to open it, or create a new one.
You are now in the Workflow Template Builder.
Step-by-step guide
Understand the screen
The screen has two areas: the Canvas (left side), where you build your workflow by adding, moving and connecting nodes and viewing the order in which the workflow runs; and the Node panel (right side), where you choose which types of nodes to add. The Node panel is only shown in edit mode.
Navigate the canvas
Click and drag on an empty area of the canvas to move around. Use the scroll wheel or the + and − buttons at the bottom left to zoom in and out. Click Fit view to automatically zoom so that all nodes are visible.
Workflow building blocks
A workflow has three primary node types. A Trigger is the starting point — it determines which event must occur before the workflow starts. A workflow can only have one starting point. A Condition checks whether the workflow should continue based on certain criteria — the workflow only continues if the condition is met. An Action is an operation the workflow carries out.
Available Triggers
The available triggers are: 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 show up for a class. Class registration on time: Starts when a member arrives on time for a class. Class registration opted out: Starts when a member cancels a class registration. Class registration too late: Starts when a member arrives late. 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 details are updated. Membership begin cancellation: Starts when cancellation of a membership begins. Membership begin put on hold: Starts when a membership begins 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 expires. Membership put on hold: Starts when a membership is put on hold. Membership resumed: Starts when a membership is resumed. 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
The available conditions are: Maximum value: Checks whether a value is below or equal to a certain limit. Minimum value: Checks whether a value is above or equal to a certain limit. Member type: Checks which type of member or membership is involved. After X number of times: Continues the workflow after an event has occurred a set number of times. Wait X number of days: Pauses the workflow for a set number of days. Wait X number of hours: Pauses the workflow for a set number of hours.
Available Actions
The available actions are: Cancel membership: Cancels a membership automatically. Create task: Creates a task and assigns it to a chosen recipient. Put membership on hold: Puts a membership on hold. Send cancellation email: Sends an email in connection with a cancellation. Send email: Sends an automated email. Send push notification: Sends a push notification. Send put on hold email: Sends an email in connection with a membership being put 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 via webhook.
Add a node
Find the desired node type in the right panel and click it. The node is added to the canvas — move it to the desired position. A workflow can contain up to 50 nodes.
Configure a node
Click the node and fill in the required fields. The fields depend on which type of node you have selected.
Connect nodes
Click the connection point on a node, drag the line to the next node and release. The workflow follows the order you have built.
Move and organise nodes
Click and hold a node, drag it to a new position and release. It is recommended to build workflows from top to bottom or left to right so they are easy to follow.
Delete a node or connection
Click the node or connection and press Delete or Backspace. Note: The Trigger node cannot be deleted, as a workflow must always have a starting point.
Save your workflow
Changes are saved automatically as you work. There is no separate save button in the Workflow Template Builder.
Tips
Keep your workflows simple and easy to follow. A good workflow typically consists of: Trigger → Condition → Action. Example: Membership created → Member type = Onboarding 4 weeks → Create task.
Do you need help?
Contact support and include information about:
What you were trying to do
When the problem occurred