Smart Workflows is ClubRight's automation tool. It lets you set up sequences of messages that trigger automatically based on member activity, so your club stays in contact with members without you having to do it manually. Whether you're chasing a failed payment, welcoming a new member, or trying to win back someone who has lapsed, Smart Workflows handles the follow-up for you.
Why use Smart Workflows?
Save time on routine communications. Once a workflow is active, it runs automatically whenever the trigger condition is met. You do not need to take any action.
Reach members at the right moment. Workflows fire based on real events in ClubRight, such as a missed payment or a new sign-up, so your message is always timely and relevant.
Start quickly with ready-made templates. ClubRight provides a template library covering the most common use cases. You can be up and running in minutes.
Stay in control. You can pause, edit, or archive any workflow at any time.
How to find Smart Workflows
Click the burger menu in the top left-hand corner.
Click Communication.
On the left-hand side under Navigate, click Smart Workflows.
This page shows all the workflows you have already set up, along with their current status.
How to set up a new workflow
From the Smart Workflows page, click Add New Workflow in the top right.
The template library will open. Choose a template that matches your goal. Templates are grouped by use case:
Engagement, such as birthday greetings
Finance, including payment chasers
Onboarding, such as a welcome series or prospect nurture
Retention, such as winning back lapsed members
Select the template you want to use, or choose Blank workflow to build from scratch. You will see the workflow structure: the trigger at the top and the sequence of steps below it.
On the right-hand side of the editor, give your workflow a Name and an optional Description. This helps you identify it on the Smart Workflows page, especially if you have several workflows running at once.
To change the trigger, click on it at the top of the flow. A list of available triggers will appear. Select the one that fits your workflow.
To edit a message, hover over the step and click the pencil icon. In the Send Message panel you can set when the message sends (Immediately or After a delay), update the subject and message body, add personalisation, choose a channel, and set the consent type. The panel also has a Saved Replies picker, so you can drop in a pre-written template rather than writing the message from scratch.
To remove a step, hover over it and click the delete icon (bin) next to the pencil.
Adjust the timing between steps by hovering over a Wait step and clicking the pencil icon.
Check the Ready to go live? panel on the right-hand side. This shows three checks: trigger chosen, steps added, and every message has a channel. All three must show a green tick before you activate.
When you are ready, click Save to save the workflow as a draft, or Activate to make it live. Once activated, the workflow runs automatically in the background whenever the trigger condition is met.
Available triggers
Joining
Joins as prospect: when someone is added as a new prospect
Starts a membership: when a member begins a new membership plan
Leaving / At risk
Membership cancelled: when a membership is cancelled
Membership expires: when a membership reaches its end date
Requests a freeze: when a member asks to freeze their membership
Requests cancellation: when a member asks to cancel their membership
Freeze actioned: when staff approves a membership freeze request
Cancellation actioned: when staff approves a membership cancellation request
Activity
Records a visit: when a member checks in at your club
Attends a class: when a member attends a class session
Makes a booking: when a member books a session or appointment
Becomes inactive: when a member hasn't visited for a set number of days
Payments
Payment overdue: when a scheduled payment is missed or late
DD mandate cancelled: when a direct debit mandate is cancelled
Other
Purchases a product: when a member buys a product from your shop
Member's birthday: on the member's birthday each year
Sales funnel changes: when a prospect moves to a different funnel stage
Managing your workflows
All your workflows are listed on the main Smart Workflows page, with a status indicator showing whether each one is active or paused. You can pause, edit, or archive any workflow at any time by selecting it from this page.
š” Helpful tip: If you are new to Smart Workflows, the Payment Chaser template is a good place to start. It covers one of the most common and high-value use cases, and the setup is straightforward. Once you are familiar with how workflows are structured, the other templates will feel easy to configure.
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