Smart Workflows comes with a library of ready-made templates covering the most common automation needs for clubs. Each template is pre-built with a trigger, a sequence of steps, and suggested message content, so you can be up and running quickly without building from scratch. This guide explains what each template does and helps you choose the right one for your situation.

📋 Note: For instructions on how to set up, customise, and activate a workflow, see Smart Workflows: getting started with automation. For a detailed walkthrough of any individual template, see the linked recipe article in each section below.

Trigger: Member's birthday

What it does: Sends a personalised birthday message to each member automatically on their birthday every year.

When to use it: If you want to make members feel recognised and valued without having to track birthdays manually. A simple but effective way to build loyalty.

Important: Enable re-enrollment so the workflow fires every year, not just once.

See Celebrating member milestones with Smart Workflows for a full setup guide.

Trigger: Payment overdue

What it does: Sends two escalating payment reminder messages and creates a staff task to follow up directly if the payment remains outstanding.

When to use it: If you want to reduce the time your team spends manually chasing late payments. The workflow handles the first two touchpoints automatically, only involving staff when the automated messages haven't resolved the issue.

See Chasing overdue payments with Smart Workflows for a full setup guide.

Trigger: Starts a membership

What it does: Sends a sequence of three messages over the first two weeks of a new membership: a welcome message, a prompt to book their first class, and a check-in to see how they are settling in.

When to use it: If you want to make a strong first impression with new members and increase the likelihood they visit regularly in their first few weeks. Early engagement is one of the strongest predictors of long-term retention.

See Onboarding new members with Smart Workflows for a full setup guide.

Trigger: Joins as prospect

What it does: Sends a welcome message to a new prospect, creates a staff task to call them, and follows up with a second message, all over the course of a week.

When to use it: If you want to convert more prospects into paying members. The combination of automated messages and a personal staff call gives prospects a reason to commit without putting all the work on your team.

See Nurturing leads with Smart Workflows for a full setup guide.

Trigger: Membership expires

What it does: Sends a heads-up message before a membership expires, creates a staff follow-up task, and sends a final re-engagement message if the member still hasn't renewed.

When to use it: If you have members on fixed-term or expiring memberships and want to reduce the number who quietly lapse at renewal time. Works well for clubs with annual or short-term plan members.

See Sending renewal reminders with Smart Workflows for a full setup guide.

Trigger: Becomes inactive (default: 14 days without a visit)

What it does: Sends a personalised re-engagement message when a member stops visiting, creates a staff task to follow up, and sends a final check-in message if they still haven't returned.

When to use it: If you want to catch members before they cancel rather than after. The 14-day default is a good starting point, but you can adjust the inactivity threshold to suit your club's typical visit patterns.

See Winning back lapsed members with Smart Workflows for a full setup guide.

If none of the templates above match your situation, you can build a custom workflow using the Blank workflow option in the template library. Choose your own trigger, add the steps you need, and configure the messaging to suit. See Smart Workflows: getting started with automation for a full guide to building from scratch.

💡 Helpful tip: You do not have to choose just one template. Most clubs benefit from running several workflows simultaneously, for example a Welcome Series for new members, a Payment Chaser for overdue payments, and a Win Back workflow for lapsed members. Each workflow runs independently and only fires when its trigger condition is met.