Smart Workflows replaces Message Automation as ClubRight's primary tool for automating member communications. If you currently use Message Automation, this article walks through how to migrate your existing automations across to Smart Workflows without disruption to your members.
Note: Message Automation is not being switched off. You can continue using your existing Message Automations indefinitely. Migration to Smart Workflows is recommended but not required.
Why migrate to Smart Workflows?
Smart Workflows offers a number of improvements over Message Automation, including:
Enrolment control on activation: when you activate a workflow, you choose whether members are enrolled from that point forward only, or whether existing members who match the trigger should also be included. Message Automation enrols matching members automatically with no choice.
Multi-step sequences: a single workflow can include multiple messages, waits, and tasks all sequenced together.
Built-in staff tasks: create follow-up tasks for your team as part of a workflow, alongside member messages.
Template library: start from pre-built templates for common scenarios like onboarding, renewal reminders, and payment chasing.
Smart channel selection: let ClubRight automatically pick the best channel (email, SMS, or push) for each member.
How the migration works
The migration is straightforward: build the equivalent workflow in Smart Workflows, switch off the old Message Automation, then activate the new workflow. The key principle is to avoid running both at the same time, so members do not receive duplicate messages.
Step 1: Review your existing Message Automations
From the burger menu, click Settings
Under Communication, select Message Automation (legacy)
For each active automation, note down:
The trigger (what event starts the automation)
The timing (how long after the trigger the message is sent)
The message content (subject, body, channel, personalisation)
Any filters or conditions applied
This gives you a clear list of what you need to rebuild in Smart Workflows.
Step 2: Build the equivalent in Smart Workflows
From the burger menu, click Communication
On the left-hand side under Navigate, click Smart Workflows
Click Add New Workflow in the top right
Choose a relevant template from the library, or start from scratch
Configure the workflow to mirror your existing Message Automation:
Set the same trigger
Use Wait steps to match the original timing
Copy the message subject, body, and channel settings into the Send Message step
Click Save to keep the workflow as a draft. Do not activate it yet.
For more on building workflows, see Smart Workflows: getting started with automation.
Step 3: Turn off the old Message Automation
Once your new Smart Workflow is built and saved, switch off the corresponding Message Automation:
Return to Settings > Communication > Message Automation (legacy)
Find the automation you have just rebuilt
Switch it off or set its status to inactive
⚠️ Important: turn off the Message Automation before activating the new Smart Workflow. Running both at the same time will result in members receiving the same message twice.
Step 4: Activate the new Smart Workflow
With the old Message Automation switched off, you can now activate the new Smart Workflow.
Open your draft Smart Workflow
Click Activate in the top right
Choose your enrolment scope:
From now on: the workflow will apply to members who meet the trigger from this point forward only. This is the safer option if you have just switched off a Message Automation, as it avoids re-running the workflow for members who have already received similar messages.
Include existing members: the workflow will also enrol members who already meet the trigger. Useful if you are starting fresh with this kind of automation.
After migration
Once the new Smart Workflow is live, keep an eye on it for the first few days to confirm:
Messages are sending at the expected times
Members are not receiving duplicate communications
Any staff tasks created by the workflow are appearing in the correct task lists
Repeat the same process for each of your other active Message Automations until everything has been migrated across.
Have more questions about migrating?
If you have a question that is not covered here, our Customer Success team is happy to help. Reach out via the orange chat button at the bottom right of your ClubRight dashboard.
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