AI Workflows

Never Forget a Follow-Up Again.

A regular stops showing up. A class pack runs out on Friday. Fitnez notices, sends them a friendly WhatsApp, and asks your front desk to call if they don’t reply.

  • Starts on its own
  • WhatsApp messages
  • Team handoff
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Membership renewalsEdited by Jade · 2 days ago Running
EditorRunsSettings128 runs this month
TriggerMembership ends in 7 days
AI WorkflowRenewal workflowWrites a personal message
ActionWhatsApp a reminder
WaitWait up to 2 days
ConditionDid they renew?
Renewed
ResultSay thanks
No reply
TeamDesk calls

0 things done for you today

Example
  1. WhenToday 9:00 AM

    Membership ends in 7 days

    Emma RobertsMonthly · ends Oct 22
  2. WorkflowRun #128

    Renewal reminder starts

    Uses her first nameMentions her plan
  3. Then9:00 AM

    Emma gets a WhatsApp

    Hi Emma! Your membership ends next Thursday. Want me to renew it for 3 months?9:00
  4. Result14 min later

    Renewed for 3 months ✓

    Yes please! 🙌No staff needed
Automations

Set It Once. Let AI Handle the Rest.

Build automated workflows around the moments that matter — from a new lead entering your studio to a membership renewal coming due.

Follow-Ups

Reply to every new lead while interest is high.

New Lead
Wait 1 hour
WhatsApp Follow-Up
Lead Responds

Reminders

Fewer no-shows, without anyone sending a message.

Class Tomorrow — 6:00 PM
Reminder Scheduled
Message Sent ✓

Renewals

Catch expiring memberships before they lapse.

Membership expires in 7 days
Renewal Reminder
No response
Follow-up sent

Everyday Tasks

The small jobs that quietly eat up the day.

  • Assign team tasks
  • Notify staff
  • Update client status
  • Send messages
  • Trigger follow-ups
  • Schedule reminders
Visual builder

Build Workflows Without the Busywork.

Create powerful automations using simple visual steps.

Untitled workflow Live

Triggers

  • Someone enquires on any channel
  • A client books a class or session
  • A client checks out of a class
  • A membership is about to end
  • A payment doesn’t go through
  • No visit for a set number of days
TriggerMembership Expiring
A membership is about to end
ConditionNot renewed yet
Only continue when this is true
WaitWait 2 days
Give the client time before the next step
ActionSend WhatsApp
Message the client on WhatsApp

Actions

  • Message the client on WhatsApp
  • Send a templated or AI-written email
  • Schedule a reminder message
  • Create a task for a team member
  • Change a client’s status or tags
  • Alert staff when a human is needed
Client journey

Every Client Moment. Automatically Handled.

From the first message to the next renewal, each step of the journey has a workflow behind it.

  1. Step 1

    New Lead

    Sarah enquires on Instagram

  2. Step 2

    Welcome Message

    Sent in seconds

    Hi Sarah 👋 Thanks for your interest in Fitnez Studios.

  3. Step 3

    First Booking

    Books a Yoga Flow class

  4. Step 4

    Class Reminder

    The day before

    Your Yoga Flow class starts tomorrow at 6:00 PM.

  5. Step 5

    Post-Class Follow-Up

    Feedback and next booking

  6. Step 6

    Membership Renewal

    7 days before expiry

    Your membership expires in 7 days. Ready to continue?

  7. Step 7

    Re-Engagement

    If visits start to drop

Membership renewalsChecks every morning at 9:00Running
  1. Mon 9:00
    Membership ends in 7 daysEmma Roberts · Monthly unlimited
  2. 9:00
    Renewed yet?NoA yes would stop the workflow here
  3. 9:01
    WhatsApp reminder sent“Hi Emma! Your membership ends next Monday. Want me to renew it?”
  4. +2 days
    WaitEnds early if she renews
  5. Wed 9:00
    Still not renewed?YesTime for a person to step in
  6. Wed 9:01
    Front desk calls herTask added for Jade, due today
Smart conditions

Workflows That Adapt.

Create rules and conditions so your automations respond to what actually happens, instead of sending the same message to everyone.

  • Trigger actions based on client activity
  • Add conditions and delays
  • Stop workflows when the goal is completed
  • Notify your team when human action is needed
New lead follow-upRuns on every new WhatsApp enquiryRunning
  1. 9:12
    New enquiry from Sarah“Hi, I’m interested in joining.”
  2. 9:12
    Welcome message sent“Thanks for reaching out! Here’s what your first week looks like.”
  3. +1 day
    WaitOnly if she hasn’t replied
  4. 9:15
    Friendly check-in sent“Just checking in. Want help picking a membership?”
  5. 9:31
    Did she reply?Yes“Yes please, I’d like 3 classes a week.”
  6. 9:31
    Emma takes it from hereNotified with the full chat
Follow-ups

Never Forget to Follow Up Again.

Every enquiry gets a quick reply and a gentle check-in, and your team steps in the moment the client is ready.

  • Reply to every new enquiry within a minute
  • Check in again if they go quiet
  • Stop as soon as the client replies
  • Hand warm leads straight to your team
Templates

Start With a Workflow. Make It Yours.

Pick a ready-made template for the moments every studio has, then adjust the timing and messages to suit you.

New Lead Follow-Up

Automatically engage new leads.

Trigger

New lead

Actions

WhatsAppFollow-upTeam notification
Use template

Membership Renewal

Keep memberships active.

Trigger

Expiring membership

Actions

ReminderFollow-upTeam task
Use template

Missed Class

Reconnect with members after a missed booking.

Trigger

Missed class

Actions

MessageRebooking suggestion
Use template

Inactive Member

Bring inactive clients back.

Trigger

No visit for 14 days

Actions

MessageFollow-upTeam notification
Use template

Payment Reminder

Keep payments on track.

Trigger

Payment due

Actions

ReminderFollow-up
Use template

Birthday / Milestone

Automatically engage members on important dates.

Trigger

Member milestone

Actions

Personalized message
Use template
Analytics

See What Your Workflows Are Doing.

Track every automated action, follow-up and outcome — and spot where your team needs to step in.

Workflow analyticsThis monthExample data

0

Automated Actions

0

Follow-Ups Sent

0

Renewals Reminded

0%

Workflows Completed

Automated actions per week

Live activity

  1. Renewal reminder sent10:42 AM

Figures shown are illustrative example data, not results from a real studio.

AI + your team

AI Handles the Busywork. Your Team Handles the Moments That Matter.

Automation doesn’t replace your team. It gives them more time to focus on conversations and decisions that need a human touch.

  1. AIAI AutomationReminders and follow-ups running
  2. AINeeds Human AttentionClient asks about a custom plan
  3. HumanTeam Member NotifiedEmma gets an alert
  4. HumanConversation AssignedEmma takes it from here

Workflows FAQ

Automations, answered

Building follow-ups that run themselves — and knowing when a person should step in.

A new lead, a new booking, a completed class, an expiring membership, a failed payment or a client going inactive.

Still stuck? Send a message and we'll get back to you.

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