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Most automations react to something happening—a purchase, a booking, a form submission. Scheduled automations are different. They run on a schedule and proactively find people who match your criteria. Think of it this way:
  • Event-based: The doorbell rings, you answer it
  • Scheduled: You check the mailbox every morning
This is how you build credit expiration reminders, inactive member outreach, weekly announcements, and milestone celebrations.

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When to Use Scheduled Automations

Rule of thumb: If you’re checking status rather than reacting to an event, use a scheduled automation.

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Setting Your Schedule

You have three timing options:
Scheduled automations use your timezone from Settings. If you’re in Eastern Time, “Monday at 9am” means 9am Eastern.

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Conditions: Targeting the Right People

Scheduled automations require at least one condition. This prevents the automation from running for every single user in your system.
Required: You must set at least one condition on scheduled automations. The builder won’t let you activate without one.

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Available Conditions

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Combining Conditions

You can add multiple conditions to get more specific. All conditions must be true for a user to be included. Example: Find members who are at risk of churning
  • Has active subscription = Yes
  • Days since last booking > 14
  • Doesn’t have tag “On Vacation”

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How Scheduled Automations Run

Here’s what happens when your scheduled automation fires:
  1. CoachIQ finds all users matching your conditions (up to 1,000 per run)
  2. Executes your actions once for each user found
  3. Logs the results so you can see who was contacted
Built-in spam prevention: CoachIQ won’t message the same person repeatedly. If someone matches your conditions two weeks in a row, they’ll only get the message once—unless their status changes (like booking a session, then going inactive again).
Example in action: Every Monday at 9am, find everyone whose credits expire in less than 7 days → Send each of them a personalized reminder with their credit count and expiration date.

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Dynamic Fields for Scheduled Automations

These personalization fields are only available in scheduled automations. They let you include real-time data about each user’s credits, bookings, and activity.
CoachIQ scheduled automation condition and dynamic field options

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Credit Fields

Example message:

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Booking Fields

Example message:
Standard fields like @User.FirstName, @User.LastName, and @User.Email work in all automations, not just scheduled ones.

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Common Scheduled Automations

These are the most popular scheduled automations coaches use. Full setup instructions are in the Automation Playbook.

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Tips for Scheduled Automations

Pick smart timing. Send messages when people are likely to see them—not at 3am. Sunday evening works great for “plan your week” messages. Monday morning works for schedule announcements.
Use tags to control frequency. For milestone messages, add a tag like “3-Month Member” when someone hits that milestone, then remove it after the automation runs. This prevents repeat messages.
Start weekly, go daily only if needed. Weekly checks work for most use cases. Daily checks are best for time-sensitive things like credit expirations or trial session alerts.
Test with a tag filter first. When setting up a new scheduled automation, add a condition like “Has tag = Test” and only tag yourself. Run it once to make sure it works before removing the filter.

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What’s Next?

Automation Playbook

Ready-to-copy scheduled automations for credits, retention, announcements, and more.

Triggers & Actions Reference

Complete list of all triggers, conditions, actions, and dynamic fields.

Inbox Overview

Where automated in-app messages and emails are delivered to members

Announcements

Send broadcast messages to groups of members via scheduled automations

Tags and Filters

Use tags to control which members scheduled automations target

People Overview

Manage the member profiles that scheduled automations check against