Run automations on a schedule to catch expiring credits, inactive members, and more
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.
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
Here’s what happens when your scheduled automation fires:
CoachIQ finds all users matching your conditions (up to 1,000 per run)
Executes your actions once for each user found
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.
These personalization fields are only available in scheduled automations. They let you include real-time data about each user’s credits, bookings, and activity.
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.
