Automation Builder Reference

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The builder, top to bottom

The builder is one long page with a section for each part of the automation, and a side menu (Details · Triggers · Data Sources · Conditions · Actions · Logs · Settings) that jumps to each. The header holds Test Run and Update (labelled Create for a new automation). Nothing you change is saved until you click Update.

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Details

The automation’s label. This is what you see in the Automations list and in Execution Logs, so make it specific: “Trial → membership nudge, day 3” rather than “Follow-up”.

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Triggers

The event that starts the automation, such as Purchase Made, Booking Created, Form Submitted, or a schedule. One trigger per automation. When the event fires, the person it happened to becomes the user every later section can reference.

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Data Sources

Extra information fetched before the conditions run. Use a data source when your condition or message needs something the trigger alone does not carry: the athlete’s current credit balance, their active subscription, their upcoming bookings. Add the source here and its fields become available in Conditions and Actions.

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Conditions

Filters that decide whether the automation continues. Each rule compares a field to a value: Product Label · Equal To · “Summer Camp”, Interval · Equal To · month, and so on. Click Add Condition to create the first group and rule, then Add Rule for another rule. Rules sit inside groups, and you choose how a group combines them:

• And — every rule in the group must be true
• Or — any one rule is enough

Add And/Or creates a nested group, so you can express things like “(bought a membership or a credit pack) and has no future booking”. If there are no conditions, the automation runs for every trigger event.

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Actions

What happens when the conditions pass. Click Add Action for each step. The two most used: Target User has three choices on the messaging and tag actions: User from trigger (the person the event happened to), trigger user and their guardians, or a specific person you pick after clicking Change. Choose the guardians option when the triggering athlete may be a managed child with no email or login of their own: a welcome announcement, team tag, or practice reminder then reaches the parent as well, instead of landing on a profile nobody checks. A parent who triggers the automation is a single target; the option never adds children. The 180 / 160 counter is a cost hint, not a limit. Texts longer than 160 characters still send; they go out as more than one segment and each segment is billed from your SMS credits (see How SMS credits work). Inside any message field, type # to insert a field option from the trigger or a data source, or @ to insert a CoachIQ field such as the athlete’s first name, the session title, or the booking time (the field hint says exactly that: “Use # for field options, and @ for CoachIQ fields”). Fields fill in per person when the automation runs. Actions run in order. Put the message you most want delivered first.

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Execution Logs

A record of every time the automation ran: when it fired, for whom, which conditions passed, and what each action returned. Click Check for events to refresh. This is the first place to look when someone says they did not get a message.

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Settings

The Enabled toggle. Off means the automation is saved but never runs. There is no separate delete button; the section says “Disable above to delete this automation”, so switch Enabled off first and the delete option appears. Deleting is permanent, so if you may want it back, leave it disabled or archive it from the Automations list instead (see below).

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Archiving an automation

Archiving is the middle ground between disabling and deleting. Use it for automations you are done with (last season’s registration flow, a one-off campaign) so the Tools → Automations list shows only what is live.

• Where: from the automations list at Tools → Automations, not from inside the builder. Archive the automation from its row.
• What happens: the automation stops running and leaves the active list. Its Execution Logs and configuration are kept.
• Getting it back: switch the list to show archived automations, open the one you want, and restore it. It returns to the active list with its history intact; check the Enabled toggle before relying on it again.

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Test Run

Test Run in the header runs the automation once against a sample, so you can read the filled-in message before real athletes do. Use it after every edit to a message or condition.

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A note on the older screenshots

Some pages in this section show an earlier version of the builder with a blank canvas and a Select Trigger button. The sections above are the current layout; the concepts are the same.

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Common questions

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