Triggers & Actions Reference

Where to find this: Tools → Automations

This is your complete reference for building automations in CoachIQ. Use it to look up available options when you’re in the automation builder.

New to automations? Start with Build Your First Automation for a hands-on walkthrough, and see the Builder Reference for what each section of the builder does.

An automation has up to four parts. The builder shows them as sections on one page:

Part	What It Does
Trigger	The event (or schedule) that starts the automation. One per automation.
Data Sources	Optional. Extra information fetched before the conditions run, such as the person’s credit balance or upcoming bookings.
Conditions	Optional filters. Each rule compares a field to a value; rules sit in And/Or groups that can be nested.
Actions	What happens, in order, when the conditions pass.

All Triggers

Triggers determine when your automation runs. There are 12. Each trigger has different condition fields available to filter who it applies to, and every trigger also exposes the user fields (ID, email, phone, first name, last name) of the person the event happened to.

New User

Fires when a new user is added to your account.

Condition	Type	Description
Email contains	Text input	Filter by email domain or keyword
Has phone number	Boolean	User has a phone number on file
Is missing phone number	Boolean	User doesn’t have a phone number

Purchase Made

Fires when someone purchases any product.

Condition	Type	Description
Is a specific product	Dropdown	Only this product triggers the automation
Is any product from list	Multi-select	Any of the selected products
Is a subscription	Boolean	Product type is subscription
Is a one-time purchase	Boolean	Product type is one-time
Is an access code	Boolean	Product type is access code
User has a specific tag	Dropdown	User must have this tag
User doesn’t have a specific tag	Dropdown	User must not have this tag
User’s first purchase ever	Boolean	This is the user’s first purchase
Product fields	Various	Product ID, label, type, and other product details
Order fields	Various	Details of the order that was placed

Booking Created

Fires when someone books a session.

Condition	Type	Description
Is for a specific session	Dropdown	Only bookings for this session/scheduler
User has a specific tag	Dropdown	User must have this tag
User doesn’t have a specific tag	Dropdown	User must not have this tag
User’s first booking ever	Boolean	This is the user’s first booking
Booking fields	Various	Occurrence, start, end, and recurrence details of the booking

Booking Started

Fires at the scheduled start time of a booking.

Condition	Type	Description
Is for a specific session	Dropdown	Only this session/scheduler
User has a specific tag	Dropdown	User must have this tag
User doesn’t have a specific tag	Dropdown	User must not have this tag
Session fields	Various	Session ID and title

This trigger executes at the booking’s scheduled start time, not when someone checks in.

Booking Ended

Fires when a booked session ends.

Condition	Type	Description
Is for a specific session	Dropdown	Only this session/scheduler
User has a specific tag	Dropdown	User must have this tag
User doesn’t have a specific tag	Dropdown	User must not have this tag
Session fields	Various	Session ID and title

This trigger fires at the booking’s scheduled end time. It is the trigger to use for “after the session” follow-ups, such as tagging someone who has finished a trial.

Booking Cancelled

Fires when someone cancels a booking.

Condition	Type	Description
Was for a specific session	Dropdown	Only cancellations for this session
User has a specific tag	Dropdown	User must have this tag
User doesn’t have a specific tag	Dropdown	User must not have this tag
Cancellation fields	Various	Details of the cancelled booking: the session’s title, and the date and start time of the cancelled occurrence

The cancelled session’s title and the occurrence date and time are available as field options in every action on this trigger. Type # in a message field and pick them from the list so the token is inserted in the exact form the trigger provides; a cancellation notice such as “Your [session] on [date] was cancelled” then fills in per booking.

Form Submitted

Fires when someone submits a form.

Condition	Type	Description
Is a specific form	Dropdown	Only submissions from this form
User has a specific tag	Dropdown	User must have this tag
User doesn’t have a specific tag	Dropdown	User must not have this tag
Form fields	Various	Form ID and label
Answer fields	Various	One field per question on the selected form (layout-only blocks such as headings and media are excluded). Checkbox, terms, and waiver questions default to Contains; other questions default to Equal to

Answer fields do two jobs. In Conditions they let you branch on what someone answered (“How did you hear about us?” Equal to “Instagram” → add the tag “Instagram Lead”). In Actions the same answers are available as field options: type # in a message field and pick the question to drop that person’s answer into the email or text. See Form answers in messages.

User Tag Added

Fires when a tag is added to a user.

Condition	Type	Description
Tag added is	Dropdown	Only fires for this specific tag
Tag fields	Various	Tag ID, label, parent tag, and who applied it

User Tag Removed

Fires when a tag is removed from a user.

Condition	Type	Description
Tag removed is	Dropdown	Only fires for this specific tag
Tag fields	Various	Tag ID, label, parent tag, and who removed it

Subscription Cancelled

Fires when someone cancels their subscription.

Condition	Type	Description
Was for a specific product	Dropdown	Only this subscription product
User has a specific tag	Dropdown	User must have this tag
User doesn’t have a specific tag	Dropdown	User must not have this tag
Product fields	Various	Product ID and label

Scheduled Check

Runs on a schedule and finds all users matching your conditions. See Scheduled Automations for details.Schedule Options:

Schedule	What You Set
Daily	Time
Weekly	Day of week + time
Monthly	Day of month (1–31, or the last day of the month) + time
Specific Date	A single date + time. Runs once, on that date

Every schedule also has a timezone, set on the trigger itself, and a send mode that controls whether a matching person is messaged only the first time they match or on every run. See How Scheduled Automations Run.Available Conditions (minimum 1 required):

Condition	Type	Description
Has a specific tag	Dropdown	User has this tag
Doesn’t have a specific tag	Dropdown	User doesn’t have this tag
Has active subscription	Boolean	User is currently subscribed
Does not have an active subscription	Boolean	User has no active subscription
Subscription active for X days	Number	Subscribed for at least X days
Has available credits	Boolean	User has at least 1 credit
Days since last booking is > X	Number	User hasn’t booked in X+ days
Days until credits expire < X	Number	Credits expire within X days
Credit count is X	Number	Less than, greater than, or equal to X
Has upcoming booking	Dropdown	Today, this week, or no upcoming bookings

At least one condition is required for scheduled automations.

Incoming Webhook

Fires when an external system sends a request to this automation’s webhook URL. Use it to start an automation from another tool (a website form builder, a CRM, a payment platform).Once the automation has been created, the builder displays the webhook URL to send to. Treat that URL as a secret.

Condition	Type	Description
Payload field	Text path	Any field in the incoming payload, written as a path such as `field.payload.type` or `field.payload.order.id`

The payload’s fields are also available as dynamic fields in your actions, for example {{payload.userId}}.

Conditions

Conditions decide whether the automation continues for a given event. Each rule has three parts: a field (from the trigger, the user, or a data source), an operator, and a value. Some curated rules, such as Is a subscription or User’s first booking ever, fix the operator and value for you.

Operators

Operator	Meaning
Equal to	Field exactly matches the value
Not equal to	Field does not match the value
Contains	Field includes the value (text)
Does not contain	Field does not include the value
Greater than	Field is larger than the value (numbers, days)
Less than	Field is smaller than the value
Starts with	Text begins with the value
Ends with	Text ends with the value
In list	Field matches any item in a list
Not in list	Field matches none of the items
Is empty	Field has no value
Is not empty	Field has a value

The builder narrows the operator menu to what makes sense for the field: numbers get equality, greater/less than, and empty checks; dropdowns get equality, contains, and empty checks.

And / Or groups

Rules live inside groups. Each group is either:

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

Click Add Condition to create the first group, Add Rule to add a rule to the current group, and Add And/Or to nest a new group inside it. Nesting lets you express things like “(bought a membership or a credit pack) and has no future booking”. If an automation has no conditions at all, it runs for every trigger event. Scheduled Check is the exception: it requires at least one condition.

Data Sources

Data sources fetch extra information before the conditions run, so you can filter on it and use it in messages. Add one when the trigger alone doesn’t carry what you need. There are six. Unless you pick a specific person, each one looks up the user from the trigger.

Available slots

Finds open slots on a session.

Input	Required	Options
Session	Yes	The session/scheduler to search
Search range	No	Next 24 Hours, Next 3 Days, Next 7 Days (default), Next 14 Days, Next 30 Days

Outputs: the list of slots, the slot count, and the first available slot.

User bookings

Fetches a person’s bookings.

Input	Required	Options
Target user	No	User from trigger (default) or a specific user
Status	No	Upcoming, past, or all
Limit	No	1–100

Outputs: the list of bookings, the count, the next booking, and the last booking.

User credits

Fetches a person’s credit balance in one credit bank.

Input	Required	Options
Credit bank	Yes	Master Credits or a specific product’s bank
Target user	No	User from trigger (default) or a specific user

Outputs: the balance, the credit bank ID, and the credit bank label.

User purchases

Fetches a person’s purchases.

Input	Required	Options
Target user	No	User from trigger (default) or a specific user
Status	No	Active, expired, or all
Type	No	Subscription, one-time, or all

Outputs: the list of purchases, the count, active subscriptions, one-time purchases, whether they have an active subscription, and whether they own a given product.

User tags

Fetches a person’s tags.

Input	Required	Options
Target user	No	User from trigger (default) or a specific user

Outputs: the list of tags, the count, the tag IDs, and the tag labels.

Form responses

Fetches responses to a form.

Input	Required	Options
Form	Yes	The form to read
Target user	No	User from trigger, a specific user, or all respondents
Limit	No	1–50

Outputs: the list of responses, the count, and the latest response (its answer, question, form, and date).

Data source outputs appear as field options in Conditions and in any message field. In a message, type # to pick one from the list rather than typing it by hand.

All Actions

Actions determine what happens when your automation runs. There are 17. You can add multiple actions to a single automation; they run in order. Most actions have a Target User. It defaults to User from trigger; click Change to pick a specific person instead. The messaging and tag actions also offer trigger user and their guardians, which runs the action once for the athlete and once for each linked parent in your group. (A parent who triggers an automation is always a single target; the expansion never adds children.)

Send an Email

Sends an email to a user.

Field	Type	Description
Target User	Auto/Dropdown	User from trigger, trigger user and their guardians, or a specific user
Subject	Text	Supports dynamic fields
Message	Rich text	Supports dynamic fields and formatting
CC / BCC	Text	Optional additional recipients

Each email uses 0.1 credit per address, including CC and BCC. If your balance can’t cover it, the action fails with “Not enough credits to send this email”, nothing is sent, and the automation log shows the failure. See How credits work.

Send an Email has no attachment picker. To send someone a booking, product, or form link by email, paste the link into the message. The in-app, SMS, and announcement actions below can attach a session, product, or form directly.

Send an SMS Message

Sends a text message to a user’s phone.

Field	Type	Description
Target User	Auto/Dropdown	User from trigger, trigger user and their guardians, or a specific user
From	Dropdown	Default, or Set to choose which admin it appears to come from
Message	Text	Supports dynamic fields. Not capped at 160 characters: a live counter (for example 180 / 160) shows when the text will split into a second segment
Attach Product	Dropdown	Optional - adds short purchase link
Attach Session	Dropdown	Optional - adds short booking link
Attach Form	Dropdown	Optional - adds short form link

SMS attachments are text links only—no images or files. Longer messages are allowed; they are sent as multiple segments and each segment is billed from your SMS credits, so keep the message under 160 characters when you want it to cost one credit per recipient. Emojis shrink a segment to about 70 characters. See How SMS credits work.

Send an In-App Message

Sends a message to the user’s inbox within CoachIQ.

Field	Type	Description
Target User	Auto/Dropdown	User from trigger, trigger user and their guardians, or a specific user
From	Dropdown	Default, or Set to choose which admin it appears to come from
Message	Text	Supports dynamic fields
Attach Product	Dropdown	Optional - adds purchase link
Attach Session	Dropdown	Optional - adds booking link
Attach Form	Dropdown	Optional - adds form link

Send an Announcement

Posts an announcement to one person or a group of users.

Field	Type	Description
Target User	Dropdown	User from trigger (default), trigger user and their guardians, all users, specific tags, or specific roles
From	Dropdown	Default, or Set to choose which admin it appears to come from
Title	Text	Announcement headline
Message	Rich text	Supports dynamic fields
Attach Product	Dropdown	Optional - adds purchase link
Attach Session	Dropdown	Optional - adds booking link
Attach Form	Dropdown	Optional - adds form link

Use announcements for broadcast messages (like weekly schedules) instead of individual messages.

Add a Tag to a User

Adds a tag to the user for organization and targeting.

Field	Type	Description
Target User	Auto/Dropdown	User from trigger, trigger user and their guardians, or a specific user
Tag	Dropdown	Tag to add (select existing or create new)

Remove a Tag from a User

Removes a tag from the user.

Field	Type	Description
Target User	Auto/Dropdown	User from trigger, trigger user and their guardians, or a specific user
Tag	Dropdown	Tag to remove

Update Custom Field

Sets the value of a custom profile field on the user.

Field	Type	Description
Target User	Auto/Dropdown	User from trigger or select specific user
Custom Field	Dropdown	Which custom field to update
Value	Text	The new value. Supports dynamic fields

Useful for stamping a date (“Trial completed on…”) or a status (“Onboarding: done”) onto the profile so you can filter on it later.

Add Credits to a User

Adds session credits to the user’s account.

Field	Type	Description
Target User	Auto/Dropdown	User from trigger or select specific user
Number of credits	Number	How many credits to add (minimum 1)
Credit Bank Target	Radio	Master Credits (works for any session) or Specific Product Bank
Product	Dropdown	Which product’s bank, when Specific Product Bank is selected

If you select a specific product bank and the user doesn’t own that product, credits are added to Master Credits instead.

Redeem Credits from a User

Removes session credits from the user’s account.

Field	Type	Description
Target User	Auto/Dropdown	User from trigger or select specific user
Number of credits	Number	How many credits to redeem (minimum 1)
Credit Bank Target	Radio	Master Credits or Specific Product Bank
Product	Dropdown	Which product’s bank, when Specific Product Bank is selected

Add a Product Purchase to a User

Grants a user a product without payment.

Field	Type	Description
Target User	Auto/Dropdown	User from trigger or select specific user
Product	Dropdown	Product to grant

Remove Product Purchase from a User

Removes a product from a user’s account.

Field	Type	Description
Target User	Auto/Dropdown	User from trigger or select specific user
Product	Dropdown	Product to remove

Grant Program Access to a User

Gives a user access to a program.

Field	Type	Description
Target User	Auto/Dropdown	User from trigger or select specific user
Program	Dropdown	Program to grant access to
Access duration	Dropdown	Permanent, until a specific date, or for a number of days

Revoke Program Access from a User

Removes a user’s access to a program.

Field	Type	Description
Target User	Auto/Dropdown	User from trigger or select specific user
Program	Dropdown	Program to revoke
Send notification	Boolean	Whether to notify the user

Add Booking to User

Books a user into a session. This is a staff-managed booking: it works even when the session is not self-bookable, but it still respects the scheduler’s booking window, athlete limits, slot capacity, and coach conflicts.

Field	Type	Description
Target User	Auto/Dropdown	User from trigger or select specific user
Session	Dropdown	Session/scheduler to book
Booking time	Radio	Next available slot, a specific slot, a recurring series, or All future session times
Specific slot	Date, time, duration	When Booking time is Specific
Recurring	Various	Interval (daily, weekly, monthly) and how often; weekdays for weekly; how the series ends (never, after a number of occurrences, or on an end date); optional per-occurrence time or location changes
All future session times	None	Books the person into every upcoming occurrence already on the selected session’s calendar, in one action
Redemption	Radio + number	Use the session’s credit settings, or redeem a specific number of credits

All future session times is built for teams. Pair it with a Purchase Made trigger on the team registration product and a new player is on the whole season’s practice schedule the moment the family pays, with no per-practice booking. It books the dates that exist when the automation runs, so add the season’s practices to the scheduler first.

Remove Booking from User

Cancels a user’s booking.

Field	Type	Description
Target User	Auto/Dropdown	User from trigger or select specific user
Booking source	Radio	The booking from the trigger, the user’s booking on a chosen session, or a specific booking
Refund credits	Boolean	Whether to refund credits used

Wait/Delay

Pauses the automation before continuing to the next action.

Field	Type	Description
Wait type	Radio	A duration, or until a date/time
Duration	Number + Unit	Minutes, hours, days, or weeks
Wait until	Date/time	When Wait type is a date

Continuation Conditions (optional):

Condition	Description
Has booked a session	Continue only if user booked since automation started
Hasn’t booked a session	Continue only if user hasn’t booked
Has made a purchase	Continue only if user purchased since automation started
Hasn’t made a purchase	Continue only if user hasn’t purchased
Still has a specific tag	Continue only if user still has this tag
No longer has a specific tag	Continue only if user no longer has this tag
User hasn’t replied to last message	Continue only if no reply received

If a continuation condition isn’t met, the automation stops for that user.

Send to External Webhook

Sends data to an external URL for integrations.

Field	Type	Description
Webhook URL	Text	Use an HTTPS URL you control or have verified
Method	Dropdown	GET, POST (default), PUT, PATCH, or DELETE
Headers	Key-value pairs	Optional custom headers
Body	JSON editor	Must be valid JSON. Supports dynamic fields

The webhook payload automatically includes full trigger context (user data, event details, etc.).

Dynamic Fields

Dynamic fields let you personalize messages with real data from your automations. In 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 builder inserts the token in the exact syntax shown below.

If you copy and paste a field instead of inserting it, include the double curly braces {{ and }} exactly as shown.

User Fields

Available in all automations, for the person the event happened to:

Field	What It Inserts	Example Output
`{{field.user.email}}`	User’s email address	john@example.com
`{{field.user.firstName}}`	User’s first name	John
`{{field.user.lastName}}`	User’s last name	Smith
`{{field.user.phone}}`	User’s phone number	(555) 123-4567

Trigger Fields

Each trigger adds the fields of the thing that happened. Insert them with # to see the exact list for your trigger:

Trigger	Fields available
Purchase Made, Subscription Cancelled	Product (ID, label, type) and order details
Booking Created	Session title, occurrence, start, end, and recurrence details
Booking Started, Booking Ended	Session ID and title
Booking Cancelled	The cancelled booking’s details
Form Submitted	Form ID and label, plus one field per question (see Form answers in messages)
User Tag Added, User Tag Removed	Tag ID, label, parent tag, and who applied it
Incoming Webhook	Any field from the payload, for example `{{payload.userId}}`

Form answers in messages

On a Form Submitted automation, each question on the selected form is a field option. Type # in any message field (email, SMS, in-app, announcement, or a webhook body) and choose the question; the builder inserts a token that fills in with that person’s answer when the automation runs. Layout-only blocks (headings, media, plain text) have no answer and are not offered. Insert these with # rather than typing them: the token names the specific question on the specific form, so it is not a fixed string you can copy from one automation to another. If you change or delete a question on the form, re-insert the field in your messages. Example, on a “Free evaluation request” form with a “Preferred position” question:

Hi {{field.user.firstName}}, thanks for requesting an evaluation.
We'll set you up at [Preferred position] and be in touch within a day.

Replace [Preferred position] by inserting the question with #; the coach who submitted “Goalkeeper” gets “at Goalkeeper”. Pair it with an Answer fields condition to branch, so a “Goalkeeper” answer sends one message and “Striker” another.

For a person’s most recent answers outside a Form Submitted trigger (for example in a Scheduled Check), add the Form responses data source instead.

Booking Fields

Available in booking-related and Scheduled Check automations:

Field	What It Inserts	Example Output
`{{field.booking.session.title}}`	Name of the booked session	Morning Training Session
`{{field.user.booking.days_since_last}}`	Days since user’s last booking	7
`{{field.user.booking.upcoming}}`	Whether user has upcoming booking	true or false

Use {{field.booking.session.title}} in booking confirmations to remind users which session they registered for.

Credit Fields

Available in automations that check credit status:

Field	What It Inserts	Example Output
`{{field.user.credits.has_available}}`	Whether user has any credits	true or false
`{{field.user.credits.expire_days}}`	Days until credits expire	14
`{{field.user.credits.count}}`	Total number of credits user has	5

Credit fields are primarily available in Scheduled Check automations. Using them in other automation types may return empty values. For an exact balance in any automation, add a User credits data source instead.

Data Source Fields

Each data source you add contributes its outputs as field options. Insert them with #. The most useful ones:

Data source	Outputs
Available slots	Slot list, count, first available slot
User bookings	Booking list, count, next booking, last booking
User credits	Balance, credit bank label
User purchases	Purchase list, count, whether they have an active subscription
User tags	Tag labels, tag IDs, count
Form responses	Latest response and its answer, question, and date

Example Usage

Here’s how to use dynamic fields in a message:

Hi {{field.user.firstName}},

You have {{field.user.credits.count}} credits remaining. 
They expire in {{field.user.credits.expire_days}} days.

Book your next session soon!

This would send:

Hi John,

You have 5 credits remaining.
They expire in 14 days.

Book your next session soon!

Quick Links

Build Your First Automation

Step-by-step beginner guide

Automation Playbook

Ready-to-copy recipes

Scheduled Automations

Time-based automation guide

Builder Reference

What each section of the automation builder does

Forms Overview

Build forms that power the Form Submitted trigger

Responses and Automations

See how form responses connect to automation triggers

Product Overview

Set up products that power purchase and subscription triggers

Attach Products

Attach products to messages sent by automations

Scheduling Overview

Manage sessions referenced by booking triggers and actions

Creating Your First Scheduler

Set up schedulers used in Add Booking to User actions

Inbox Overview

Where automated in-app messages are delivered

Announcements

Learn about the announcement action for broadcast messages

Tags and Filters

Manage the tags used in trigger conditions and tag actions

People Overview

Manage member profiles that automations interact with

Getting Started

Website & App

Inbox

Scheduling

Payments

People

Content

Tools

Settings

All Triggers

Conditions

Operators

And / Or groups

Data Sources

All Actions

Dynamic Fields

User Fields

Trigger Fields

Form answers in messages

Booking Fields

Credit Fields

Data Source Fields

Example Usage

Quick Links

Build Your First Automation

Automation Playbook

Scheduled Automations

Builder Reference

Forms Overview

Responses and Automations

Product Overview

Attach Products

Scheduling Overview

Creating Your First Scheduler

Inbox Overview

Announcements

Tags and Filters

People Overview

​All Triggers

​Conditions

​Operators

​And / Or groups

​Data Sources

​All Actions

​Dynamic Fields

​User Fields

​Trigger Fields

​Form answers in messages

​Booking Fields

​Credit Fields

​Data Source Fields

​Example Usage

​Quick Links

Build Your First Automation

Automation Playbook

Scheduled Automations

​Related articles

Builder Reference

Forms Overview

Responses and Automations

Product Overview

Attach Products

Scheduling Overview

Creating Your First Scheduler

Inbox Overview

Announcements

Tags and Filters

People Overview

All Triggers

Conditions

Operators

And / Or groups

Data Sources

All Actions

Dynamic Fields

User Fields

Trigger Fields

Form answers in messages

Booking Fields

Credit Fields

Data Source Fields

Example Usage

Quick Links

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