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Automate onboarding with a workflow

Pro and aboveFor coaches·5 min read·Updated Nov 8, 2026

Sample data. The coach and clients shown are fictional.

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A workflow runs steps for you when something happens, for example sending a new client a welcome, a program and their first check-in.

1. Start from a recommendation

  1. Open Workflow Builder in the sidebar.
  2. Under Recommended workflows, tap Use this on one (for example “New-client onboarding”), or tap New workflow → Start blank.

Your workflows are grouped by trigger, each with an On/Off switch.

Your workflows, grouped by trigger (sample data)
Workflows grouped by when they run

2. Set the trigger and scope

In the editor:

  • Workflow name — something you will recognize.
  • When this runs — tap Change trigger (for example “When a client is approved”).
  • Applies to — which clients it runs for (tap Change scope).
The workflow editor (sample data)
Trigger, scope and the steps

3. Add steps

Tap Add a step and pick from the list. Steps run top to bottom:

  • Send a message — a chat message to the client.
  • Send a notification, Create a task for you.
  • Assign a program, Assign a form, Add to a group, Set a goal, Share a resource.

Drag a step by its handle to reorder it. A step marked Needs setup still needs a choice — for example which program to assign.

The Add a step list (sample data)
Pick what happens next

4. Turn it on

Tap Save, then switch the workflow on. Off keeps it as a draft — it won’t run. Open Recent activity to see each run and where it is.

Troubleshooting

  • A step shows “Not for this trigger”. That step doesn’t make sense for the trigger you picked — for example assigning a program before a client is approved.
  • Nothing happened. Check the workflow is switched on and that the client matches Applies to.

Frequently asked questions

What can start a workflow?

When a client enrolls, when you accept a request, when a client is approved, when a client is deactivated, when a form is submitted, when a workout is completed, on a schedule — or manually, with “Run for a client…”.

What happens if a step fails?

The run stops at that step and shows in Recent activity, where you can retry it.

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