Follow up with every client without chasing them
A workflow is a rule: when something happens with a client, send a message or remind you. Start from a ready-made template, or let AI write a personal draft that waits for your approval before it goes out.
Start free, no cardCoach Pro and gym plans.
How it works
- Step 1
Pick a template or build a rule
Choose when it runs (a new client connects, a check-in is missed, a plan is about to end), then what happens: a message to the client, a reminder to you, or an AI-written draft.
- Step 2
Review AI drafts
AI drafts land in your approvals inbox by default. Approve, edit or discard each one. Drafts you leave for 72 hours expire and are never sent.
- Step 3
Watch the activity log
See what ran, for which client and what was sent. Turn any workflow off in one tap.
What’s included
- Eight triggers: a new client connects, a client reaches a milestone, a missed check-in, a client stops logging workouts, a plan about to end, a membership about to renew, a missed session, and a personal record
- Ready-made templates for welcome messages, missed check-in follow-up, re-engagement, plan ending, renewal reminders, no-show follow-up, PR celebrations and a 30-day milestone
- Send by in-app chat, push or email, or get a reminder yourself
- AI drafts a personal message and holds it for your approval. Switching approval off is your choice, per workflow
- Rule-based workflows are free. AI drafts use your AI Assistant credits, and Coach Pro includes a monthly allowance
- Messages go out between 8am and 9pm in the client’s own time zone, at most two workflow messages per client per day, and one run per event
- Clients can switch off automated coach messages in their app. Clients added without the app are never messaged
- Gyms can run workflows across every coach’s clients. Each message is sent by the client’s own coach, with the same limits
- If Coach Pro lapses, workflows pause and are kept, never deleted
Questions
Will AI message my clients without me seeing it?
Not unless you turn approval off for that workflow. By default every AI draft waits in your approvals inbox and expires after 72 hours if you do nothing.
Can I stop it from spamming a client?
Yes. Workflow messages are limited to two per client per day and only sent between 8am and 9pm in the client’s time zone. Clients can also opt out in their app.
What does it cost?
Rule-based workflows cost nothing extra. AI drafts use AI Assistant credits from your wallet, and Coach Pro includes a monthly allowance.
Does it work for gyms?
Yes. A gym owner or admin can set workflows that run for every coach’s clients. Each message is sent by that client’s own coach.
Can I use it from Claude?
Yes. The Trainzilla MCP server can list, create and switch workflows, and review AI drafts, with every change previewed first.
Is it in the mobile apps?
It is on the web dashboard, and the coach iPhone and Android apps are getting it in their next updates.
Questions before you switch?
Leave your email and we'll reply within one business day, or book a free 20-minute call with the founder at a time that suits your time zone.