An automation watches for an event and then runs a list of steps. For example: a trainee has not logged a workout for 4 days, so open a task for their coach and send the trainee a push. Open Automations in the side menu. The Task automations button on the Tasks page opens the same screen.

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How an automation is built

Every automation has two parts. The trigger is the event that starts it. Perform has a fixed list of triggers, one automation for each. You do not create new triggers. You turn the ones you want on and set their timing. The steps are what happens after the trigger fires. You add them yourself, in order: A new automation starts with one Create task step.

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The screen

The list on the side shows every trigger with a switch. The header shows how many automations are active. Under each active trigger you see its timing and how many steps it has. Click a trigger to open its flow on the canvas. The trigger card is at the top and the steps run downward from it.

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Turn an automation on

  1. Click the trigger in the list.
  2. Turn on its switch, in the list or in the bar at the bottom of the canvas.
  3. Set the timing on the trigger card.
  4. Add or edit the steps.
Changes save by themselves. The bottom bar shows Saving… and then the time of the last save. While an automation is off, its canvas is dimmed and a note asks you to turn the switch on before editing.

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What is on in a new studio

Four automations are on from the start. The rest are off until you turn them on.
Form filled and awaiting response starts off on purpose. Turning it on for every studio would have filled boards with a task for each form already submitted.

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When automations run

Triggers come in two kinds. Event triggers fire the moment something happens: a form is filled, a form is sent, feedback is sent, a subscription is assigned, a new trainee joins a plan. Checked triggers are looked at once an hour for every trainee in the studio. This covers inactivity, missing workouts, expiring subscriptions, calorie and aerobic goals, pauses, stale plans, unfilled forms, waiting technique videos and birthdays. A trainee who crosses a threshold is picked up at the next hourly check, not at the exact minute.

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An automation runs once for each case

An automation runs once for each thing it is about, and never repeats for the same one.
  • Triggers about a form run once for each submission or each form sent.
  • Subscription assigned runs once for each subscription.
  • Technique video awaiting feedback runs once for each video.
  • Triggers about the trainee as a whole run once for each trainee. These are the inactivity, missing workout, expiring subscription, calorie, aerobic, pause, stale plan, new trainee and birthday triggers.
For the triggers that are about the trainee as a whole, this means a trainee who already went through the automation is not picked up again later, even if the same situation returns months afterwards. Plan around this. For recurring follow-up on the same trainee, create a manual task or use the trainee list filters.

Building a flow

Add, reorder and test steps on the canvas.

Triggers

Every trigger, its rule and its options.

Actions

Every step you can add.

Conditions

Branch the flow by rules.

Task assignment

Who gets the tasks, and shared tasks.

Limits

Sizes and behaviours to know before you build.