Why This Matters

Effective communication is essential for creating a seamless client experience and maintaining strong relationships. Wodify’s Automated Emails streamline every stage of your client communication — from welcoming new members to managing payments and renewals — so you can focus more on running your business and less on manual follow-ups.  

Note: Automated Emails are currently being migrated to a new version. Different gyms will receive the new version at different times.

What are Automated Emails?

The Wodify system handles hundreds of different operations, and many of these are critical to know about. To keep relevant people updated, we send emails to confirm events such as:

• The purchase or cancellation of a Class or Appointment
• Start, renewal, or expiration of a Membership
• Success or failure of a payment

We also have emails for Client events like birthdays and gym anniversaries, and basic nurture. All of these emails fall under the category of Transactional Emails, which means they're critical to your business operations. They can be sent to anyone, regardless of subscription status (see Understand Marketing Email Compliance & Best Practices).

Categories of emails

There are three basic categories that Automated Emails can be part of:

1. Fully editable - admins can edit sending options and email contents (subject/body)
2. System Content - admins can edit sending options, but not email contents (which are too specific to allow editing)
3. System Emails - admins cannot edit any part of the email (except with default sending options)

Navigate to Communication > Automated Emails to view all fully editable and System Content emails; System Emails are not visible in Core. Emails are categorized further with system tags, such as Classes, Appointments, and Payment. Any email can have multiple tags, depending on its purpose, and admins cannot edit these tags. Select a filter tab to view emails with those tags.

If you're looking for a specific email, use the search bar to find it directly.

• Emails can also be "starred" to make them easy to find
• Use the toggles on the right to enable/disable the email from sending

Editing Automated Emails

Each email is a "template" that gets used whenever that trigger event occurs in our system. Modifying the email will affect only future sends of that email. Changes are auto-saved while you edit.

Select an email to open it in the email editor:

• Toggle the email Active/Inactive with the switch at the top
• Change the Recipients or Message Trigger settings (if available; all emails are different)
• Change the sending options
  • To change sending options for ALL Automated Emails, see Default Sending Options (below)
  • From Email - your connected email addresses, from custom domains
    • See Configure Your Connected Domain
  • From Name - business and employee names and custom aliases
    • Shared with Marketing Emails; see Explore Marketing Emails
  • Reply To - employee address that recipients' replies go to
  • CC/BCC - copies for employees (optional)
  • Subject

To edit the email body, choose the Rich Text editor (the default option) or add a bit of style with the Drag & Drop editor. To switch, open the Actions menu and choose the appropriate option. Note: switching the editor style will revert the email to its default contents, but keep any sending options you've customized.

• Use Placeholders to insert personalized information
• Add attachments
• Preview the email, or send a test to an employee address, from the Actions menu

Multi-variant emails

Some emails need to be different, depending on the circumstances of their sending. For certain emails, we allow admins to create multiple "variants," and customize each of them.

Selecting a multi-variant email presents a list of variants:

• Click Create Email Variant to make a new one
• Drag to re-order (for organizational purposes only)
• Toggle a variant Active/Inactive
• Click the ellipsis to Duplicate or Delete a variant
• Select an existing variant to edit it

Editing a variant works like any other email:

• Use the Description to name it something meaningful, relative to other variants
• Configure the variant to be unique from others
• Note: if two or more active variants have the same configuration, you'll see a warning in the list (to avoid duplicate emails)

Default sending options

To change the sending options for ALL Automated Emails, navigate to Communication > Settings and see the Automated Emails section

• Select From Email, From Name, and Reply To
• This will change sending behavior for all Automated Emails that are configured to use the "Default" setting
  • All Automated Emails use the "Default" setting at first, until an admin changes them
• CC and BCC can only be set on individual emails, not in defaults
• This will also change sending settings for "System Emails" that are not visible in Core

FAQs

1. Can I add attachments to automated emails?

   • Yes! You can upload PDFs, images, or other files directly to your automated emails by selecting Upload in the email editor.

   • This feature is perfect for sharing resources like class schedules, pricing sheets, onboarding guides, or special event flyers with your clients.

2. Will clients receive duplicate emails if I edit or re-enable a template?

   • No — re-enabling or editing a template does not resend past emails.

   • The system only triggers emails based on new actions or upcoming events that occur after your changes are saved.

3. When are automated emails sent?

   • Send times vary depending on the type of email. Here are a few examples:

     • Birthday & Anniversary Emails: Sent at 6 AM local time.

     • Payment and Renewal Notifications: Sent immediately or on scheduled intervals

     • Appointment Reminders: Sent X hours before the appointment

   • For detailed timing, refer to the “When It’s Sent” column in the tables below.

4. What are placeholders, and how do they work?

   • Placeholders automatically pull data from your Wodify account — such as a client’s name, membership type, or start date — and insert it into your emails. This allows each message to feel personalized and accurate without requiring manual editing.

   • Tip: If a placeholder isn’t available in the dropdown list for a specific email, it can’t be used in that template.

5. Where can I view sent Automated Emails?

   • All Automated Emails are visible in the Activity Feed

   • To receive notice of a particularly important email, consider adding yourself as BCC

Current emails