This is available on Subscription Tiers:
Engage, Grow, Promote, Free Unlimited, Essentials, Accelerate, & Ultimate.
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.
Step-By-Step How To Edit an Automated Email Template
Most automated emails will be found by going to Communication > Automated Emails. All automated emails come with preset text but can be customized to meet the needs of your business.
- Go to Communication > Automated Emails
- Click on the Edit button
- Make the adjustments needed to the message or adjust the trigger settings
- Click Save
Automated Emails can also be disabled at any time.
- Click Edit next to the email you wish to disable
- Scroll down and turn off the Enabled? toggle
- Click Save
Generic Emails
| Email Template | Description | When It’s Sent |
|---|---|---|
| Anniversary Email | Congratulatory message sent X months after a client’s start date (1, 2, 3, 6, 9, 12, 18, 24, 36). | 6 AM local time |
| Anonymous Payments – Payment/Refund/Void Success | Sends payment, refund, or void confirmations to anonymous purchasers. | After each transaction |
| Client Payments – Payment/Refund/Void Success | Sends payment, refund, or void confirmations to clients. | After each transaction |
| Bank Account Unverified | Notifies clients that their bank account requires verification. | Immediately, then 3 and 8 weekdays later |
| Birthday Email | Sends an annual Happy Birthday message. | 6 AM local time |
| Credit Card Expiring | Alerts clients of an expiring card. | 4 weeks before expiration; repeats weekly until updated |
| Emergency Contact Information | Requests clients to provide missing emergency contact info. | Weekly until provided |
| Failed Payments (Unpaid or Reopened Invoice) | Notifies clients of failed transactions or reopened invoices. | After each failed transaction |
| Lead Created from Web Form | Confirms receipt of an online lead submission. | Immediately |
| Clients Paying by Cash/Check | Reminds clients to pay their balance due. | On due date and daily until paid (optional pre-due reminders) |
| Membership Intro Email | Sent when a client purchases a specific membership or class pack. | Upon purchase |
| Membership Renewal Reminder | Reminds clients of upcoming auto-renewal. | X days before renewal |
| Payment Information Missing | Reminds clients to add payment information. | Every 7 days |
| Refer-a-Friend | Alerts clients when their referral becomes a lead. | When lead is updated |
| Suspend/Suspension Notices | Notifies clients or staff when a suspension is added or lifted. | Upon suspension or reinstatement |
| Welcome to Wodify Email | Welcomes new clients when their account is created. | Upon account creation |
Class Emails
| Email Template | Description | When It’s Sent |
|---|---|---|
| Class Reinstated / Auto-Cancelled / Manually Cancelled | Notifies admins, managers, and coaches of class schedule changes. | When a class is reinstated or cancelled |
| Drop-In | Sends confirmation and follow-up for drop-in classes. | When a drop-in is purchased or attended |
| Free Trial | Sends confirmation, reminders, and follow-ups for free trials. | When scheduled, attended, or expired |
| Membership Expiring (Plans/Packs) | Notifies clients of expiring memberships or class packs. | 1–7 days before expiration or 1 pack remaining |
| Missing Client | Re-engages clients who haven’t attended class after X days. | After X inactive days |
| New Client / On-Ramp Follow-Up | Sends follow-up after specific days or visits. | After X days/visits |
| Pack Renewal Notice (Client/Staff) | Alerts when a class pack renews automatically. | Upon renewal |
Appointment Emails
| Email Template | Description | When It’s Sent |
|---|---|---|
| Appointment Created / Cancelled / Rescheduled | Notifies clients and providers of appointment updates. | Upon booking, cancellation, or rescheduling |
| Appointment Follow-Up | Sends clients a message after their appointment. | After X appointments |
| Appointment Late Cancellation / No Show | Notifies clients of missed or late-cancelled appointments. | Immediately or 48 hours after the appointment |
| Appointment Reminder (Client/Provider) | Sends reminders before appointments. | X hours prior |
| Free Intro Initial Email | Sends to leads booking a free intro session online. | Upon booking |
| Membership Expiring – Appointment Pack | Warns clients of expiring appointment packs. | When 1 session remains |
| Provider Change Notifications | Alerts clients and both old/new providers of changes. | When provider is changed |
Miscellaneous
| Automation Type | Location | Description |
|---|---|---|
| Class No-Shows & Late Cancellations | Classes → Settings | Sends no-show and late cancellation notifications to clients. |
| Waivers & Contracts | Legal → Templates | Sends emails when waivers or contracts are sent to clients. |
FAQs
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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.
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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.
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When are automated emails sent?
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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 above.
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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.
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