Workflows send emails, texts and push messages in order when something happens, such as a new lead or a student who stops coming. This guide gives ready-to-use requests for Workflow AI for the follow-ups schools set up most, and what to check before you turn each one on.
Before you start
To learn how the builder works, see How to Build a Workflow.
Text steps use SMS credits. See How to Set Up Two-Way SMS in NextKick.
Push steps reach families who use the student app. See How to Invite Families to Download the Student App.
For a workflow that starts from a tag, create the tag first. See How to Use Tags and Groups.
How to use these requests
Go to Marketing Tools → Workflows and click Add workflow.
Copy a request from this guide into the Workflow AI box. Change the days and wording to fit your school.
Choose the Language for members and click Build with AI.
In Review your draft, check what starts the workflow, the waits and each message. Read What AI decided.
To change something, type it under Want a change? Just ask AI.
Click Save draft, or Open in editor to keep editing. Nothing goes out until you turn the workflow on.
Tip: AI can build a slightly different draft each time, even from the same request. Always read the draft before you turn it on.
The workflows at a glance
Goal | Starts when | What it sends |
Follow up with new leads | Status changes to Lead | Welcome email, then a text |
Turn trial students into members | Status changes to On Trial | Welcome email, then a text |
Bring back students who stopped coming | 14 days after the last attendance | Check-in text, then an email |
Welcome new members | A lead signs up as a member | Email, push, then a text |
Congratulate belt promotions | A rank changes | Push and email |
Remind students about a belt test | Invited to a promotion test | Email, then a text |
Remind families before a payment | 3 days before the membership payment date | |
Answer a lead's question with a tag | A tag is assigned |
Follow up with new leads
Copy this: "When a member's status changes to Lead, send a welcome email with a link to book a trial class right away. 2 days later, send a text inviting them to come in."
Add your trial link to the messages. To get it, go to Schedule → Program Management and click Share Trial Link. See How to Book a Trial Student's First Class.
The New lead onboarding template is another way to start.
Turn trial students into members
Copy this: "When a member's status changes to On Trial, send a welcome email right away. 5 days later, send a text asking how their trial classes are going and inviting them to sign up."
Families who buy a trial on a form start as On Trial. Families who book with your trial link start as Lead, so the workflow above reaches them. See Member Statuses, Explained.
The After a trial template is another way to start.
Bring back students who stopped coming
Copy this: "When a member hasn't attended class for 14 days, send them a friendly text checking in. 7 days later, if they still haven't attended, send an email inviting them back."
Check that it starts 14 days after the last attendance. Date-based workflows are checked once a day at 10 AM in your school's time.
Check that the draft has a Condition step before the email, so students who came back don't get it. If it doesn't, add one in the editor.
The Extended Absences card on your Home dashboard lists the same students. See Your Home Dashboard, Explained.
Welcome new members
Copy this: "When a lead signs up as a member, send a welcome email right away. 3 days later, send a push notification about using the student app. 14 days later, send a text asking how classes are going."
NextKick already sends a welcome email when you add a member, unless you turned it off. Make sure families don't get two welcome emails. See How to Turn Off or Customize the Welcome Email.
Congratulate belt promotions
Copy this: "When a member's rank changes, send a congratulations push notification and an email."
Families aren't told about a new belt unless your school sets up a workflow or automation, so this one is worth turning on. See How to Promote One Student to a New Belt.
Remind students about a belt test
Copy this: "When a member is invited to a promotion test, send an email with the test details. 3 days later, send a text reminder to register."
It starts when you invite students to a test. See How to Run a Belt Test.
Remind families before a payment
Copy this: "3 days before a member's membership payment date, send an email reminding them their payment is coming up."
This goes to every member with a membership payment coming up, whether they pay by card, bank account or Auto Invoice. You can't limit this trigger to one payment method.
Auto Invoice families also get each invoice by email 7 days before it's due. See What Is Auto Invoice? How It Differs from Autopay.
Answer a lead's question with a tag
Tag a lead with what they asked about, and a workflow sends the answer for you.
Copy this: "When the tag Needs pricing is assigned, send an email with our membership options and a link to book a trial class."
Create the tag first in Accounts → Tags, then add it on the lead's profile.
Use the same idea for other questions, such as a No-show tag that sends a link to book another class.
FAQ
Should I use a workflow or an automation?
Use a workflow to send several messages in a row, with waits and checks. Use an automation to send one message when one thing happens. See How to Set Up Automations.
My workflow starts from a form. Why didn't AI pick it?
AI can't choose a form. Choose it under When this form is submitted in the draft or in the editor.
Does anything go out when I save the draft?
No. Members get messages only after you turn the workflow on. See How to Build a Workflow.