Why Use Personal Training Appointment Workflows?
Save time: Appointment reminders and follow-ups send automatically - Customize the messaging and connect them to other workflows in Grow
Keep instructors informed: Your staff gets notified the moment an appointment is scheduled or changed.
Stay consistent: Every client gets the same professional experience, no matter which instructor they book with.
What's Included
The Personal Training Appointments snapshot includes six pre-built workflows. All six are published and live the moment you install the snapshot — you don't need to turn anything on.
Workflow | When It Triggers |
Appointments Scheduled | A new appointment is booked |
Check-in | A client checks in to their appointment |
Rescheduled | An appointment is rescheduled |
Cancelled | An appointment is cancelled |
Late Cancel | An appointment is cancelled after the client didn't show |
No-Show | A client is marked as a no-show |
All six workflows trigger automatically when the matching appointment action happens in PushPress Core.
How to Find Your Personal Training Workflows
1. Download and install the "Personal Training" workflows from the content library
In PushPress Grow, click Upgraded > Content library > Workflows and messaging > Member workflows > Personal Training > install
2. Go to Workflows
In PushPress Grow, click Workflows in the left menu.
3. Find the Personal Training Appointments Folder
Look for the Personal Training Appointments folder.
Click it to see all six workflows.
What Each Workflow Does
Appointments Scheduled
This workflow fires when a new personal training appointment is booked in Core.
It automatically:
Sends an internal notification to the assigned instructor
Sends a reminder email to the client
Waits until 2 hours before the appointment
Sends a final reminder to both the instructor and the client
Check-In
This workflow fires when a client checks in to their appointment.
It automatically:
Updates the client's contact fields with appointment details
Waits 4 hours after check-in
Sends a thank-you message to the client
Rescheduled
This workflow fires when an appointment is rescheduled in Core. Use it to notify the client and instructor of the new time.
Cancelled
This workflow fires when an appointment is cancelled. Use it to acknowledge the cancellation and offer next steps.
Late Cancel
This workflow fires when an appointment is marked as cancelled after the client never showed. Use it to follow up and re-engage.
No-Show
This workflow fires when a client is marked as a no-show. Use it to follow up and get them back on the schedule.
Contact Fields Updated Automatically
Each time an appointment action occurs, Grow updates the following fields on the client's contact record:
Appointment Action — what happened (scheduled, checked in, rescheduled, etc.)
Appointment Time — date and time of the appointment
Appointment Booked Time — when the appointment was originally booked
Appointment Type — the type of personal training session
Appointment Instructor Name — the assigned instructor's name
Instructor Email — the assigned instructor's email address
Source — where the appointment came from (e.g., Core)
These fields let you build filters, reports, and additional automations based on appointment history.
How to Customize a Workflow
All six workflows work out of the box. If you want to change a message or add more steps:
Open the workflow you want to edit.
Click any message step to change the text.
Click the + button to add a new step to the sequence.
Click Save when done.
Important Notes
Important: If you use PushPress Grow to send appointment reminders, you must turn off appointment reminders inside PushPress Core. If both are active at the same time, your clients and instructors will receive duplicate notifications.
Note: These workflows are triggered by appointment actions in Core. Make sure your Core appointment schedule is set up and active for the workflows to fire correctly.
Frequently Asked Questions
How do I install the Personal Training Appointments snapshot? Go to Workflows → Content Library → Personal Training Appointments and install the snapshot. All six workflows will appear in your workflow list and are published automatically.
Do I need to turn the workflows on after installing? No. All six workflows are published and live as soon as you install the snapshot. They start firing immediately when appointment actions happen in Core.
Will my instructors get notified automatically? Yes. The Appointments Scheduled workflow sends an internal notification to the assigned instructor as soon as a new appointment is booked.
Why are my clients getting double notifications? You likely have appointment reminders turned on in both PushPress Core and PushPress Grow. Turn off Core's automation reminders to stop the duplicates.
Can I add more messages to a workflow? Yes. Open the workflow, click the + button where you want to add a step, and build out your sequence.
What happens if an appointment has no instructor assigned? The instructor name and email fields will be blank. Make sure appointments in Core have an instructor assigned so the notification steps work correctly.
Do these workflows work for group classes or just personal training? These workflows are built specifically for one-on-one personal training appointments. For group class automation, use the separate class-based workflows.
Troubleshooting
Workflow isn't firing after an appointment action in Core:
Confirm the workflow is Published (not Draft)
Make sure the appointment was created and updated inside PushPress Core — workflows trigger from Core appointment actions only
Check that the trigger in the workflow matches the appointment action (e.g., "Appointment Scheduled")
Client is not receiving reminder messages:
Confirm the client has a valid email address or phone number on their contact record
Check the workflow steps to make sure the message action is active
Review the contact's conversation history in Grow to see if the message was sent
Instructor is not getting notified:
Make sure the appointment in Core has an instructor assigned
Confirm the instructor's email is on file in Grow
Still having trouble? Contact PushPress support for help.