Build an automation
Create triggered sequences of emails, texts, and tasks that run automatically.
Automations run in the background — once a client meets a trigger condition, they're enrolled and the sequence begins. You set it up once; Arketa handles the rest.
Automations require the Marketing Suite add-on. Contact Arketa support to enable it.
Create an automation
[VIDEO TODO] Record a short Loom video showing the full process of creating an automation from scratch: navigating to Marketing → Automations, clicking Create Automation, selecting a trigger, adding actions (email, time delay, SMS), setting a goal, and toggling the automation Live.
[IMAGE TODO] Take a screenshot showing the Marketing → Automations page with the list of existing automations and their statuses (Live/Off), plus the "Create Automation" button.
- Go to Marketing → Automations
- Click Create Automation
- Choose a trigger — what event starts the automation
- Click + to add actions (email, SMS, task, time delay, tag)
- Optionally set a goal to measure success
- Toggle it Live when you're ready
You can also start from a pre-made automation and customize it.
Step 1: Choose a trigger
[IMAGE TODO] Take a screenshot showing the trigger selection screen inside the automation builder, with the list of available trigger options visible (New client added, Client purchased pricing option, etc.).
The trigger is the event that enrolls a client. See the full triggers reference for descriptions of each option.
Common starting points:
- New client added — welcome new clients automatically
- Client purchased pricing option — send onboarding sequences after a purchase
- Checked into first class — follow up after someone's first visit
- Milestone reached — celebrate loyalty milestones
- Subscription canceled — start a win-back sequence
Step 2: Configure behavior
After choosing a trigger, you'll see a Behavior step with two optional settings:
Re-enroll — If a client triggers the automation again (e.g., purchases a second time), should they re-enter the sequence? Toggle on to allow re-enrollment. Off by default on new automations.
Restrict communication hours — Limit when emails and SMS go out. Enter a time range in 24-hour format based on your business timezone. If a message would send outside that window, it waits until the next valid hour.
[IMAGE TODO] Take a screenshot showing the Behavior step configuration panel with the Re-enroll toggle and the Restrict communication hours toggle and time range fields visible.
Step 3: Add actions
Actions are the steps in your sequence. Mix and match:
| Action | What it does |
|---|---|
| Send an automated email to the client | |
| SMS | Send a text message |
| Task | Create a reminder for you or a team member |
| Tag | Add or remove a tag on the client's profile |
| Time delay | Wait before the next action runs |
See actions reference for details on each.
[IMAGE TODO] Take a screenshot showing the automation builder canvas with a sample sequence: a trigger node at the top, followed by an email action, a time delay, and an SMS action connected in sequence, with the "+" button visible for adding more actions.
Use time delays between messages to avoid overwhelming clients. A welcome email followed immediately by an upsell feels pushy — space them out by a few days.
Step 4: Set a goal (optional)
Goals let you track whether the automation is working. For example, if your goal is for a client to purchase a membership, you can measure how many enrolled clients converted.
Step 5: Go live
When the automation is ready, toggle it Live in the top right corner. From that point forward, any client who meets the trigger condition will be enrolled automatically.
Managing automations
[IMAGE TODO] Take a screenshot showing the automations list view with the Live/Off toggle visible for an automation and the edit pencil icon under the Actions column.
To edit a running automation:
- Go to Marketing → Automations
- Click the edit pencil under Actions
- Make your changes — they take effect going forward for clients not yet enrolled
- To pause it, toggle the automation Off
An automation set to Off stays in your list but stops enrolling clients and doesn't run any actions.
You can't manually remove individual clients from an automation mid-sequence. To stop the automation from running, toggle it off or change the trigger conditions.