Using Flows in Kilo

Flows is a new Kilo feature that offers flexibility in communicating with your members regarding appointment and class notifications, as well as payment notifications. Flows will be replacing the Account 'Notification' Settings. Therefore, it will be imperative to review the preset Flows added to your Kilo software and enable the notifications you want your Athletes to continue receiving.

Important Reminder

The same Twilio phone number that is connected to your Gym Lead Machine account is also connected to your Kilo Gym Management System for the purposes of SMS notifications.

Your agreement limits your SMS usage to 1200 SMS segments per month, beyond which overage charges are applied.

Please use SMS notifications wisely to avoid overages and, when you do, keep them short and sweet to use as few segments as possible.

Pre-set Flows

A number of preset Flows have been added to Kilo and will replace the account 'Notification' settings. All preset Flows will be set as 'disabled' to start. To enable a Flow, please follow the steps below in Enabling and Disabling Flows.

Preset Flows include the following notifications:

Class Notifications
Athlete Reservations
Athlete Appointment & Waitlist
Athlete Payment

Additional triggers are available! You can opt to create new Flows or customize the Templates in the pre-set automations.

How to Create a New Flow

  1. Go to Flows in your Kilo menu
  2. Select "+ Create New Flow" in the upper right
  3. Choose your triggering action from the Trigger menu
  4. Select the recipient type for this particular flow:
    1. Athlete - the athlete assigned to the class, appointment, payment, etc.
    2. Coach - the coach assigned to the class or appointment
    3. Staff - the Notification Email listed in your Kilo Account settings
  5. Select the notification type - email or SMS
    1. For SMS, see the important note above regarding monthly segment limits
  6. Select the message template if previously created or make a new one for this flow
    1. The Description should help you identify this template for future use or editing
    2. For emails, set the Subject line
    3. Create the body of the message using the text editor and the available custom values, which will fill in the proper information for the notification when sent.
  7. Save the new flow.

Enabling and Disabling Flows

  • When a new flow is created and saved, it will be Enabled automatically
  • Use the blue arrow action button to disable a flow that you no longer wish to trigger, but do not want to delete. A disabled flow will not run when the triggering action takes place.

Edit Flow

  • Edit flows by clicking the blue arrow action button to the far right of any flow and selecting Edit.
  • When editing, you can change any of the flow elements previously selected except the message template.
  • To update the message (email or SMS), you'll need to edit the notification template in Templates. It will automatically update in the Flow when the new template is saved.
  • If you want to create a new message for the flow and override the existing message, you can enter the new message from within the flow.

Delete a Flow

  • Delete a flow by clicking the blue arrow action button to the far right of any flow and selecting Delete.

Have further questions about Flows in Kilo GMS? Reach out Support team at hello@usekilo.com.