Instead of manually adding patients or clients to a course one by one, you can use workflows to grant (or revoke) access automatically whenever a trigger condition is met, such as a form submission, a completed payment, or a tag being added to a contact. This keeps enrollment hands-off and immediate, so people get into your course the moment they qualify.
Course access automation lives in Automation > Workflows inside Aesthetix CRM. The full builder mechanics for triggers and actions (Offer Access Granted, Offer Access Removed, Grant Offer, Revoke Offer) are documented in the Workflows help articles. This guide focuses on how to apply that automation specifically to course and membership access, along with the common use cases and pitfalls.
No manual enrollment: Access is granted the moment someone pays, submits a form, or gets tagged, without you touching the contact record.
Immediate access for buyers: Patients and clients get into the course right away, which cuts down on "where's my login" support requests.
Fewer mistakes: Automation removes the risk of forgetting to enroll someone or granting the wrong access level.
Flexible triggers: You decide what qualifies someone for access, whether that's a specific product purchase, a completed intake form, or a manually applied tag.
Revocation on the same system: The same workflow logic that grants access can also remove it, for example after a subscription cancels or a refund is issued.
You can build a workflow around almost any trigger, but the most common setups for granting course access are:
Payment completed: Someone purchases the course or a bundled product, and the workflow grants access as soon as the payment clears.
Form submitted: A patient fills out a specific intake or signup form, which enrolls them automatically, useful for free courses or courses bundled with a consult.
Tag added: You (or another automation) apply a tag to a contact, such as course-enrolled or vip-patient, and that tag triggers access.
Offer Access Granted / Offer Access Removed: These are dedicated course triggers that fire the moment a contact's access to a specific offer changes, useful for chaining follow-up actions like a welcome email or a check-in sequence.
Once the trigger fires, the workflow uses the Grant Offer action to enroll the contact in the course or membership, or the Revoke Offer action to remove their access. Select the specific course or membership product in that action step.
For step-by-step instructions on building triggers and actions, adding filters, and testing your automation, see the Workflows help articles. This guide only covers how those pieces apply to course access.
Go to Automation > Workflows and click + Create Workflow.
Build it from scratch, from a template, or with AI assistance.
Add a trigger, such as Payment Completed, Form Submitted, or Tag Added, and apply any filters (specific form, specific product, specific tag) so it only fires for the right people.
Add the Grant Offer action and select the course or membership you want to grant.
Add any follow-up steps you want, such as a welcome email with login instructions or a reminder sequence.
Run a test contact through the workflow to confirm access is granted correctly and any follow-up emails send as expected.
Toggle the workflow to Publish and save it.
Use the same workflow structure with a different trigger and the Revoke Offer action. Typical revoke scenarios:
A subscription payment fails or a subscription is canceled.
A refund is issued for the course purchase.
A tag like access-expired is applied manually or by another automation.
You can pause a contact's access rather than fully revoking it if you want to give them a grace period to update payment information before losing the course entirely.
AX Pay tip: If your courses are sold as paid offers, processing those payments through AX Pay (Aesthetix CRM's own payment provider) gets you better rates than Stripe, and payment status flows directly into your workflows so grant and revoke triggers fire reliably. See the AX Pay help article for setup details.
If you enable a welcome email in your course or membership settings and also add a welcome email step inside your workflow, the system automatically disables the default welcome email from the course settings. In practice, this means only the workflow email will send. Pick one method and stick with it:
Enable the welcome email in the course/membership settings, or
Build it as an email step inside your workflow.
Mixing both can leave you thinking two emails will go out when in fact only one does, or in some setups, none at all if the workflow email step isn't configured correctly.
Use tag-based enrollment for flexibility. A dedicated enrollment tag lets you grant access from multiple sources (a form, a manual action, a Zapier-style integration) without building a separate trigger for each one.
Build one workflow per course when courses have different pricing, triggers, or follow-up sequences, rather than trying to cram multiple courses into a single workflow with complex filtering.
Always test before publishing. Run a test contact through the full workflow and confirm the access grant, any tags applied, and any emails sent all behave as expected.
Combine with email campaigns. Trigger a welcome sequence, a course completion reminder, or a re-engagement email as follow-up steps in the same workflow that grants access.
Why isn't the welcome email from my course settings being sent? This usually happens because you also built a welcome email step inside a workflow. When a workflow includes an email step for the same purpose, the system disables the default welcome email in your course settings, so only the workflow email sends. Use one method or the other, not both.
Can I set up separate workflows for different courses? Yes. Building one workflow per course lets you customize the trigger, filters, and follow-up actions for each course individually, which is usually easier to manage than one large workflow trying to handle everything.
What happens if a patient's payment fails? You can build a workflow that listens for a failed or canceled payment and responds by notifying the patient and pausing their course access until payment is resolved, rather than revoking access outright.
Can I trigger access from a tag instead of a payment or form? Yes. Tag-based triggers are a flexible option, especially if access needs to be granted from multiple sources, such as a manual staff action, an integration, or another workflow.
How do I track who gained access through a workflow? Aesthetix CRM's workflow reporting shows you execution history for each contact, including when they entered the workflow and which actions ran, so you can confirm access was granted successfully.
Where do I find the Grant Offer and Revoke Offer actions? They're available as workflow actions inside the Workflows builder. Search for "Grant Offer" or "Revoke Offer" when adding an action step, then select the course or membership product.
Can I use the same workflow to both grant and revoke access? Not in a single linear path. Since grant and revoke rely on different triggers (for example, payment completed versus payment failed), build them as separate workflows, or as separate branches within a workflow using conditional logic.
Do I need a paid course to use these workflows? No. Free courses can use form submission or tag-based triggers to grant access without any payment step involved.
