Let’s face it: running a membership without help from automation is a one-way ticket to burnout.

But on the flip side?

Over-automating can make your members feel like they’re just a number.

The sweet spot is in the balance.

Your membership should run smoothly behind the scenes—but still feel personal and connected up front.

In this post, we’ll break down what to automate (so you get time back) and what to keep human (so your members feel seen).

 

AUTOMATE TO SAVE TIME

Certain tasks don’t require your constant attention and can be completely automated so your membership runs smoothly behind the scenes.

 

1. Onboarding & Welcome Sequences

Set up a 3–5 part welcome series that gently orients new members. Include:

• Login details + how to access content
  
• Your personal welcome video (record once, reuse)
  
• An intro to community norms or upcoming call dates

 

2. Content Delivery & Drip Scheduling

If you drip content, space it out with intention (monthly works better than weekly for most memberships).

Give people breathing room to explore on their own timeline. Tools like Kajabi, Teachable, and Circle make this simple.

Pro tip: Combine evergreen content with a monthly “what’s new” email to keep things fresh without you having to go live all the time.

 

3. Billing Management

Set up recurring payments with Stripe or ThriveCart, plus automated failed payment emails (most platforms offer this).

Don’t forget: Failed payment automations can automatically revoke access so you’re not manually chasing subscriptions.

Quick reality check: Still double-check payments monthly. Automation isn’t foolproof—and you deserve to get paid.

 

4. Event & Call Reminders

Use Calendly, Zoom, or Google Calendar to send:

• Day-before reminders
  
• 1-hour nudges
  
• Replay links (auto-send if using Zoom)
  

The goal is to show up without over-managing every step.

 

5. Member Feedback

Set up a quarterly survey that runs on autopilot. Keep it simple. Ask:

• “What’s been helpful recently?”
  
• “What’s one thing you wish you had more of?”
  

It’s data and dialogue.

 

Keep These Personal for Connection

Automation is great but some things should stay human and personal to create a real connection with your members.

 

1. Personalized Welcomes

Don’t underestimate the power of a 30-second Loom or voice note.
→ “Hey Sarah, I saw you joined—excited to have you!” goes a lot further than a 7-email funnel.

Even in automated flows, you can carve out a moment to make someone feel seen.

 

2. Member Engagement & Live Calls

Automation might get them in the door. But you keep them coming back.

Personal check-ins. Shoutouts during live Q&As. Celebrating progress.

That’s what builds real retention.

 

3. Support & Issue Management

Yes, you can use canned responses—but only as a starting point.

Always personalize:

• Billing support
• Login troubles
• Emotional or feedback-heavy responses
  

Pro tip: Track member status manually at least once a month. That little spreadsheet check-in protects your revenue and your relationships.

 

How to Find Your Balance

Not sure where to draw the line between automation and personal touch? When in doubt, ask:

✔ Is this repetitive? → Automate.
✔ Does this build trust? → Personalize.
✔ Could it be hybrid? → Pre-scheduled + human layer

Think of automation as scaffolding. It holds the structure so you can focus on connection.

 

Small Step You Can Take Today

Want a quick win?

Write down 3 things you do manually in your membership.
Pick one to automate this week.

→ Start with onboarding emails or monthly reminder posts.
→ OR: Add one personal touch—like a voice note or member shout-out.

One shift in either direction can give you hours back—or trust built.