Actionist·Amilia
Amilia

Amilia

· #313 most-used

Registration, facilities, and membership data — working for your team

CRMAnalyticsEcommerceHRSchedulingPaymentsCommunity

Amilia SmartRec is the all-in-one registration and membership management platform used by parks and recreation departments, community centres, YMCAs, sports clubs, and camps to manage program enrolments, facility bookings, memberships, attendance, staff scheduling, and payments. Connect it to Actionist and your agents can react to new registrations, waitlist changes, facility bookings, and membership purchases as they happen — syncing data to your CRM, sending personalised member communications via Telegram or Slack, automating waitlist promotions, building weekly revenue and attendance reports, and keeping instructor coverage checks on schedule — without anyone logging into SmartRec.

Try Amilia with ActionistVisit Amilia
Average time saved
13 hours
per person · per month
≈ 2 workdays back

Eliminates manual work. Agents eliminate the manual cycles of CRM data entry after registrations, hand-written confirmation messages, weekly revenue exports, ad-hoc capacity monitoring, and pre-session waiver chasing.

Schedule

What your Amilia agent runs on autopilot

A week of scheduled jobs your Actionist agent will execute on your behalf.

28Scheduled jobs
7Agents at work
24/7Always on
Agents
Tue–Thu
Tue
Wed
Thu
7a
8a
9a
10a
11a
12p
1p
2p
3p
4p
5p
6p
Multi-app workflows

Amilia × every other app you use

End-to-end automations that span multiple apps — each one a real business outcome.

6Workflows
6Apps spanned
~21 hrsSaved / week
5Personas served
For sales
Featured4 apps

New registration synced to CRM and welcomed via Telegram

When a new registration fires in SmartRec, the agent pulls the activity details, creates or updates the contact in HubSpot with the program and session information, appends a row to the enrolment tracker in Google Sheets, and sends a personalised welcome message via Telegram — all within about a minute of registration, without any staff action.

~5 hrs

Time saved for your team — every week, on autopilot

The flow
Trigger·When a new registration is created in SmartRec
Trigger
Step 1
Amilia
New Registration webhook fires
read
Step 2
Amilia
Get Activity details — name, schedule, instructor, location
write
Step 3
HubSpot
Create or update contact with program enrolment details
write
Step 4
Google Sheets
Append registration row to the enrolment tracker
write
Step 5
Telegram
Send personalised welcome message to new registrant
Result
Create or update contact with program enrolment detailsAppend registration row to the enrolment trackerSend personalised welcome message to new registrant
The win
Saved per run
8 min
Runs / week
~40×
Every new registrant is in the CRM and welcomed within about a minute
Driven bySales Agent
ROI

Savings

What your team gets back — two angles: what you stop doing manually, and what that's worth.

Without Actionist

What you do manually today

With Actionist

What your agent runs for you

  • Sales
    40 min / week
    Manual CRM entry after registration

    Staff log into SmartRec, export registrant details, and manually enter each new contact into the CRM — typically a 10-minute task done in batches, often a day late.

    Sales Agent
    0 min
    Agent syncs every registrant to CRM automatically

    When a registration fires in SmartRec, the agent creates the contact in HubSpot and sends a welcome message in Telegram within about a minute — no staff involvement.

  • Marketing
    60 min / week
    Manual capacity monitoring and ad-hoc promotion

    The marketing coordinator checks SmartRec for under-enrolled programs each week, manually segments members, and drafts promotional emails — a process that often misses the optimal timing window.

    Marketing Agent
    0 min
    Agent promotes under-enrolled programs before the close date

    The Marketing Agent checks fill rates daily and triggers targeted outreach to members with matching interest tags when a program drops below 70% — without anyone building a segment manually.

  • Customer Support
    90 min / week
    Individual confirmation messages sent by hand

    Staff compose and send individual confirmation messages for each session's registrants — 20–30 minutes per program, adding up to hours per week across all active programs.

    Customer Support Agent
    0 min
    Agent sends pre-session confirmations automatically

    The Support Agent retrieves all sessions for the week and sends each registrant a personalised confirmation with facility details via Telegram — no staff needed to draft or send individual confirmations.

  • Human Resources
    45 min / week
    Instructor coverage checked ad hoc

    Programme managers manually review the activity schedule to spot unstaffed sessions — often discovered the day before or morning of the session, leaving no time to source a qualified substitute.

    Human Resources Agent
    0 min
    Agent flags unstaffed sessions 5+ days in advance

    Every Thursday the HR Agent checks next week's activity events for instructor assignments and posts unstaffed sessions to Slack — giving the programme manager five or more days to find a substitute.

  • Finance
    75 min / week
    Manual weekly revenue report from SmartRec exports

    Finance staff export transaction data from SmartRec, paste it into a spreadsheet, manually categorise by programme type, and format the report — a task that takes 45–90 minutes every week.

    Finance Agent
    0 min
    Agent builds weekly revenue report automatically

    The Finance Agent aggregates registration and membership revenue by program category every Friday and delivers a formatted summary to Google Sheets and Slack — zero manual exports.

  • Operations
    40 min / week
    Manual pre-week programme check across multiple views

    Operations staff manually cross-check the activity calendar, staff schedule, and facility booking view in SmartRec each Monday morning — a process that takes 30–45 minutes and is easy to rush.

    Operations Agent
    0 min
    Agent delivers a week-ahead programme readiness check every Monday

    The Operations Agent checks every session for staffing, capacity, and facility conflicts before Monday standup — posting a RAG status summary to Slack so the team enters the week with a clear action list.

  • Legal
    35 min / week
    Manual waiver compliance check before each program

    Legal or programme staff pull the registration list, cross-reference it against waiver submissions, and manually follow up with missing signatories — often done too close to the programme start date.

    Legal Agent
    0 min
    Agent flags missing waivers before program start dates

    The Legal Agent checks all participants in waiver-required programs every Tuesday and sends completion reminders via Telegram to anyone with missing documentation — before the liability window opens.

+ 100s of other Amilia automations
Average time saved
39 hrs / person / month
Calculator

Calculate what your team saves

Team size
8 people
Hourly rate
$55 / hr
Hours saved / week
26
Hours saved / year
1,280
Annual ROI
$70,400

Based on Amilia's typical team usage — the visible tasks plus a few other automations the agent runs: ~3.2 hrs / person / week of admin work automated.

Connect

How to plug Amilia into Actionist

Pick the connection method that suits your environment.

The standard path for server-side Actionist agents. Amilia's API key/secret pair grants scoped access — set read scope for reporting agents, read+write for registration and booking agents.

1
Generate your API key in SmartRec

Log in to your SmartRec admin panel and navigate to Settings → API Access. Click Generate New Key to create an API key/secret pair with the permission scopes you need.

2
Copy key and secret

Copy both the API key and the API secret — the secret is shown only once. Store them in a secrets manager before closing the window.

3
Paste into Actionist and test

Paste both values into Actionist and click Test connection. The agent makes a read call to verify the credentials before saving.

Credentials you'll need
API key*
SmartRec admin panel → Settings → API → Generate API key
API secret*
The secret paired with your API key — generated at the same time as the key
Actions

15 actions your agent can call

Read and write operations available to your Actionist agent.

Triggers

7 events your agent can react to

Events your agent watches for, and the actions it kicks off in response.

FAQs

Questions about Amilia + Actionist

How does Actionist connect to Amilia SmartRec?
Go to the Apps tab in Actionist, find Amilia SmartRec, and click Connect. The recommended path is API key — navigate to your Amilia SmartRec admin panel, generate an API key/secret pair with the scopes you need (read for reporting, write for registrations and bookings), and paste both values into Actionist. The agent runs a test call to verify the handshake before any tasks run. If your Amilia plan does not expose API keys, use bearer token authentication by supplying a SmartRec username and password — Actionist exchanges them for a short-lived JWT automatically.
What permissions does the agent need on my Amilia account?
For read-only operations — listing accounts, fetching activities, querying programs and facilities, pulling attendance or financial reports — the agent needs read scope on your API key. For write operations — creating or updating registrations, adding account records, managing memberships, posting facility bookings — it needs write scope as well. Generate scoped API keys in your SmartRec admin settings; narrow the scope to only what each agent task requires. The Amilia API enforces a 100-calls-per-second rate limit per IP address.
Can I connect Amilia to other apps in the same Actionist workflow?
Yes — Amilia is most valuable when the registration and membership data it holds flows into the tools your staff actually work in. Common combinations: push new registrant data into HubSpot or a CRM when someone signs up; send a Slack or Telegram alert when a facility booking is made or cancelled; write weekly attendance totals to Google Sheets for the board report; trigger a welcome email sequence in an email marketing tool when a membership is purchased; log waitlist activity to Notion for capacity planning. Any of Actionist's connected apps can send or receive data alongside Amilia in the same agent task.
What are the most common things agents do with Amilia?
The four patterns that appear most often: (1) registration sync — when someone registers for an activity in SmartRec, the agent writes the contact to your CRM and queues the welcome message; (2) capacity monitoring — the agent polls activity registrations daily and alerts staff when an activity approaches its maximum headcount; (3) financial reporting — pulling weekly or monthly transaction data from Amilia and writing totals to Google Sheets or a finance dashboard so leadership sees numbers without logging in; (4) waitlist management — when a registration is cancelled and a waitlist spot opens, the agent notifies the next person in line within about a minute.
What types of organizations get the most value from connecting Amilia to Actionist?
Amilia SmartRec serves parks and recreation departments, YMCAs, JCC centres, community centres, sports clubs, swim schools, martial arts studios, dance academies, gymnastics clubs, summer camps, and after-school programs — any organization that runs programs, sells memberships, or manages facility bookings for the public. Actionist agents work best when those organizations also use other business tools: a CRM for member follow-up, a finance sheet for budget tracking, a communication tool for staff alerts, or a marketing platform for member retention emails.
Does Amilia support real-time webhooks or does Actionist have to poll?
Amilia's webhook system fires HTTP POST payloads to a URL you specify whenever a platform event occurs — new account, updated person, new registration, cancelled registration, waitlist change, facility booking created or cancelled, membership purchased, merchandise purchased, donation received, and more. Actionist can receive these webhook events and route them into downstream actions in other apps. If a direct webhook isn't available for a specific Amilia data type, the agent uses scheduled polling — checking the relevant API endpoint at a defined cadence and acting on new or changed records.
Which version of the Amilia API does Actionist use?
Amilia's API is versioned: v1 (read-only, largely deprecated), v2 (GET operations for activities, programs, facilities, staff, tags — still functional but deprecated), and v3 (the current recommended version with both read and write operations for organizations and partner integrations). Actionist uses v3 where available. If you are on an older Amilia plan that only exposes v2 endpoints, the agent can still read activities, programs, and facilities — it simply cannot write registrations or account records until your plan is upgraded.
Can the agent process payments through Amilia?
No. Actionist agents do not process payments on behalf of Amilia or interact with payment card data. The Finance Agent can read transaction records, membership purchase events, and revenue totals already recorded in Amilia SmartRec — and write those summaries to reporting tools like Google Sheets or Notion — but all actual payment collection and PCI-compliant card handling stays inside Amilia's platform. If your goal is to trigger a downstream action when a payment event occurs (for example, adding a new payer to a donor list), the agent listens for the MembershipPurchased or DonationPurchased webhook event and acts on the metadata, not the payment itself.