Orders vs check-ins vs bookings — which trigger to use

At a glance

Timing: Check-ins and completed payments usually arrive within minutes. Memberships, bookings, and profile edits wait for the scheduled sync, about every 6 hours.

Orders (payments)

Best for: Money — receipt follow-ups, reviews after purchase, spend-based segments.

Notes

• Capitan sends payments (not a separate “products catalog”). Line items are text descriptions.
• Applied discount codes can appear on the order; Patch cannot create Capitan discount codes.
• Failed or still-processing payments are not treated as completed orders.

Good examples: post-purchase thank you, buyers of a specific item description, RFM win-back.
Not ideal for: “They climbed today” with no purchase — use Checkin Finished.

Check-ins

Best for: Gym visits — they checked in.

Good examples: post-visit follow-up, lapsed member win-back (no recent check-in), visit milestones.
Not ideal for: Class reminders — use Calendar Event; spend offers — use Order Finished.

Check-ins are one of the fastest signals Capitan sends to Patch, so they work well for time-sensitive journeys.

Bookings (calendar event)

Best for: Scheduled sessions — classes, events, reservations.

Good examples: upcoming class reminder, day-of upsell, after-class review / rebook.
Not ideal for: Walk-in check-ins with no reservation — use Checkin Finished.

Booking changes arrive on the scheduled sync rather than instantly, so build in a time buffer before a class starts.

Simple decision guide

1. Spent money? → Order Finished / Refunded
2. Checked in at the gym? → Checkin Finished
3. Booked a class / event? → Calendar Event
4. Membership lifecycle? → Membership Started / Ended
5. Birthday / profile / opt-in? → Contact Created / Updated