About This Automation
When an instructor cancels a class, studio staff must manually search for a substitute, notify all enrolled members, and update the schedule across multiple systems. This process is slow, error-prone, and often leaves members confused about last-minute changes.
Automation identifies the best substitute instructor in seconds, composes and sends personalized notifications to all members via email and text, and updates the schedule instantly.
Top friction points when done manually
The issues teams report most often with this process
Automation readiness
How well-suited this process is for automation
How The Automation Works
The full workflow, from trigger to completion.
The automation monitors for a class marked cancelled or an instructor status changed to unavailable. The trigger fires immediately when either condition is met.
The automation retrieves the class roster, time, date, and enrolled member contact information.
The automation queries the instructor availability database and instructor skill tags, then ranks available instructors by experience and past performance for that class type. It selects the best match.
The automation sends a direct message to the selected substitute instructor with class details and a one-click confirmation button. the automation waits for confirmation before proceeding.
Once the substitute is confirmed, the automation sends a templated email to all enrolled members with the cancellation or instructor change, new instructor name, and class details.
The automation sends a brief SMS to members who have opted in, alerting them to the change and directing them to check email for details.
The automation updates the class record with the new instructor, marks the change as published, and logs the incident timestamp, reason, and substitute name for audit and reporting.
Most popular tool stack used
— the complete tool combinations companies use
Acuity Scheduling
Gmail
Google Sheets
TwilioWhat you get when you map this process
Everything you need to understand, plan, and build your automation.
ROI and business case
What this process costs today and what changes once it's automated.
Launch schedule
What gets built, in what order, and what success looks like once it's live.
Process runbook
How the automation runs day to day, including exceptions and human decision points.
Developer handover pack
Full build spec, logic, and configuration — ready to hand off without a briefing call.
Integration and connections guide
Every tool connection, credential, and data mapping the build needs.
Test and QA plan
Every scenario checked and signed off before the automation goes live.
Recommended for you
Other high-impact processes teams commonly map alongside this one.
Frequently asked questions
Everything you need to know before mapping this process.
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