Class & Session Scheduling

Keep your coaching calendar full and your clients informed without touching a spreadsheet.

40 hrs

Time saved/month

Companies have mapped

About This Automation

Class and session scheduling involves manually receiving requests, creating calendar entries, updating rosters, and sending confirmations across multiple systems. The fragmented process creates delays, errors, and inconsistent communication with participants and instructors.

Automation consolidates all scheduling tasks into a single workflow. Requests trigger automatic calendar creation, roster updates, and participant confirmations, eliminating manual data entry and ensuring consistent, timely communication.

Key features

Automatically extract class details from incoming requests and validate all required information

Create and update calendar entries across all scheduling systems in real time

Sync participant rosters and payment status without manual spreadsheet edits

Send personalized confirmations and reminders to participants and instructors instantly

Track attendance and no-shows, logging results automatically for follow-up

Reconcile payments with roster records and flag unpaid participants

How The Automation Works

The full workflow, from trigger to completion.

1. Class or Roster Change Submittedtrigger

A coach submits a new class, time change, or roster update via email or a form. The automation platform detects the request and extracts the details.

2. Parse and Validate Class Details

The automation reads the submission, extracts class name, time, location, instructor, and participant list, and checks for conflicts or missing information.

3. Create or Update Calendar Event

The automation creates or updates the event with all details and sets a 24-hour reminder.

4. Update Roster

The automation adds or removes participant rows in the roster spreadsheet and marks payment status baseds.

5. Send Confirmation to Participants

The automation sends a templated confirmation email to all participants with class details, time, and a link to cancel or reschedule.

6. Post Reminder

The automation posts a reminder message 24 hours before class with final roster count and any last-minute changes.

7. Notify Instructor of Final Roster

The automation sends the instructor a summary email with the final participant list, any cancellations, and special notes.

4 reasons to map this process

It's completely free

No credit card, no commitment. Map your process and walk away with a full build plan.

You get a complete build plan

A visual process map, automation spec, delivery timelines, and everything needed to build it, customized to your workflow and tools.

You see your real numbers

Custom pricing, ROI projection, and payback timeline based on your actual process, not industry averages.

There's no obligation to build

78 hrssaved/month

13times mapped

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Frequently asked questions

Everything you need to know before mapping this process.

My process is slightly different from this. Can I customize it?

This template is a starting point based on how other businesses handle this type of work. When you map your process, you describe exactly how your team does it and the automation is built around your workflow, not a generic template.

Is this really free?

What do I actually get from the mapping session?

Does this work with the tools my team already uses?

What happens after I map my process?

Do I need to prepare anything before starting?

View more FAQs

Estimated Time Saving

40hrs/month

Process pain:8.2/10

Mapped by:7 Companies

Map this to your business to get your exact numbers.

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