Class booking and waitlist management requires staff to manually check capacity, log bookings, send confirmations, and promote waitlisted members across spreadsheets and email. This fragmented process creates delays, missed opportunities to fill cancellations, and member frustration.
Automation captures all booking requests, checks real-time capacity, confirms or waitlists members instantly, and automatically promotes the next person when a spot opens. Members get immediate confirmation and reminders, while staff focus on instruction and member experience.
The full workflow, from trigger to completion.
Member submits a booking via a web form or member portal. The automation is triggered immediately with member name, email, class date, and time.
The automation queries the class schedule to check available spots. If spots are open, the booking is confirmed. If full, the member is added to the waitlist.
The automation updates the shared class schedule to reflect the new booking or waitlist entry in real time.
The automation sends a personalized confirmation email to the member with class details, location, and instructor name.
When a member cancels via the portal or email, the automation removes them from the roster and checks the waitlist.
If a spot opens, the automation automatically promotes the first waitlisted member and sends them a confirmation email.
24 hours before class, the automation sends a reminder email to all confirmed members with class details and a cancellation link.
After class, the automation logs attendance data for the instructor to confirm, updating the final roster.
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