About This Automation
Studio managers manually track client sessions, compile email lists, and send review requests days or weeks after classes end. Referral tracking is inconsistent, duplicates are common, and thank-the team messages are often skipped.
Automation captures completed sessions in real time, sends personalized review requests within minutes, logs all referrals to a central system, and automatically thanks clients who refer new members. The result is higher review volume, accurate referral tracking, and stronger client relationships.
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.
A client checks out or a class is marked complete in the booking system. The automation platform receives this event via API or webhook.
The automation retrieves the client's name, email, and session details from the booking system or CRM.
A personalised review request email is sent to the client immediately after their session, with direct links to Google, Yelp, and Facebook review pages.
A Google Form is generated and sent to the client asking them to refer a friend. The form captures the referrer's name, the referred person's name and email, and relationship.
When a referral form is submitted, the automation logs the referral as a contact record with the referrer and referred person linked.
An automated thank-you email is sent to the referrer, acknowledging their recommendation and offering a referral incentive or discount code.
The referral data is automatically appended to a Google Sheet, including referrer name, referred person, date, and conversion status. The sheet updates in real time.
When a referral is logged, a message is sent to the studio manager with the referrer's name and referred person's details, so the team can follow up if needed.
Most popular tool stack used
— the complete tool combinations companies use
Gmail
Google Forms
HubSpot
Google Sheets
SlackWhat 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.
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Frequently asked questions
Everything you need to know before mapping this process.
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