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Automating Class Promotions & Cancellations with GoTeamUp + Make.com

Smarter Class Management. Zero Manual Effort.


At Codex Solutions International, we recently built a fully automated class management system for a fitness business using GoTeamUp and Make.com. This automation does two high-value tasks daily:


  1. 📢 Promotes low-booked classes to Instagram stories (with branded instructor videos).

  2. ❌ Cancels same-day classes with low or zero attendance, sending professional email notifications to both clients and instructors.


It’s a perfect example of how smart automation can reduce admin time, improve customer communication, and drive higher class attendance—all without lifting a finger.


🧠 Use Case Summary

We’ve automated two distinct workflows:


  • Promotion Flow (4:00 PM Daily): Generate and publish story videos for underbooked classes scheduled for tomorrow.

  • Cancellation Flow (11:00 AM Daily): Automatically cancel and notify instructors/customers for today’s classes with fewer than 3 attendees.


Let’s break down how both work.


📱 Part 1: Promote Tomorrow’s Underbooked Classes on Instagram

⏰ Schedule: Runs Daily at 4:00 PM 

🎯 Goal: Give visibility to low-booked classes and drive last-minute sign-ups.


🔁 Automation Flow:


  1. 🔍 Search for Tomorrow’s Events Using the GoTeamUp API, we search for all classes scheduled for tomorrow with:

  2. 👥 Identify the Instructor Once a class is found, we identify the instructor and map them to a unique video template using a Google Sheet.

  3. 🎞 Generate Personalized Story Video Using JSON2Video, we dynamically render a short Instagram story video that includes:

  4. 📲 Auto-Post to Instagram Stories The finished video is auto-uploaded to Instagram via Make’s Instagram for Business module—no human needed.


❌ Part 2: Cancel Today’s Low-Attendance Classes Automatically

⏰ Schedule: Runs Daily at 11:00 AM 🎯 Goal: Avoid running empty or underfilled classes and improve the member experience.


🔁 Automation Flow:


  1. 🔍 Search for Today’s Classes Again using GoTeamUp API, we fetch all classes scheduled for today and filter for:

  2. 🚫 Auto-Cancel the Event If a class meets the criteria, it's canceled directly using GoTeamUp’s API.

  3. 📧 Send Polite Cancellation Emails Professional emails are sent to both the instructor and any registered attendees using Gmail:


🧰 Tools Used


  • Make.com: End-to-end automation platform

  • GoTeamUp: Class booking and management system

  • Google Sheets: Instructor-template mapping

  • JSON2Video: Personalized video rendering for social

  • Instagram for Business: Automatic story publishing

  • Gmail: Branded and customized email notifications


✅ Key Outcomes


  • 🚀 Boosted class attendance by proactively promoting underbooked sessions

  • ❌ Minimized confusion around last-minute class changes

  • 📩 Streamlined communication with instructors and members

  • ⏱ Saved 90% of admin time every single day


🧠 Conclusion


At Codex Solutions International, we specialize in building customized automation systems that save time and elevate brand experience. This project for a fitness business proves how automation can go beyond simple tasks—it can drive revenue, improve retention, and deliver personalized content at scale.

If you run a gym, yoga studio, or fitness center using GoTeamUp—or want to explore automation with your booking software—we’d love to help.



👉 Want to explore even more automations like this?

Join our private Skool community for step-by-step automation guides, Make.com tutorials, and support from other fitness & tech professionals.


🎓 Join Now → Codex Skool Community

 
 
 

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