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:
- 📢 Promotes low-booked classes to Instagram stories (with branded instructor videos).
- ❌ 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:
- 🔍 Search for Tomorrow’s Events Using the GoTeamUp API, we search for all classes scheduled for tomorrow with:
- 👥 Identify the Instructor Once a class is found, we identify the instructor and map them to a unique video template using a Google Sheet.
- 🎞 Generate Personalized Story Video Using JSON2Video, we dynamically render a short Instagram story video that includes:
- 📲 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:
- 🔍 Search for Today’s Classes Again using GoTeamUp API, we fetch all classes scheduled for today and filter for:
- 🚫 Auto-Cancel the Event If a class meets the criteria, it’s canceled directly using GoTeamUp’s API.
- 📧 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.
🔗 Let’s build your custom fitness automation : https://www.codexsolutionsint.com/booking-calendar/make-formerly-integromat-consultation?referral=service_list_widget
👉 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
