Waitlist Auto-Promotion System
A done-for-you fitness and wellness automation built for the Class Scheduling Coordinator, connecting Twilio so the work below happens on its own.
What this automation does, step by step
When a spot opens up in a fully booked class due to a cancellation, the next person on the waitlist is automatically notified and booked into the open slot, instead of the class scheduling coordinator manually working down a waitlist by phone every time a spot frees up.
The promotion happens within seconds of the cancellation, so a popular class never runs under capacity purely because nobody got around to filling the gap in time, and members on a waitlist trust it actually works instead of feeling like their name just disappears into a list nobody checks.
- Studio management software (e.g., Mindbody or Glofox)
- Zapier or Make.com
- Twilio (waitlist SMS notifications)
Using different software? We build around what you already have, so you never have to switch tools to automate.
The manual way vs. the automated way
Without automation
The manual version of this puts the entire workload on a class scheduling coordinator, who has to juggle phone calls, emails, and spreadsheets just to keep things moving. It's the kind of work that quietly eats hours every week.
With this automation
- Multi-touch reminders that measurably reduce no-shows
- Waitlists that backfill cancellations automatically
- Self-scheduling with instant confirmations
- Dispatch and on-my-way updates sent to the right people
Often built alongside this one
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