📅 Automating Class Promotions on Instagram story & Cancellations in GoTeamUp Using Make

[CodexSolutions]

At Codex Solutions International, we built a smart automation system for a fitness business using GoTeamUp, designed to both boost attendance for low-booked classes and cancel classes with zero bookings — all fully automated using Make.com.

Here’s a detailed breakdown of how it works:

Use Case Summary

We run two automation scenarios every day to handle:

1. Promoting tomorrow’s underbooked classes with customized Instagram story videos.
2. Cancelling today’s empty or less then 3 attendees classes and notifying instructors and attendees via email.

Part 1: Promote Tomorrow’s Classes via Instagram Stories (Runs Daily at 4:00 PM)

Goal: Increase visibility for low-booked classes and encourage last-minute sign-ups.

Automation Flow:

1. Search for Tomorrow’s Events (via GoTeamUp API):

• Filter classes that:
  • Start tomorrow
  • Have less than 3 attendees
  • Still have open slots

2. Identify Instructor & Find Template:

• Extract the event’s instructor.
• Look up the instructor in a Google Sheet to retrieve their corresponding JSON2Video template.

3. Render Personalized Story Video:

• Use JSON2Video to generate a short video with:
  • Instructor’s branding/template
  • Date & time of the class
  • Optional location or tagline

4. Auto-Post to Instagram:

• Once rendering is complete, the video is automatically uploaded as an Instagram Story via Make’s Instagram for Business integration.

This strategy gives last-minute visibility to classes that are likely to be canceled otherwise.

Part 2: Auto-Cancel Today’s Empty or less Attendance Classes (Runs Daily at 11:00 AM)

Goal: Maintain a professional experience by proactively cancelling classes with less then 3 attendance.

Automation Flow:

1. Search for Today’s Events (via GoTeamUp API):

• Filter classes that:
  • Are scheduled for today
  • Have less than 3 attendees
  • And still have no bookings

2. Auto-Cancel Event:

• If the event qualifies, cancel it directly using the GoTeamUp API.

3. Send Notification Emails:

• Notify the instructor and any registered customers via email:
  • Polite explanation of the cancellation.
  • Suggest alternative class options or rescheduling.

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Tools Used

• Make.com – Main automation platform
• **GoTeamUp ** – For managing events and attendance
• Google Sheets – For instructor-to-template mapping
• JSON2Video – Dynamic story video rendering
• Instagram for Business – Auto-publish to stories
• Gmail Module – Professional email notifications

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Key Outcomes

• Boosted class attendance with zero manual effort.
• Reduced overhead and confusion around class cancellations.
• Professional, branded communication for both instructors and clients.
• Saved daily admin time by over 90%.