Answer every call on the first ring.
Leads call after 5 PM and hit voicemail.
Est. deploy 2–3 weeksSee the walkthrough
Intake & Scheduling · Fitness & Wellness
Fill open class places fairly.
Last-minute cancellations leave unused capacity.
For: Front desk leads and the team responsible for intake & scheduling in fitness & wellness.
01 · The outcome
What good looks like.
The team has a staff-approved waitlist offer, with source evidence and an explicit approval before any external action. Track canceled places successfully refilled against a baseline; do not assume automation improves it.
A connected workflow that uses waitlist order, class prerequisites, contact consent, and booking limits to identify the next eligible member under published rules without promising a place before approval. It produces a staff-approved waitlist offer.
Where AI helps, and where a person decides.
AI can identify the next eligible member under published rules without promising a place before approval. It drafts and organizes; it does not authorize spending, commitments, clinical decisions or customer communication. The front desk lead verifies the source facts and approves the final action.
Front desk lead is accountable. People approve customer-facing, sensitive, financial, and legally binding actions.
- Front desk lead: Capture the source and scope
- Front desk lead: Review the proposed outcome
- Front desk lead: Release only the approved version
- Front desk lead: Check the result and exceptions
A named person approves customer-facing messages, spending, record changes and binding commitments before release. Pre-approved scripts are versioned; exceptions stop for review.
02 · The handoffs
How the work moves.
Every handoff has an owner. Select a step to open or close its detail.
Start when: A class place is released. Connect only waitlist order, class prerequisites, contact consent, and booking limits. The front desk lead confirms the request is authorized and in scope.
Ready when: The source reference, permissions and accountable owner are recorded.
Use the authorized records to identify the next eligible member under published rules without promising a place before approval. Preserve the original language alongside the draft and label uncertain fields.
Ready when: Each proposed fact links back to a source, and missing information is visible.
Check a staff-approved waitlist offer against the original records and current policy. Correct errors and escalate exceptions to the qualified specialist; do not auto-approve.
Ready when: Front desk lead has recorded approval or a reason to hold the item.
After explicit approval, save a staff-approved waitlist offer in the system of record. Send only approved messages to verified recipients. Record the version and prevent duplicate delivery.
Ready when: The approved record is saved; any delivery is confirmed or placed in the retry queue.
Review canceled places successfully refilled each week, sample completed records for quality, and resolve held items. Change the rules only after reviewing actual errors and staff feedback.
Ready when: Exceptions have owners, the metric has a baseline, and corrective actions are assigned.
Sample record.
$ david run --workflow=fitness-class-waitlist
ILLUSTRATIVE RECORD / NOT LIVE CUSTOMER DATA
- Example
- Illustrative only — not a real client record
- Reference
- FITNESS-CLASS-WAITLIST-DEMO-001
- Trigger
- A class place is released.
- Owner
- Front desk lead
- Prepared output
- a staff-approved waitlist offer
- Review status
- Awaiting human approval — no external action taken
- Missing information
- Owner to verify source completeness
- Measure
- Canceled places successfully refilled
Start with your tools.
Connect Mindbody, Stripe, Google Calendar through approved APIs or controlled exports. Map record identifiers first; test permissions and field updates in a sandbox. Vendor names describe possible connections, not a guarantee of an available integration or license.
When things go wrong.
- A named person approves customer-facing messages, spending, record changes and binding commitments before release. Pre-approved scripts are versioned; exceptions stop for review.
- Use only authorized sources and role-based access. Keep an audit trail of source records, drafts, approvals and delivery status; deduplicate retries.
- If an integration fails, a source is missing or confidence is low, pause the action and assign the original request to the accountable owner.
Try this week / no DAVID required
A useful first step.
This week, have your front desk lead time five examples of this work. Use redacted copies of waitlist order, class prerequisites, contact consent, and booking limits to make a staff-approved waitlist offer manually, then list which fields required judgment.
What to measure.
- Canceled places successfully refilled
- Minutes of human handling per completed item
- Drafts needing substantive correction
- Exceptions unresolved beyond the agreed review window
Estimate your time back.
20.8
$11,232
03 · More workflows to consider
Related workflows.
Route every inquiry, 24/7.
Email, calls and webforms produce disconnected intake trails.
Est. deploy 3–5 weeksSee the walkthrough
Prepare every treatment start before arrival.
Missing forms delay the first treatment visit.
Est. deploy 4–6 weeksSee the walkthrough
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