Bookings board
Member, trainer, session type, date and time, status and follow-up, all filled from the booking.
All sample projects
Sample projectGym and fitness
Gym bookings that reach the trainer and the member record
A gym takes class and personal-training bookings through an online booking page. Each booking now lands in monday.com, the trainer and the member are emailed, and member details are kept in a controlled record.
An illustrative project showing how we would connect these tools. Names are fictional.
The challenge
Where the time was going
- Bookings lived only in the booking page, so the front desk re-typed details into a spreadsheet for the trainers.
- Trainers were told about new sessions late, by chat or in passing.
- Member information was spread over several files with no clear rule about who could see what.
The goal
Each booking creates a clean session and member record, notifies the right people by email and keeps sensitive details limited to those who need them.
How it flows
From the first trigger to the last step
Each step hands over to the next with no copy and paste in between.
- 1Session bookedCalendly
- 2Record createdmonday.com
- 3Trainer emailedGmail
- 4Member emailedGmail
What we built
The pieces of the setup
Members board
One record per member, created or updated from each booking, with a consent field and visit history.
Email templates
A summary for the trainer and a confirmation with what to bring for the member, per session type.
Access rules
Views and permissions so the front desk, trainers and management see only what their role needs.
Automations
What runs on its own
5 automations, each one a simple "when this happens, do that".
| # | When | Then |
|---|---|---|
| 1 | A member books a session | A booking item is created with the trainer, session type and time. |
| 2 | The member is new | A member record is created; for returning members the existing record is linked. |
| 3 | The booking item is created | The trainer receives an email with the session details. |
| 4 | The booking item is created | The member receives a confirmation email with what to bring for that type of session. |
| 5 | The trainer marks the session done | A follow-up reminder is scheduled for the member where one is needed. |
- Automation 1
When
A member books a session
Then
A booking item is created with the trainer, session type and time.
- Automation 2
When
The member is new
Then
A member record is created; for returning members the existing record is linked.
- Automation 3
When
The booking item is created
Then
The trainer receives an email with the session details.
- Automation 4
When
The booking item is created
Then
The member receives a confirmation email with what to bring for that type of session.
- Automation 5
When
The trainer marks the session done
Then
A follow-up reminder is scheduled for the member where one is needed.
Day to day
What changes day to day
The front desk no longer re-types bookings.
Trainers see their day in one view and are told about changes straight away.
Member data sits in one place with clear permissions.
Handled with care
Member details can include health notes such as injuries. A real project starts with a consent step, collecting only what is needed, and role-based access.
Related services
How we would deliver this
A project like this uses the services below.
More sample projects
Keep exploring
Other illustrative projects. Names are fictional.
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