Track package/session usage and notify on expiration

Purpose

1.1. Automate tracking of personal training package/session usage for each client and send automated notifications upon session/package expiration or depletion.
1.2. Ensure no session is overlooked, automate billing cycles, prompt re-purchase, and improve administrative automation.
1.3. Provide real-time monitoring, automatedly update client/package status, and deliver expiry reminders via preferred channels (SMS, email, app notification).
1.4. Automate ledger and client record updates, streamlining transparency and compliance for fitness businesses.

Trigger Conditions

2.1. New session booked or completed by a client.
2.2. Client reaches last remaining session or session count hits zero.
2.3. Payment receives confirmation for a new package.
2.4. Pre-defined number of days prior to package expiration date.
2.5. No-shows or session cancellations that affect package validity.

Platform Variants

3.1. Twilio SMS
• Feature/Setting: Automate SMS sending with Programmable Messaging API; configure trigger: "session count = 0".
3.2. SendGrid
• Feature/Setting: Automate email notifications by configuring Dynamic Templates and triggering via REST API on expiration.
3.3. Stripe
• Feature/Setting: Automate subscription lifecycle event (webhook), such as package renewal or payment, to update session records.
3.4. Google Sheets
• Feature/Setting: Automator triggers on "session used", automatedly decrements session count, flags expiry.
3.5. Slack
• Feature/Setting: Use Slack API chat.postMessage for automated staff or client DM upon package exhaustion.
3.6. HubSpot
• Feature/Setting: Workflow automates email reminders, under Contact properties and Deal pipelines.
3.7. Mailchimp
• Feature/Setting: Automate expiration emails through Audience segmentation and Customer Journey builder.
3.8. Pipedrive
• Feature/Setting: Automator triggers on Deal status, sends notifications or moves to new pipeline stage on session expiration.
3.9. ActiveCampaign
• Feature/Setting: Automate notification sequence tied to custom field "Remaining Sessions".
3.10. Calendly
• Feature/Setting: Automate event triggers on scheduled/completed/cancelled session to update usage.
3.11. Salesforce
• Feature/Setting: Process Builder automates alerts based on custom object "Training Sessions Used".
3.12. Microsoft Outlook
• Feature/Setting: Automator sends scheduled reminders or expiry alerts via Outlook API.
3.13. Zapier
• Feature/Setting: Automates workflow, for example "If new record" in CRM, then send notification via platform X.
3.14. WhatsApp Business API
• Feature/Setting: Automatedly sends package expiry alerts through messaging API.
3.15. Freshdesk
• Feature/Setting: Automate ticket creation for client follow-up when session package is depleted.
3.16. Google Calendar
• Feature/Setting: Automator generates automated "Package Expiry" events.
3.17. Notion
• Feature/Setting: API automates session usage log update and flags expiration with notification.
3.18. Monday.com
• Feature/Setting: Automate board updates and alert via automation recipes; trigger on session count change.
3.19. Trello
• Feature/Setting: Card automation triggers when checklist "Sessions Remaining" reached zero, move to "Expired".
3.20. Shopify
• Feature/Setting: Automated customer tags or Order status updated via Admin API as packages are used up.

Benefits

4.1. Automatedly monitor and notify clients, reducing manual work and errors.
4.2. Automated notifications improve retention by reminding clients to rebook.
4.3. Automate billing transparency, saving staff admin hours.
4.4. Automation creates a seamless client experience and ensures full package/session utilization tracking.
4.5. Automator offers actionable metrics for business improvement, leveraging automated reporting for trend analysis.