Zapier workflow examples

These examples show common workflow patterns without assuming a specific destination service. Adapt field mappings, filters, and human approval steps to your operating process.

Possible uses

Welcome a new Athlete

New Athlete → create or update a CRM record → send a welcome message → create a follow-up task for a trainer.

Include practical information such as how to book a Class, where to find the calendar, and whom to contact. Store the Uptivo Athlete ID in the CRM so later updates affect the same person. Track whether the welcome message was already sent to avoid sending it again after a duplicate event.

Follow up with prospective members

New Contact → create or update a CRM lead → assign a follow-up task to the sales team. Use Contact Updated to keep the commercial stage current.

When the Contact becomes an Athlete, keep the same person record using their Uptivo User ID. A Contact Removed event can represent that conversion; inspect its removal reason rather than deleting the CRM record automatically.

Reconnect with Athletes who stopped attending

Scheduled run → Find Athlete Attendance Summaries → filter for no check-ins in the last 14 days → create a trainer follow-up task or send a personalized message.

Distinguish an Athlete with no lifetime check-ins from someone who previously attended regularly. Use the last check-in and rolling-window counts to select the relevant group, and record the last outreach date to avoid contacting the same person every day.

Check-ins reflect saved booking and attendance flags, not independent proof of physical presence. This workflow measures Class attendance, not all Training activity. See attendance summaries.

Celebrate an achievement

Badge Awarded or Athlete Level Changed → filter for a relevant achievement → send a congratulations message or notify the trainer.

For example, recognize a specific challenge badge or an upward level change. Use Award ID to distinguish repeated awards of the same badge. For level changes, check the direction and level source before sending a congratulatory message. Deduplicate notifications so repeated delivery does not repeat the celebration.

Remind Athletes about an upcoming renewal

Scheduled daily run → Find User Subscriptions → select memberships ending within seven days → create a renewal task or send a reminder.

Before contacting the Athlete, use Find Athlete Subscriptions to check for another valid or future assignment. Apply your club’s rules for suspensions and disabled memberships, and remember which reminders were already sent. Time passing does not emit an expiry event, so this workflow needs a scheduled check rather than relying only on User Subscription Updated.

Connect an external purchase to Uptivo

Confirmed payment in another service → Find Athlete by Email → Assign User Subscription From Plan → update the external purchase record.

Map each external product to the intended Uptivo Subscription and plan. If the buyer is not an Athlete, use Create or Invite Athlete and continue with the assignment only once they have joined the club; an invitation is not yet an Athlete membership.

Record the external purchase ID and the resulting UserSubscription ID. Repeating an assignment can create a second membership, so reconcile the result before retrying after an interrupted Zap. This workflow records the entitlement in Uptivo; it does not create or manage an external recurring payment.

Book a Class from an external form

Form submission → Find Athlete by Email → Book Class → communicate the booking outcome.

Pass the selected Class and the appropriate attendance and payment options. Tell the Athlete whether the booking is confirmed or queued; a successful request does not necessarily mean a confirmed place. Route booking errors to a clear rejection message or staff review instead of sending a confirmation unconditionally. Use Class Booking Updated to respond to later queue promotion. See Class participants.

Plan the scheduled workload

The scheduled examples above use bounded searches, which return at most 200 records per Zap run. Do not assume one run scans the whole club. Divide larger workloads into manageable groups or use the Club API directly for complete reconciliation. Repeated searches and messages should respect the club’s rate limits and your communication preferences. See Limits and troubleshooting.

Keep an external person record current

Use New Athlete and Athlete Updated to create or update a record in a database, spreadsheet, or customer platform.

1. Start with New Athlete or Athlete Updated.
2. Find the destination record by the stored Uptivo Athlete ID.
3. Create the record when it does not exist; otherwise update it.
4. Store the Athlete ID as the stable Uptivo identifier. Do not use email as the immutable key because it may change.
5. Store the event id when the destination supports idempotency.

Treat Athlete Removed as a change in the club relationship. It does not necessarily mean that the person or Uptivo account was deleted, so deactivate or review the destination record instead of deleting it automatically.

Respond to engagement events

Use New Training, Badge Awarded, or Athlete Level Changed to update an engagement record or notify the appropriate team.

1. Start with the event that represents the outcome you need.
2. Apply a filter for relevant values, such as a specific badge, level change, or Training result.
3. Update the destination record by Athlete ID.
4. Create a notification or review task only after the filter passes.

For badge workflows, use Award ID to distinguish separate awards of the same badge. For level workflows, use the event’s previous and new levels instead of trying to reconstruct historical changes from the current Athlete record.

Mirror membership state

Use New User Subscription, User Subscription Updated, and User Subscription Removed to maintain an external view of Athlete memberships.

1. Store the UserSubscription ID on the destination membership record.
2. Copy the relevant validity, activity, and suspension values from each event.
3. Route ambiguous or business-sensitive changes to a human review step.
4. On removal, close the destination membership record without deleting the Athlete.

An Athlete can have more than one membership. Model each UserSubscription as a separate record instead of reducing all memberships to one status field.

Track bookings and attendance signals

Use New Class Booking, Class Booking Updated, and Class Booking Removed to maintain a booking or attendance-related record.

1. Match the record using both Class ID and Athlete ID.
2. Store whether the booking is confirmed or queued.
3. On Class Booking Updated, inspect the current state and NoShow value before updating attendance or retention metrics.
4. On removal, record the cancellation rather than treating it as attendance.

A booking does not prove physical attendance, and a booking update is not a class-completed event. Use the attendance fields and your club’s workflow when calculating attendance metrics.

For the available fields and event semantics, see the trigger catalog and Club API webhook catalog.