# Track fitness class attendance and retention: n8n workflow

> Started by another system calling it, and works across Discord, Gmail and Google Sheets. It hands the judgement calls to OpenAI.

Source: https://millionrounds.com/workflow/track-fitness-class-attendance-and-retention (Millionrounds; every figure on the page links to its filing or article)

[Automation library](https://millionrounds.com/workflows) · [Data collection](https://millionrounds.com/workflows?category=Data+collection#library)

# Track fitness class attendance and retention

Started by another system calling it, and works across Discord, Gmail and Google Sheets. It hands the judgement calls to OpenAI. 32 steps, 3 branches: large, and worth reading before you trust it with anything live.

Large Calls a model: OpenAI

[Download free](https://millionrounds.com/login?next=%2Fapp%2Fworkflow%2Ftrack-fitness-class-attendance-and-retention)

**32 steps** Large: read it before trusting it with anything live

**3** Branches: places the flow splits

**0** Loops or waits

**3** Services it connects to

## The flow

Starts it 2 Model 4 Logic 14 Service 12

The steps in the order they run, from what starts it.

- 1 **When Check-in Logged** Webhook *Starts it*
- 2 **Engagement Model** Lm Chat Open Ai *Model*
- 3 **Weekly Insights Trigger** Schedule trigger *Starts it*
- 4 **Insight Model** Lm Chat Open Ai *Model*
- 5 **Normalize Check-in** Set *Logic*
- 6 **AI Judge Engagement and Write Message** Agent *Model*
- 7 **Read Attendance for Report** Google Sheets *Service*
- 8 **AI Write Weekly Insight** Agent *Model*
- 9 **Validate Check-in Input** If *Logic*
- 10 **Parse Agent Output** Code *Logic*
- 11 **Read Roster for Report** Google Sheets *Service*
- 12 **Parse Weekly Insight** Code *Logic*
- 13 **Read Member Roster** Google Sheets *Service*
- 14 **Build Invalid Entry Alert** Set *Logic*
- 15 **Build Check-in Log Row** Set *Logic*
- 16 **Compute Weekly Stats** Code *Logic*
- 17 **Build Report Email** Set *Logic*
- 18 **Match Member by ID** Code *Logic*
- 19 **Alert Invalid on Discord** Discord *Service*
- 20 **Append Check-in to Log** Google Sheets *Service*
- 21 **Email Weekly Report** Gmail *Service*
- 22 **Member Found in Roster** If *Logic*
- 23 **Email Invalid Notice** Gmail *Service*
- 24 **Build Member Message** Set *Logic*
- 25 **Post Weekly Report on Discord** Discord *Service*
- 26 **Build Agent Input** Set *Logic*
- 27 **Build Unknown Member Alert** Set *Logic*
- 28 **Email Member Message** Gmail *Service*
- 29 **Alert Unknown on Discord** Discord *Service*
- 30 **If Needs Attention** If *Logic*
- 31 **Email Unknown Notice** Gmail *Service*
- 32 **Alert Manager on Discord** Discord *Service*

## How it's built

- **Starts on:** Another system calling it
- **Steps:** 32, with 3 branches
- **Size:** Large: read it before trusting it with anything live
- **Connects to:** Discord, Gmail, Google Sheets
- **Model:** OpenAI

## Questions

What does it need to run?

An n8n account, plus your own Discord, Gmail and Google Sheets accounts, and a key for OpenAI. You connect your own accounts after importing it; none are included.

What starts it?

It starts on another system calling it.

Does it use AI?

Yes. It calls OpenAI. Model calls are billed by the provider, not by n8n.

How long does it take to set up?

Take your time. At 32 steps it is large: read it before trusting it with anything live.

How do I import it?

Copy the workflow, open a new workflow in n8n and paste. The steps appear on the canvas, ready for your own accounts.

**Before you run it**

Nothing here has been tested by us. It is somebody's working automation, read and described from its own steps. Treat the connections it wants as a list of accounts it will touch, and read the 32 steps before you point it at anything that matters.

## Run it in n8n

- **Create your n8n account** Free to start. n8n is where the workflow runs. [Create an n8n account ↗](https://millionrounds.com/n8n)
- **Download the workflow** Free with a Millionrounds account. [Download free](https://millionrounds.com/login?next=%2Fapp%2Fworkflow%2Ftrack-fitness-class-attendance-and-retention)
- **Paste it into n8n** Open a new workflow in n8n and paste. Then connect your own accounts.

Stored with the author's traces removed: canvas notes, instance identifiers, saved credential names and any live document they had left behind.

## Connects to

Each opens the other workflows that use it.

[Discord](https://millionrounds.com/workflows?service=Discord#library)[Gmail](https://millionrounds.com/workflows?service=Gmail#library)[Google Sheets](https://millionrounds.com/workflows?service=Google+Sheets#library)

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Also data collection, with the same services where possible, closest in size first.

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