Every morning at 8, the automation reads registrations and payments from a training institute's enrollment sheet and emails the director one table of upcoming courses. Courses starting within 14 days that are still below their minimum are flagged red while there is time to act.
Typical results
8 AM
Digest in the director's inbox every morning
14 days
Warning window before a course starts
≈2 hrs/wk
Time compiling seat counts saved
Figures reflect typical results for this kind of automation.
The challenge
With about 30 courses a season, the director only sees which ones are short when someone opens the enrollment sheet and counts. Paid and unpaid registrations sit side by side, so totals look better than they are. Weak courses are spotted a few days before the start date, when the only option left is to cancel and refund.
Before and after
Courses cancelled in the final week, per season
−30%Days of notice when a course is short
4.7×Hours per week compiling seat counts
−80%The automation
At 8 AM each day, the automation reads every registration and its payment status from the enrollment sheet and counts paid seats per course. It compares them with each course's minimum and capacity, adds the days until start and builds one table sorted by start date. Courses starting within 14 days and still below their minimum are flagged red at the top. The director gets the table by email and decides on a marketing push or a new date.
How it works
- 01
Sheet read at 8 AM
Every morning the automation reads registrations and payment status for each upcoming course from the enrollment sheet.
- 02
Seats counted per course
Paid seats are compared with each course's minimum to run and its capacity, along with the days until start.
- 03
Red flags applied
Courses that start within 14 days and are still below their minimum are marked red at the top of the table.
- 04
Digest emailed
The director gets one email with the full table and the flagged courses, ready to decide on a push or a new date.
Starts from
- Enrollment sheet
Delivers
- Table emailed to director
- Red flag under minimum
The impact
The director sees a short course about two weeks before its start date instead of a few days, which leaves time for a marketing push or a date change. Last-minute cancellations drop by about 30%, and nobody spends time compiling seat counts by hand.
Questions about this automation
Which registrations count toward the minimum?
Only paid registrations count as seats sold, so the numbers match what the course will actually earn. Unpaid registrations appear in a separate column, which shows how many seats could still convert. The institute decides how deposits or installment plans are counted, and the digest follows that rule.
Can other people get the digest?
Yes. The same email can go to the marketing coordinator and the program managers, and each person can receive only the courses they run. Simple automations like this are usually live within days, since the data already sits in the enrollment sheet the office keeps up to date.
What if the enrollment sheet changes structure?
The automation reads columns by their headers, so adding or reordering columns doesn't break it. If a required column such as payment status or course minimum goes missing, the digest still goes out, with a warning at the top naming the column that needs attention.