Corporate clients upload an employee roster and every worker automatically receives a personal exam invitation with a self-scheduling link. Completed exams generate fitness certificates delivered straight to HR, and a live compliance dashboard shows exactly who is booked, done, or overdue.
Typical results
1 hr
Admin per 100-employee roster
6%
No-show rate
100%
Certificates auto-delivered
Figures reflect typical results for this kind of automation.
The challenge
Every corporate contract arrived as a spreadsheet of hundreds of employees who each needed calling, scheduling, rescheduling, and chasing. Two coordinators spent entire days playing phone tag, no-shows ran high because nobody chose their own slot, and HR managers emailed weekly demanding to know who still hadn't completed their mandatory exam.
Before and after
Admin hours per 100-employee roster
−95%Days to fully book a roster
−71%No-show rate
−67%The automation
We built a portal where HR uploads a roster and a Make flow takes over: each employee receives a personal invitation by email and WhatsApp with a self-scheduling link mapped to their required exam type and nearest clinic. Bookings pull from live capacity, reminders fire before each visit, and completed exams automatically generate fitness certificates that deliver to HR. A live dashboard shows every client exactly who is booked, completed, overdue, or expiring soon.
How it works
- 01
Roster uploaded
The corporate HR contact uploads an employee spreadsheet to a branded portal.
- 02
Invitations go out
Each employee gets a personal invitation by email and WhatsApp, mapped to their required exam type.
- 03
Slots self-booked
Employees pick a slot from live clinic availability; automatic reminders keep no-shows low.
- 04
Certificates flow back
Completed exams generate fitness certificates delivered automatically to HR.
- 05
Compliance visible
A live dashboard shows HR exactly who is booked, completed, overdue, or expiring soon.
Starts from
- HR employee rosters
- Live clinic capacity
Delivers
- Self-scheduling invites
- Fitness certificates to HR
- Compliance dashboard
The impact
A busy onboarding season can see 800 exams booked without a single outbound phone call, and admin time per hundred-employee roster falls from twenty hours to one. No-shows drop from 18% to 6% thanks to self-chosen slots and reminders, and HR clients check the dashboard instead of emailing the clinic.
Questions about this automation
How does an employee roster become booked exams?
The corporate HR contact uploads an employee spreadsheet to a branded portal. A Make flow reads each row, maps the employee to the required exam type and nearest clinic, and sends a personal invitation by email and WhatsApp. The employee picks a slot from live clinic capacity, and the booking is saved immediately.
How are no-shows and unbooked employees handled?
Booked employees receive automatic reminders before their visit. Employees who have not booked get follow-up invitations, and anyone still unbooked or overdue appears on the HR dashboard so the employer can follow up internally. A missed appointment puts the employee back on the unbooked list with a fresh scheduling link.
What does HR see once exams are done?
Completed exams generate fitness certificates that are delivered to HR automatically. A live compliance dashboard shows every employee as booked, completed, overdue or expiring soon, so HR can check status without emailing the clinic. This is a multi-step build, usually rolled out in stages, beginning with roster upload and invitations.