Once a company books an on-site wellness day, employees pick 15-minute chair massage slots on a sign-up page, get an invite and a reminder, and cancelled slots reopen. Therapists get day sheets, and the invoice follows from the slots actually used.
Typical results
≈2.5 hrs
Coordinator time saved per event
1 hr
Reminder before each employee's slot
Next day
Invoice based on the slots actually used
Figures reflect typical results for this kind of automation.
The challenge
Corporate wellness days are organized through email chains with the HR contact, who collects names in a spreadsheet and sends it back the day before. Slots go empty when people forget or cancel, therapists arrive without parking details, and the coordinator spends evenings matching the attendance list to the invoice and to each therapist's pay.
Before and after
Slots booked before the day
+29%Coordinator hours per event
−83%Days from event to invoice
−86%The automation
When a company confirms a wellness day, the automation builds a sign-up page with 15-minute slots for each therapist and emails the link to the HR contact. Employees choose a slot, get a calendar invite and a reminder an hour before, and cancelled slots reopen on the page. Each therapist receives a day sheet with the address, parking notes and their list. After the event, the company is invoiced for slots used, and therapists get a pay summary.
How it works
- 01
Wellness day confirmed
Once a company confirms the date, hours and number of therapists, the event is created with its 15-minute slots.
- 02
Sign-up page for staff
A sign-up page is built with each therapist's slots, and the link is emailed to the HR contact to share with employees.
- 03
Invites, reminders, reopened slots
Employees get a calendar invite and a reminder an hour before. A cancelled slot reopens on the page right away.
- 04
Therapist day sheets
Each therapist receives a day sheet with the address, parking notes and their appointment list.
- 05
Invoice and pay summary
After the event, the company is invoiced for the slots actually used, and each therapist gets a pay summary.
Starts from
- Confirmed company booking
- Booked therapists
Delivers
- Employee sign-up page
- Therapist day sheets
- Invoice from slots used
The impact
About 90% of slots are booked before the day, up from roughly 70%, so empty chairs become rare. The coordinator saves around 2.5 hours per event, invoices go out the next day instead of a week later, and therapists are paid from the same attendance record the company is billed on.
Questions about this automation
Do employees need an account to sign up?
No. The sign-up page only asks for a name and a work email, and it can be limited to the company's email domain. Each employee can hold one slot, and the confirmation email includes a link to cancel or change it, which reopens the slot for colleagues straight away.
What is billed if an employee doesn't show up?
The company chooses the billing rule when it books: either every booked slot or only the slots the therapist marks as used on the day sheet. No-shows are listed on the invoice either way, so the HR contact can see attendance and follow up with staff.
Which tools does the build use?
Make runs the flow, the sign-up page can be a booking tool or a simple form backed by Google Sheets, invites go through Google Calendar or Outlook, and invoices are created in the company's accounting software. This is a multi-step build, usually rolled out in stages.