Last week's bookings and attendance for a yoga studio's 40 classes land in Google Sheets each Monday morning. Fill rate, late cancellations and no-shows are calculated per class and per teacher, and the owner gets a one-page email flagging classes that stay under 40% full.
Typical results
40
Classes covered in every Monday report
40%
Fill level that flags a class for review
Monday 8 AM
One-page report in the owner's inbox
Figures reflect typical results for this kind of automation.
The challenge
The studio runs 40 classes a week, and the owner checks which ones are struggling by exporting booking data into a spreadsheet late every Sunday. That takes three to four hours, shows only one week at a time, and with no running history weak time slots stay on the timetable for months.
Before and after
Owner hours per week on attendance spreadsheets
−86%Weeks of fill history visible in one view
12×Classes stuck under 40% full over a term
−50%The automation
Every Monday morning, a Make scenario pulls last week's bookings, check-ins and late cancellations from the studio's booking software into Google Sheets. The sheet calculates fill rate, late cancellations and no-shows for each class and each teacher, and adds the week to a running history. The owner receives a one-page email with the week's totals and the classes that have been under 40% full for three weeks in a row.
How it works
- 01
Weekly data pull
Every Monday morning, last week's bookings, check-ins and late cancellations are pulled from the booking software into Google Sheets.
- 02
Fill rate per class
The sheet calculates fill rate, late cancellations and no-shows for every class and every teacher.
- 03
Three-week low flag
Classes under 40% full for three weeks in a row are flagged for the owner to review.
- 04
One-page email
The owner gets a one-page email with the week's totals, the flagged classes and the best-filled slots.
- 05
History kept in Sheets
Each week is added to the sheet, so trends by time slot and teacher are easy to compare over a term.
Starts from
- Booking software data
- Attendance and check-ins
Delivers
- Monday one-page email
- Fill rate per class
- Results per teacher
The impact
The owner saves about 3 hours a week of spreadsheet work and gets last week's numbers at 8 AM every Monday. Weak slots are spotted within three weeks, and over a term the number of classes stuck under 40% typically falls from about 6 to 3 as they are moved, merged or retimed.
Questions about this automation
Which booking software can it pull data from?
It works with studio booking platforms that share bookings and attendance through an API or a scheduled CSV report. The data lands in Google Sheets, so the owner can add columns, filters or charts without changing the automation. Studios that use one system for classes and another for private sessions can have both combined.
Can the 40% threshold be changed?
Yes. The threshold and the number of weeks are cells in the sheet, so the owner can set 50% for peak slots or flag classes after two weeks. The report can also highlight classes that hit capacity or keep a waitlist, which helps decide where to add a session.
Can the first report include past weeks?
Yes. The first run can pull several past weeks at once, so the owner sees trends from the start instead of waiting a term. Setup means connecting the booking software, mapping class names and teachers, and choosing the send time. Simple automations like this are usually live within days.