Fitness Class Attendance Tracker: n8n + Google Sheets, Gmail & Discord

Turn fitness check-ins into automated member follow-up—with n8n, Google Sheets, Gmail, and Discord

This n8n workflow captures fitness class attendance via a webhook, matches members in Google Sheets, uses OpenAI to classify engagement and draft a short message, logs results back to Google Sheets, and sends automated alerts through Gmail and Discord—plus a weekly retention report.

What this workflow does

• Receives check-ins via webhook: Accepts a POST webhook event containing member_id, class_name, status, and optional notes.
• Validates and handles missing data: Normalizes the payload, rejects missing required fields, and immediately alerts the studio via Discord and Gmail for invalid entries.
• Matches members in Google Sheets: Looks up MemberRoster by member_id. If the member isn’t found, it alerts on Discord and emails the studio address via Gmail.
• AI engagement labeling & message drafting: Sends the matched member plus check-in context to an OpenAI-powered agent to label engagement (e.g., at_risk, new, engaged) and generate a short personalized message.
• Logs attendance: Appends check-in details, the engagement label, and the generated message to AttendanceLog in Google Sheets.
• Automated member communication: Emails the generated message to the member via Gmail and posts a Discord retention alert when the member is flagged for attention (for example, a no-show).
• Weekly retention digest: Every Monday morning, computes weekly attendance and churn-risk stats from Google Sheets, uses OpenAI to write a short digest, then emails it via Gmail and posts it to Discord.

Use cases

• Automate studio member check-in processing from an app or kiosk.
• Trigger AI-based outreach when members miss classes or show at-risk patterns.
• Generate a weekly churn-risk report for studio operations without manual reporting.

Technical details

• n8n nodes/tools: webhook, if, set, code, Gmail, Discord
• Data storage: Google Sheets tabs MemberRoster and AttendanceLog
• AI component: OpenAI agent for engagement classification and short message/digest generation