2 ready-to-build workflows

AI agent workflows for Fitness & wellness

Class & PT booking, no-show reminders, membership renewals and ad-lead nurture — for gyms, studios and spas.

Each recipe below is expressed only in VegaDūta's real workflow building blocks — Trigger, Agent, Knowledge, Condition, Approval, Output, Tool (MCP), Voice, Device, Loop, Code and Parallel — so it maps 1:1 to something you can assemble in the Workflow designer. Consequential actions always pass a human Approval step.

1. Class / PT booking with automatic waitlist and reminders

Members book classes and personal-training slots by DM and call; front desk juggles a paper waitlist, forgets to backfill cancellations, and no-shows leave paid slots empty.

Trigger: WhatsApp / Call (booking request)

How the workflow runs

  1. Trigger

    Member requests a slot. A WhatsApp or Call trigger captures the class or PT booking request.

  2. Agent

    Confirm class, coach & timing. An Agent node identifies the member, the desired class/coach and time, and confirms the details.

  3. Condition

    Full? go to the waitlist. A Condition node checks capacity: if the class is full it adds the member to the waitlist and auto-offers the spot when a cancellation frees it; otherwise it proceeds to book.

  4. Tool (MCP)

    Write to the booking system. A Tool (MCP) node records the booking (or waitlist position) in your class-booking / scheduling system — no first-party connector, MCP calls yours.

  5. Output

    Reminder to cut no-shows. An Output node sends a confirmation, then a day-of reminder on WhatsApp/SMS with one-tap confirm or cancel — a cancel instantly releases the slot to the next waitlisted member.

Channels & connectors

  • WhatsApp
  • Voice / Call
  • SMS
  • Tool (MCP → booking system)

Outcome

Classes book and backfill themselves, the waitlist works without the front desk, and reminders turn silent no-shows into freed-up slots.

Why it helps

Freed cancellations and timely reminders are what keep paid slots full — the manual waitlist skips exactly the backfills that a busy front desk never gets to.

Build spec

1 agent — 1 booking agent; the capacity/waitlist branch, the booking write and the reminders are workflow nodes.

System prompt (paste-ready)

You are a class and personal-training booking assistant for {{studio_name}}. Identify the member, the class or coach they want and the time, and confirm the details back before booking. Only offer classes, coaches and times the booking system returns as real — never invent a slot or a coach's availability. If the class is full, offer the waitlist and explain they'll be auto-offered the next cancellation. Do not give fitness, injury, diet or medical advice; if asked, suggest they speak to their coach or a professional.

MCP connectors

  • Class-booking / scheduling system — via a Tool (MCP) node (no first-party connector)
  • WhatsApp + SMS — via the messaging channels

Built-in tools

  • http_request (check live class capacity + coach availability)

Guardrails

  • Only books slots the scheduling system confirms as available — no invented classes, coaches or times
  • A cancel or no-show instantly releases the slot to the next waitlisted member; the booking write is idempotent so a repeated confirm never double-books
  • No fitness, injury, diet or medical advice — those are referred to a coach or a professional

Output & delivery

The agent confirms the request → the Condition node books directly or adds to the waitlist by live capacity → a Tool node records the booking/waitlist position in the scheduling system via MCP → an Output node sends the confirmation and a day-of reminder with one-tap confirm/cancel on WhatsApp/SMS.

2. Membership renewal, win-back and ad-lead nurture

Lapsing members drift away with no nudge, win-back is never done, and leads from Instagram/Google ads sit unanswered for hours — so the same acquisition spend keeps refilling a leaky bucket.

Trigger: Webhook (renewal-due run, and ad-lead form)

How the workflow runs

  1. Trigger

    Renewal run + new leads. A scheduled Webhook trigger evaluates memberships approaching expiry each morning, and a Webhook trigger also fires the instant an Instagram/Google lead form is submitted — ad platforms have no first-party connector, so leads arrive by Webhook.

  2. Loop

    Per member / lead. A Loop node iterates the due-and-lapsed list so each person gets a message tailored to how long they've been away.

  3. Agent

    Personalise the nudge. An Agent node writes a renewal reminder, a win-back offer for lapsed members, or a warm opener for a fresh lead — referencing their plan or the class they enquired about.

  4. Approval

    Manager approves discounts. An Approval node holds any win-back discount or fee waiver until a manager signs off — a pricing concession is a financial decision that stays with a person.

  5. Output

    Reach out + collect payment. An Output node sends the message on WhatsApp with a Razorpay UPI link, so approved renewals and joins can be paid in one tap.

Channels & connectors

  • Webhook
  • Loop
  • WhatsApp
  • Approval / HITL
  • Razorpay UPI

Outcome

Every lapsing member gets a timely, personal nudge, win-back offers stay under manager approval, and ad leads get a warm reply within seconds instead of hours.

Why it helps

Consistent, personal follow-up and instant lead response are the mechanism that plugs the leaky bucket — the manual process skips the members and leads that a busy team never gets around to, while pricing concessions stay human-approved.

Build spec

1 agent — 1 outreach agent per member/lead; the per-person Loop, the discount Approval and the pay-link send are workflow nodes.

System prompt (paste-ready)

You are a membership retention and lead-nurture assistant for {{studio_name}}. Depending on the record type, write a renewal reminder, a win-back note for a lapsed member, or a warm opener for a new ad lead — referencing their actual plan, last visit, or the class they enquired about. Only mention a discount, waiver or offer AFTER it has been approved at the approval step; never promise or invent pricing on your own. Keep it personal and respectful, honour opt-outs, and don't over-message someone who hasn't replied.

MCP connectors

  • Membership / CRM system — via a Tool (MCP) node (no first-party connector)
  • Razorpay UPI — pay-link for approved renewals/joins
  • Instagram/Google ad leads — inbound via Webhook

Built-in tools

  • knowledge_search (current plans + membership records)

Guardrails

  • No discount, fee waiver or pricing concession goes out until a manager signs off at the Approval node — the agent never invents an offer
  • Frequency cap + opt-out honoured per member/lead so nobody is over-messaged
  • Payment is collected only through the Razorpay UPI link on approved offers — the agent never handles card or account details itself

Output & delivery

A Loop node runs the agent per due/lapsed member and per new lead → the agent drafts a tailored message → any discount is held for the manager Approval node → an Output node sends it on WhatsApp with a Razorpay UPI link so approved renewals and joins pay in one tap.

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