Automated Fitness Challenge Signups
WebRun drafts a challenge promo email in Mailchimp for staff approval, monitors a Google Sheet for new challenge signups, and posts a daily signup count to Slack so coaches see momentum in real time and can fill remaining spots before the challenge launch date.
How do I automatically promote a fitness challenge and track signups?
WebRun drafts a challenge promo email in Mailchimp for staff approval, reads your Google Sheets signup log each morning to count new entries and check remaining capacity, and posts a daily update to Slack. Staff send the promo only after reviewing it, while coaches watch signup momentum build in real time.
- Every challenge gets a staff-reviewed promo email before the signup window opens
- Coaches see a live signup count and remaining spots each morning in Slack
- Low-capacity alerts fire automatically so coaches can push a final promo before spots fill
Built for CrossFit gym owners · box coaches · gym marketing staff · functional fitness studio owners
What does WebRun do on every run?
The exact actions WebRun takes, in order - in plain language, so you can adjust anything.
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WebRun signs in and gets to work
Opens
mailchimp.comin a real browser with your saved login - no setup, no API keys. -
1
Mailchimp - draft challenge promo email
mailchimp.com
WebRun opens Mailchimp to draft challenge promo email. - Draft a challenge promo email in Mailchimp targeting your active member audience
- Include the challenge name, start date, cost if applicable, and a signup link
- Save the draft unsent so staff can review, adjust the offer, and schedule the send date
Done when A reviewed challenge promo draft exists in Mailchimp awaiting staff approval and scheduling.
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2
Google Sheets - log and check signups
google.com
WebRun opens Google Sheets to log and check signups. - Read the challenge signup Google Sheet to count new entries since the last run
- Capture each new signup's name and email for deduplication
- Check remaining capacity and flag if spots are fewer than ten
Done when Today's new signup count and remaining capacity are captured from the Google Sheet.
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3
Slack - post daily signup count
slack.com
WebRun opens Slack to post daily signup count. - Post a daily signup update to the coaching channel with total signups, new signups today, and remaining spots
- Flag a low-capacity alert if fewer than ten spots remain
- Include the promo draft status so coaches know when the email is approved and scheduled
Done when Coaching staff have today's challenge signup update and promo status in Slack.
How is each run configured?
Secure by default
Connect once, stays signed in
WebRun signs in once and keeps each session in a persistent environment, so every run picks up right where it left off.
Every action is checked against this policy before it runs.
Questions, answered
Will it send the promo email without staff reviewing it first?
No. WebRun saves the challenge promo as a Mailchimp draft and leaves it unscheduled. Staff review the copy, adjust the offer or date, and schedule the send themselves, so no promotional email goes out without approval.
How does it track signups if they come in through a form or link?
It reads from a Google Sheet that your signup form populates. As long as your form tool writes to that sheet, such as a Google Form, Typeform, or similar, WebRun picks up each new entry on the next morning run.
Can it handle multiple challenges running at the same time?
Yes. Each challenge needs its own Google Sheet tab and its own Mailchimp draft. You can run the workflow in parallel for each challenge by pointing it at the relevant sheet and audience segment.
Related templates
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