Affiliate Disclosure: Some links on this page are affiliate links. If you sign up through them, we earn a small commission at no extra cost to you. We only recommend tools we'd use ourselves.
Learn more →
What is Zapier? (Plain-English Explanation)
Zapier connects apps that don't normally talk to each other. You create rules called "Zaps" that say: "When [this] happens in [App A], automatically do [this] in [App B]."
No coding required. You build Zaps by clicking through menus and selecting options, each one takes about 10–15 minutes to set up. Once it's running, you never touch it again.
Real example: When a client books a session through Calendly (App A), Zapier automatically sends them a welcome email from your Gmail (App B) with what to bring, what to eat beforehand, and your studio address. You set it up once. Every future booking gets that email instantly, even if you're in the middle of a session yourself.
1
Zap #1, New Client Welcome Email
⏱ Setup time: ~15 minutes | Runs: Every time a new client books their first session
First impressions matter in personal training. A professional, well-timed welcome email shows new clients they made the right choice, before they've even walked through the door. This Zap sends it automatically the moment someone books.
New Calendly Booking
→
Zapier Trigger
→
Send Gmail Welcome Email
→
Add to Mailchimp List
How to build it in Zapier:
- Trigger: "New Invitee" in Calendly
- Action 1: "Send Email" in Gmail (use the template below)
- Action 2: "Add/Update Subscriber" in Mailchimp, tag them "New Client"
- Test it by making a test booking in Calendly
Subject: Welcome to [Your Name] Personal Training, Your First Session Details
Hi [First Name],
Welcome aboard! I'm so excited to start working with you.
Here's everything you need to know before your first session:
📍 Location: [Your studio/gym address or Zoom link]
⏰ Session time: [Calendly will fill this in automatically]
🥗 Nutrition tip: Eat a light meal or snack 60–90 minutes before. Nothing heavy.
👟 What to wear: Comfortable workout clothes and athletic shoes
💧 Bring: A water bottle and a small towel
What to expect: We'll start with a quick movement assessment so I can understand your current fitness level, then jump into your first workout. Plan for about [X] minutes total.
If you have any questions before we meet, just reply to this email.
See you soon,
[Your Name]
[Your Phone Number]
💡 Pro Tip
Add a second action in Zapier that creates a Google Calendar event for yourself when a new client books. That way your schedule stays synced even if you use multiple booking systems.
2
Zap #2, 24-Hour Session Reminder
⏱ Setup time: ~20 minutes | Runs: 24 hours before every booked session
No-shows cost you money and throw off your entire day. A simple reminder sent 24 hours before a session cuts no-shows dramatically, but remembering to send them manually is its own job. This Zap handles it automatically for every single booking.
Session Scheduled (Calendly)
→
Zapier: Delay 24hrs Before
→
Send SMS or Email Reminder
How to build it in Zapier:
- Trigger: "New Invitee" in Calendly
- Action 1: "Delay Until", set to 24 hours before the event start time (Zapier's built-in delay tool handles this)
- Action 2: "Send Email" in Gmail (use the template below)
- Optional: Add a Twilio SMS action for text reminders (even higher open rates)
Subject: Reminder: Your session tomorrow at [Time], [Location/Link]
Hi [First Name],
Just a quick reminder that your training session is tomorrow:
📅 Date: [Tomorrow's date]
⏰ Time: [Session time]
📍 Location: [Studio address or Zoom link]
Quick reminders:
• Eat something light 60–90 minutes before
• Bring your water bottle and towel
• If you need to reschedule, use this link: [Calendly reschedule link]
See you tomorrow, let's make it count!
[Your Name]
💡 Pro Tip
Calendly's paid plan lets you send reminders natively. If you're on the free plan, use Zapier to fill that gap. Most trainers see a 35–40% reduction in no-shows within the first month.
3
Zap #3, Inactive Client Re-Engagement
⏱ Setup time: ~25 minutes | Runs: When a client tag changes in Mailchimp
Clients who go quiet aren't necessarily gone, they just need a nudge. This workflow uses Mailchimp tags to automatically reach out to clients who haven't booked in 3 weeks with a friendly check-in message that re-opens the door without feeling pushy.
Client Tag Added: "Inactive 3 Weeks"
→
Zapier Trigger
→
Send Re-Engagement Email
How to build it in Zapier:
- Set up a Mailchimp automation that adds the tag "Inactive 3 Weeks" to contacts who haven't opened or clicked in 21 days
- Trigger: "New Tag Added to Subscriber" in Mailchimp, filter for "Inactive 3 Weeks"
- Action: "Send Email" in Gmail (use the template below)
- Optional follow-up: If no reply in 5 days, add them to a "Special Offer" email sequence
Subject: Checking in, [First Name] 👋
Hey [First Name],
I noticed we haven't trained together in a few weeks and wanted to check in.
Life gets busy, I get it. But I also know that consistency is what gets results, and I don't want to see you lose the progress you've already made.
If you're ready to get back at it, here's my booking link: [Calendly link]
Or if something's come up, schedule, budget, life stuff, just reply and let me know. I'm flexible and happy to work something out.
No pressure either way. Just wanted you to know I'm here when you're ready.
[Your Name]
[Your Phone]
4
Zap #4, Post-Session Review Request
⏱ Setup time: ~15 minutes | Runs: 2 hours after a completed session
The best time to ask for a Google review is when a client is still riding the endorphin high from a great session. This Zap sends your review request automatically 2 hours after a session ends, while the good feeling is fresh.
Session Ends (Calendly)
→
Zapier: Delay 2 Hours
→
Send Review Request Email
How to build it in Zapier:
- Trigger: "Invitee Cancelled" event, actually, use "New Event" and calculate the session end time from the start time + duration
- Action 1: "Delay Until", set to event end time + 2 hours
- Action 2: "Send Email" in Gmail (use the template below)
- To get your Google review link: Search your business on Google → click "Write a review" → copy that URL
Subject: Great session today, [First Name], quick favor?
Hi [First Name],
Great work today! I loved seeing you push through [mention something specific if possible, but even generic works].
I have a quick favor to ask: if you have 60 seconds, would you mind leaving me a Google review? It helps other people find my training business and means the world to me.
Here's the direct link (it takes less than a minute):
👉 [YOUR GOOGLE REVIEW LINK]
Thank you so much, and I'll see you at our next session!
[Your Name]
💡 Pro Tip
Trainers who implement this Zap typically collect 8–15 new Google reviews in the first month. Reviews dramatically increase how often you appear in local searches like "personal trainer near me."
What trainers report after setting these up
40%Fewer No-Shows
3×More Google Reviews
8 hrsSaved Per Month
Based on results reported by personal trainers using Zapier + Calendly automations.
Common Questions
Do I need to pay for Zapier to use these workflows?
Zapier's free plan allows up to 100 tasks per month and 5 Zaps, enough to run all 4 of these workflows if you see 20–25 clients per month. If you train more clients, the Starter plan at $19.99/month covers up to 750 tasks. Most trainers find it pays for itself within the first week of avoided no-shows.
What if I don't use Calendly? Can I still use these Zaps?
Yes. Zapier connects with Acuity Scheduling, MindBody, HoneyBook, and most other booking systems. The exact trigger names will be slightly different, but the logic is identical.
See our booking tool comparison →
How long does the full setup take?
Plan for 90 minutes total if you're doing all 4 Zaps in one sitting. Most people do them one at a time, 15–25 minutes each. Zap #1 (welcome email) is the most valuable to start with since it affects every new client from day one.
