Case study
Automated class-staffing emails
The booking calendar is checked automatically four days a week — the team gets one clear email listing exactly which classes need a helper
Project overview
Keeping classes staffed meant someone opening the booking calendar every day, scanning each class for open helper spots, and writing an email to the team — small work, but it had to happen every single day or classes ran short-handed. We built a scheduled workflow that signs into the booking platform, reads the live class balance, filters out the classes that still need a helper, and sends the team one tidy email grouped by day: time, venue, and level for every open spot. The requests now go out four days a week without anyone touching the calendar.
The challenge
Problem: The booking platform showed which classes needed helpers, but only if someone remembered to look. Daily manual checks were easy to skip on busy days — and a skipped check meant an understaffed class.
How it works
A scheduled job reads a no-API booking platform through an authenticated headless browser and turns the class balance into one clear staffing email.
Technical implementation
Authenticated Headless Capture
The booking platform has no API, so a Browserless headless browser signs in with session credentials and captures the live class-balance page — the same view a person would check by hand.
HTML Parsing & Normalisation
A code step parses the captured page into structured data: class time, venue, and level — normalised so the same class always reads the same way in the email.
Needs-Only Filtering
Only classes with an open helper spot make it into the email. Fully staffed days produce a shorter message, never noise about classes that are already covered.
Readable Email Generation
The workflow builds a clean HTML email grouped by date, so the team can scan the week's open spots in seconds and claim one directly.
Key features
- Runs automatically Monday to Thursday at noon
- Signs into the booking platform without an API
- Reads the live class balance for the week
- Extracts time, venue, and level per class
- Includes only classes that still need a helper
- Sends one clear, per-day email to the team list
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Impact
Technologies used
Business value
- No class runs short-handed because a check was skipped
- The daily calendar chore disappears entirely
- The team sees only what actually needs action
- Consistent, on-time requests build a reliable helper routine