Case study
Booking-to-lifecycle marketing automation
Closing the gap between a no-API booking platform and a fully automated Klaviyo onboarding journey
Project overview
Our client sells courses through a booking platform with no API, so every new booking meant manual data entry and hand-scheduled welcome emails. We built a workflow that treats the platform's confirmation emails as the data source: it parses each one into structured fields, updates the CRM record, and enrols the customer in the right Klaviyo welcome flow — automatically, the moment they pay. Around seven hours of manual entry disappear each month, and no customer misses their onboarding.
The challenge
Problem: Booking data was trapped inside a third-party platform with no API. Staff manually re-keyed each confirmation into a sheet, tagged customers in Klaviyo, and scheduled welcome emails by hand — slow, error-prone, and easy to forget, which meant missed onboarding and lost engagement.
How it works
With no API available, the confirmation email is treated as the integration point — parsed into structured data that drives the CRM and Klaviyo flows.
Technical implementation
Email-as-API integration
The course-booking platform offers no public API, so its payment-confirmation emails become the data source. A Gmail trigger catches each receipt and JavaScript parses it into clean, structured fields — name, level, course — turning a closed system into a reliable data feed.
Single source of truth in Sheets
Every parsed booking is written as a row to a master Google Sheet, giving the team an always-current, auditable record of who booked what without any manual data entry.
Event-driven Klaviyo metrics
A custom-authenticated call pushes a course_registration event to Klaviyo, so each customer is segmented and tracked the moment they pay — no nightly export, no manual tagging.
Staged welcome sequences
A switch routes each customer into the correct level-based welcome flow and schedules reminders by how many weeks remain until their course starts, then grants community access — a complete onboarding journey, fully automated.
Key features
- Watches the inbox for booking-confirmation emails
- Parses customer, course, and level from each receipt
- Writes a clean row to the master Google Sheet
- Sends a registration event to Klaviyo
- Enrolls the customer in the right welcome sequence
- Stages reminders by weeks-until-start
- Grants community access automatically
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Impact
Technologies used
Business value
- Every booking tracked instantly and accurately
- No customer misses their onboarding sequence
- Clean segmentation for targeted campaigns
- Revenue protected through timely lifecycle comms