Booking a first class at a reformer pilates studio sends the new client a WhatsApp link to a health questionnaire and a liability waiver with e-signature. The signed PDF lands on the client profile, and any health flag shows on the instructor's class list.
Typical results
≈10 min
Front desk time saved per new client
≈3 hrs/wk
Studio time on paper forms and filing saved
Figures reflect typical results for this kind of automation.
The challenge
New clients fill in a paper health form and waiver at the front desk minutes before class. Some arrive late and skip it, forms pile up waiting to be scanned, and instructors rarely know that someone has a back injury or is pregnant before they start adjusting springs. A missing waiver also leaves the studio exposed if someone gets hurt.
Before and after
Waivers signed before the first class
+90%Minutes of paperwork per new client at the studio
−83%Classes started late because of paperwork per week
−83%The automation
When a first class is booked in the booking system, an automation in Make sends the client a WhatsApp link to a short health questionnaire and a liability waiver signed on the phone. The completed form is saved as a PDF on the client's profile. Any yes answer, such as a recent injury or a pregnancy, is added as a note on the instructor's class list. Clients who haven't signed by 6 PM the evening before get one reminder.
How it works
- 01
First class booked
A new client books a first class in the booking system, online or through reception.
- 02
Forms sent on WhatsApp
The client gets a WhatsApp link to a short health questionnaire and a liability waiver to sign on the phone.
- 03
Signed PDF saved
The completed questionnaire and signed waiver are saved as one PDF on the client's profile in the booking system.
- 04
Flags on the class list
Any yes answer, such as a recent injury or a pregnancy, appears as a short note beside the client on the instructor's class list.
- 05
One reminder
Clients who haven't signed by 6 PM the evening before class get one WhatsApp reminder with the same link.
Starts from
- First class booked
- New client details
Delivers
- Signed PDF on client profile
- Health note on class list
- Evening-before reminder
The impact
About 95% of new clients arrive with the waiver already signed, up from roughly half, and the front desk saves around 10 minutes per new client. Instructors see health notes before class starts, and every signed waiver sits on the client profile whenever it is needed.
Questions about this automation
What happens if a client still hasn't signed when they arrive?
The class list shows a clear not-signed mark beside the client, so reception or the instructor can open the same link on the studio tablet before class starts. The form takes about two minutes, and the signed PDF is saved to the client profile the same way.
Which answers show up on the instructor's class list?
The studio chooses which questions count as flags, such as injuries, surgery in the last year, pregnancy or high blood pressure. Only a short note appears on the class list, for example lower back injury, while the full answers stay in the PDF on the client profile.
Can the studio use its own waiver wording?
Yes. The studio supplies its own questionnaire and waiver text and can update either one at any time, so new clients always get the latest version. The setup also needs a booking system that stores documents on a client profile, a WhatsApp Business number and an e-signature form tool. Simple automations like this are usually live within days.