How M Spa Boise Automated 60 Days of Class Prep So the Owner Could Stop Chasing Her Own Team
A fully automated class operations system that watches the calendar, tasks the right staff member at the right time, generates AI-powered content ideas, and keeps Marti informed without her lifting a finger.
The Bottleneck
Marti Was Running the Class and Managing Everyone Preparing for It
M Spa Boise runs professional beauty and wellness training classes year-round. Each class has a full lead-up process: social media content needs to go out at the right windows, supplies need to be ordered and checked, models need to be confirmed, and kits need to be assembled before anyone walks in the door.
All of that coordination was falling on Marti manually. She was the one remembering to ping her social media coordinator about a post, following up with her operations coordinator on supplies, and tracking whether tasks were actually done. With multiple classes in the pipeline at different lead times, it was a constant mental load with no system behind it.
She didn't need more help running the classes. She needed the prep work to run itself. That meant building a system that knew what needed to happen, who needed to do it, and when — without her having to be the one keeping track.
Our Solution
A System That Runs the Prep So Marti Runs the Class
We built a fully automated class operations system connected to Marti's Acuity calendar. Every morning it checks what classes are coming up and fires the right message to the right person automatically — at 60, 30, 14, 7, 3, and 1 day out, plus the morning of.
Calendar-Triggered Automation
The system pulls live class data from Acuity every morning. When a class hits a trigger window (60, 30, 14, 7, 3, or 1 day out), the right tasks fire automatically — no manual input from Marti.
AI-Generated Content Ideas
Every task DM to the social media coordinator includes fresh content ideas generated by Claude Haiku, tailored to the specific class and the content strategy for that time window — from early awareness posts to last-chance urgency content.
Role-Based Staff Tasking
The social media coordinator gets content tasks. The operations coordinator gets ops tasks (supplies, model confirmations, kit assembly). Each person only sees what's relevant to their role, with a simple "reply done" confirmation system built in.
Live Task Tracking
A dedicated #task-tracker Slack channel shows every pending and completed task across all upcoming classes in real time. When staff marks something done, the tracker updates and Marti gets a personal DM confirming it.
The entire system runs in the cloud with no server to manage and no manual trigger required. If a new class is added to Acuity, it gets picked up automatically on the next morning run. Marti stays informed at every step without being the one chasing everyone down.
Tired of being your own operations manager?
If you're spending time coordinating instead of doing the work you're actually good at, let's talk.
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