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Zapier case study

Course registrations that open the right community spaces, for new and existing members alike

Built white-label inside an Australian digital agency's Zapier workspace, for a business that teaches integrative fertility and women's-health courses to health practitioners. Its Zaps turn a course registration into Mailchimp tags, an invitation to the online community and access to the right cohort spaces, with new and existing community members handled differently and bundle purchases unlocking a second course. An earlier set enrolled buyers in a course platform and its live sessions.

An education business teaching fertility and women's-health courses to practitionersClinician educationBuilt 2025–202614 Zaps for this client, in a 27-Zap agency workspace
Zaps for this client, 6 switched on
14
steps in the main registration Zap
15
minutes' delay so the welcome email lands before the invitation
5

The business

This work was delivered white-label, inside the Zapier workspace of an Australian digital agency that builds and runs WordPress and Gravity Forms sites for its clients. The agency is not named, and neither is its client. Each client has its own folder in the workspace; this page covers one of them, and the agency's other clients are written up on their own pages.

The client teaches health practitioners: certification courses and shorter programs in integrative fertility and women's health, run in cohorts with live sessions. Registrations come through Gravity Forms on its website, or, when they are invoiced or offline, through a spreadsheet. Mailchimp sends the emails, and the courses now live in a Circle community with spaces for each course and cohort.

The stack moved under the automation. Earlier cohorts were enrolled in Teachable with their live sessions in Zoom Events; newer courses run in Circle. Both generations are described here, and the Zaps for past cohorts say they are off.

Audited 21 Oct 2026. The agency's workspace holds 27 Zaps for several clients; the audit lists 14 in this client's folder, 6 of them on. Pro plan (annual), 750 tasks a month, resetting on the 22nd; this period's 750 plan tasks and 100 pay-per-task tasks are used up. Autoreplay off. Tasks are shown for the current period so far (22 Sep – 21 Oct) and the previous one (22 Aug – 22 Sep). Runs and errors are from Zap history for 22 Sep – 21 Oct.

What we built

01

Registration to community access

Registrations land in Mailchimp first, then in the community and the right cohort spaces, with separate handling for people who are already members and for audiences that must be kept apart.

  • Instant15 steps

    Course registration: new or existing community member

    • Gravity Forms
    • Mailchimp
    • Circle
    • Paths
    • Filter
    • Delay
    Trigger
    Gravity Forms – Form Submission on a course registration form
    What it does
    The registrant is added to or updated in Mailchimp with practitioner, course and cohort tags and a start-date merge field, then looked up in Circle. Someone new to the community is tagged as a community member in Mailchimp and, five minutes later, invited to Circle and added to the course's cohort space. Someone already in the community is added to the course space directly. On both paths, a filter on the payment type adds clinician-bundle buyers to the second course's space as well.
    The tricky part
    New-versus-existing branching on a community lookup, bundle detection from the payment type, and a deliberate five-minute delay so the Mailchimp welcome email arrives before the community invitation.
    Error handling
    None. Autoreplay is off.
    Usage
    8 tasks (22 Sep – 21 Oct), 5 (22 Aug – 22 Sep). 2 runs, 0 errors (22 Sep – 21 Oct).
    Status
    On, version 7 plus an unpublished draft, last edited 28 Aug 2026
  • 5 steps

    Another course: invitation, cohort space and bundle

    • Gravity Forms
    • Circle
    • Filter
    Trigger
    Gravity Forms – Form Submission on the course's registration form
    What it does
    The registrant is invited to Circle and added to the course's cohort space, and bundle buyers are added to the second course's space too.
    The tricky part
    The same bundle unlock, without the new-versus-existing branch.
    Error handling
    None.
    Usage
    0 (no runs in 60 days).
    Status
    On, version 6, last edited 27 Jul 2026
  • 5 steps

    Program members kept out of the practitioner areas

    • Gravity Forms
    • Circle
    Trigger
    Gravity Forms – Form Submission on the program's registration form
    What it does
    The registrant is invited to the community, removed from the default access group and from the all-students access group, and added to the program's cohort space.
    The tricky part
    Two audiences kept apart inside one community with access groups, so members of this program do not see the practitioner-student areas.
    Error handling
    None.
    Usage
    0 tasks (22 Sep – 21 Oct), 2 (22 Aug – 22 Sep).
    Status
    On, version 14 plus a draft, last edited 30 Aug 2026
  • about 21 steps

    Spreadsheet enrolment for invoiced and offline registrations

    • Google Sheets
    • Formatter
    • Circle
    • Paths
    Trigger
    Google Sheets – New or Updated Row on the course-student sheet
    What it does
    The student's name is split, they are invited to Circle with the announcements space, and Paths on the course code add them to the spaces of each of several certification programs.
    The tricky part
    Enrolment for registrations that never touch the website, with one path per course code.
    Error handling
    None.
    Usage
    0.
    Status
    Off, version 4 plus a draft, last edited 18 Mar 2026
02

The earlier stack: course platform and live sessions

One Zap per certification cohort enrolled the buyer in Teachable and registered them for the cohort's live sessions, and live sessions were copied into the community's calendar.

  • 2–3 steps8 Zaps

    Cohort enrolment in the course platform and its live sessions

    • Gravity Forms
    • Teachable
    • Zoom Events
    • Demio
    Trigger
    Gravity Forms – Form Submission on each cohort's registration form
    What it does
    The buyer is enrolled in the cohort's Teachable course and registered for its live-session series in Zoom Events; one Zap also uses Demio. Three of the eight enrol alumni into a Q&A course.
    The tricky part
    One Zap per cohort, so each cohort's course and session series is fixed in its own Zap. This is the stack before the move to Circle.
    Error handling
    None.
    Usage
    0.
    Status
    The 5 for past cohorts are off; the 3 alumni Q&A Zaps are on, version 1, last edited Oct 2025
  • 2–3 steps2 Zaps

    Live sessions copied into the community calendar

    • Zoom Events
    • Google Sheets
    • Formatter
    • Circle
    Trigger
    Zoom Events – New Session; the backfill copy reads the session list from Google Sheets
    What it does
    Each new live session becomes an event in the community's office-hours space. The backfill copy formats the dates of existing sessions from a sheet first.
    The tricky part
    A live version and a backfill version of the same sync, so earlier sessions and new ones end up in one calendar.
    Error handling
    None.
    Usage
    0.
    Status
    Both off (version 1 plus a draft, and version 4)

Data handling

The courses concern fertility and women's health. The Zaps move registration details (names, emails, course, cohort and payment type) between tools; the audit viewed step configuration only, no registration, payment or run data was opened, and nothing about any registrant appears on this page.

What the counters show

  • 2 runs from 22 Sep to 21 Oct 2026, both of the main registration Zap, with no errors. No other Zap for this client ran in that window.

  • 8 tasks in the current period so far and 7 in the previous one.

  • What the folder shows is a move between stacks: eight per-cohort Zaps on Teachable and Zoom Events, of which the three alumni Q&A Zaps are still on, and four Zaps on Circle that handle new and existing members, bundles and separate audiences.

What we would change

  • Autoreplay is off and no Zap has an error path, so a failed Circle invitation or space assignment leaves a paid registrant without access until someone notices. We would alert on the Circle steps and switch autoreplay on.

  • The second course's Zap invites every registrant, member or not, where the main Zap looks them up first. We would give every course the same lookup, ideally in one Zap with a table of courses and spaces.

  • The main Zap and the program Zap carry drafts beside their live versions, and the program Zap is on version 14. We would publish or discard the drafts, so the live logic is the only version anyone reads.

  • The five past-cohort Zaps and the two session syncs are off but still in the folder. We would archive them, so the folder shows only what runs.

Every Zap the audit lists for this client is described: the eight per-cohort enrolment Zaps are grouped into one entry because they share one design, and the two session syncs into another.

Built with

  • Zapier
  • Gravity Forms
  • Circle
  • Mailchimp
  • Teachable
  • Zoom Events
  • Demio
  • Google Sheets
  • Paths
Next Zapier accountA test licence bought through Stripe becomes a ready FlexiQuiz account, over raw API callsA consulting and training firm selling online skills-test licences

Page copy drafted with AI assistance. Skofi is accountable for it. Editorial policy

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