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Zapier case study

Checkout purchases that enrol, time-box and offboard coaching clients across a platform migration

An online nutrition-coaching business for women sells memberships, a time-limited challenge, a group program and one-to-one coaching. Its Zaps were built to enrol buyers in the coaching app's programs, end challenge access after a delay, offboard cancellations and feed six lead tools into email sequences, first from one checkout and course platform and then from Shopify. The account has since dropped to Zapier's Free plan, and every multi-step Zap is disabled.

An online women's-health nutrition coaching businessHealth and nutrition coachingBuilt 2024–202629 Zaps in the account
Zaps in the account
29
lead-capture tools wired to email sequences
6
checkouts the lifecycle was built on, one after the other
2

The business

The business coaches women through a hormonal-health condition with nutrition programs: a monthly membership, a three-week challenge, a group program and one-to-one coaching. Clients use a coaching app (Everfit) for their program and onboarding, and a meal-planning app for recipes.

Its stack changed underneath the automation. Sales first ran through SamCart and Stripe with Kajabi for courses, email and tags; later through a Shopify store. Each move meant rebuilding the same lifecycle, purchase to enrolment to offboarding, against a new trigger.

This page describes the Zaps as built. None has run in the last 60 days, so there are no usage figures for any of them.

Audited 21 Oct 2026. 29 Zaps. The plan is Free: a Pro trial has expired and Zapier has disabled the multi-step Zaps. Only 2 Zaps are on, both two-step Slack alerts. No Zap has run in the last 60 days and this period's usage is 0 of 100 tasks, so every figure below is 0. Earlier history is not available on this plan.

What we built

01

Checkout to coaching app (Shopify)

Four Zaps that put a Shopify buyer on the right program in the coaching app, end a challenge when it is over, and archive a cancelled member.

  • Instant8 steps

    Challenge purchase: enrol new or returning clients

    • Shopify
    • Filter
    • Everfit
    Trigger
    Shopify – New Paid Order, filtered to the challenge product
    What it does
    The buyer is looked up in the coaching app by email. If they are already a client, they are assigned to the challenge's program and onboarding flow; if the lookup fails, they are invited as a new client first and then assigned.
    The tricky part
    Zapier's step-level error handler used as a branch: a failed find-client lookup sends the run down a create-and-enrol path instead of stopping, which avoids duplicate clients.
    Error handling
    That custom error path.
    Usage
    0 (no runs in 60 days).
    Status
    Off (disabled by the plan), version 5, last edited 21 Mar 2026
  • Instant9 steps

    Time-boxed challenge access

    • Shopify
    • Filter
    • Everfit
    • Delay
    Trigger
    Shopify – New Paid Order, filtered to the three-week challenge
    What it does
    The buyer is invited to the app, assigned to the program and the onboarding flow, and then, after a delay of some days inside the same Zap, unassigned from the program.
    The tricky part
    Time-boxed access done with a multi-day Delay inside the Zap, so there is no separate expiry job to maintain.
    Error handling
    Guard filters, including one that requires a customer email.
    Usage
    0.
    Status
    Off (disabled by the plan), version 4 plus a draft, last edited 21 Dec 2025
  • Instant5 steps

    Membership purchase: invite and assign

    • Shopify
    • Filter
    • Everfit
    Trigger
    Shopify – New Paid Order, filtered to the membership product
    What it does
    New monthly members are invited to the coaching app and put on the membership program.
    The tricky part
    The invite, the ID lookup and the assignment are chained, because the app needs its own internal client ID to assign a program.
    Error handling
    None beyond the product filter.
    Usage
    0.
    Status
    Off, version 3 plus a draft, last edited 21 Mar 2026
  • Instant4 steps

    Membership cancellation: archive the client

    • Shopify
    • Filter
    • Everfit
    Trigger
    Shopify – New Cancelled Order, filtered to the membership product
    What it does
    A cancelled member is found in the coaching app and archived, so their access ends automatically.
    The tricky part
    The same ID-lookup pattern, used for offboarding.
    Error handling
    None beyond the product filter.
    Usage
    0.
    Status
    Off, version 1, last edited 21 Mar 2026
02

The same lifecycle on the course platform

The earlier version, driven by course-platform tags: app enrolment, app offboarding and meal-planner access.

  • 5 steps2 Zaps

    Course-platform purchase: enrol in the coaching app

    • Kajabi
    • Everfit
    Trigger
    Kajabi – Tag Added, the current-member tag; a copy uses Kajabi – New Purchase
    What it does
    The client is invited to the coaching app, their ID is looked up, and they are assigned to the program and the onboarding flow.
    The tricky part
    The course-platform version of the membership onboarding, before the move to Shopify.
    Error handling
    None.
    Usage
    0.
    Status
    Off, version 5 plus a draft (the copy is version 1), last edited 14 Jan 2026
  • 3 steps

    Course-platform cancellation: remove from the app

    • Kajabi
    • Everfit
    Trigger
    Kajabi – Tag Added, the past-member tag
    What it does
    A past-member tag finds the client in the coaching app and archives them.
    The tricky part
    Offboarding driven by a tag rather than a payment event.
    Error handling
    None.
    Usage
    0.
    Status
    Off, version 1, last edited 14 Jan 2026
  • 2 each steps2 Zaps

    Meal-planner access follows membership

    • Kajabi
    • Member Kitchens
    Trigger
    Kajabi – Tag Added: the membership tag in one Zap, the past-membership tag in the other
    What it does
    The membership tag activates the client in the meal-planning app; the past-membership tag deletes them.
    The tricky part
    Membership status on the course platform controls access to a second app.
    Error handling
    None.
    Usage
    0.
    Status
    Both off, versions 2 and 1, last edited 10 Oct 2025
03

Sales, cancellations and team notices

Course access and a welcome sequence on purchase, an offboarding task on cancellation, and wins posted to the team's Slack.

  • Instant4 steps

    Program purchase: course access, welcome sequence and a Slack cheer

    • SamCart
    • Kajabi
    • Slack
    Trigger
    SamCart – New Order, filtered to the program product
    What it does
    A purchase grants access to the course offer, enrols the buyer in the welcome email sequence and posts a celebration to the team's new-clients channel.
    The tricky part
    A course-platform form submission used as the hook into an email sequence. Variants exist for a second product and for Stripe as the checkout.
    Error handling
    None.
    Usage
    0.
    Status
    Off, version 6 plus a draft (the variants are version 1), last edited 24 Jun 2025
  • Instant3 steps

    Membership cancellation: tag and an offboarding task

    • SamCart
    • Kajabi
    • ClickUp
    Trigger
    SamCart – New Subscription Cancellation
    What it does
    A cancellation submits the course platform's cancellation form, which tags the contact, and creates a task in the team's delivery list asking for the member to be removed, assigned to a team member.
    The tricky part
    Email tagging and a human task from one event, so the parts that cannot be automated still get done.
    Error handling
    None.
    Usage
    0.
    Status
    Off, version 2, last edited 24 Jun 2025
  • 2 steps

    New membership posted to Slack

    • SamCart
    • Slack
    Trigger
    SamCart – New Order, the membership product
    What it does
    Each new membership is posted to the new-clients channel.
    The tricky part
    A simple notifier, kept on.
    Error handling
    None.
    Usage
    0 (no runs in 60 days).
    Status
    On, version 1, last edited 10 Dec 2024
  • Polling2 steps

    New Google review shared as a client win

    • Google Business Profile
    • Slack
    Trigger
    Google Business Profile – New Review
    What it does
    Every new Google review is posted to the team's client-wins channel with the reviewer's name and comment.
    The tricky part
    A simple notifier, kept on.
    Error handling
    None.
    Usage
    0 (no runs in 60 days).
    Status
    On, version 1, last edited 10 Dec 2024
04

Lead capture into email sequences

Two-step Zaps that send leads from six capture tools into the course platform's opt-in forms, each starting the matching email sequence.

  • 2 each steps

    Six lead sources into opt-in forms

    • Leadpages
    • Sumo (BDOW)
    • Instapage
    • Facebook Lead Ads
    • Acuity Scheduling
    • SamCart
    • Kajabi
    Trigger
    A new submission in each tool: landing-page forms, a website pop-up, a lead ad, a new appointment, and a checkout prospect
    What it does
    Each lead is submitted to a course-platform opt-in form, which starts the right sequence: recipe and blood-testing lead magnets, new one-to-one clients tagged from booked appointments, and an abandoned-cart sequence from checkout prospects.
    The tricky part
    Using the course platform's own forms as the entry point, so every sequence is started the same way whatever the source.
    Error handling
    None.
    Usage
    0.
    Status
    All off

Data handling

The business works with women's health, and some of its lead magnets concern health testing. This page describes how the Zaps are built and nothing about who went through them: no customer, order or health information was copied from the account, and none appears here.

What the counters show

  • No Zap in the account has run in the last 60 days, so there are no run, task or error counters to report, and earlier history is not available on the Free plan.

  • What the account does show is the build: the same purchase-to-enrolment-to-offboarding lifecycle implemented twice, once on the course platform's tags and once on Shopify orders, with leads from six capture tools wired to email sequences.

What we would change

  • Everything multi-step is off because the account is on the Free plan. Turning the onboarding back on needs a paid plan; until then, purchases do not reach the coaching app automatically.

  • In the challenge Zap, any failure of the client lookup takes the new-client path, not only 'client not found'. We would check the error before inviting, so an app outage cannot produce a second invitation.

  • Two different Zaps, the membership purchase and the membership cancellation, share one name, and several duplicate and untitled Zaps sit beside them. We would rename and clear them before switching anything back on.

Eight Zaps are not described: six untitled or unconfigured Zaps with no events set, an unpublished copy of the membership Zap, and an unpublished prototype that unassigned clients on updated Shopify orders.

Built with

  • Zapier
  • Shopify
  • SamCart
  • Stripe
  • Kajabi
  • Everfit
  • Member Kitchens
  • Slack
  • ClickUp
  • Acuity Scheduling
  • Leadpages
  • Instapage
Next Zapier accountCourse registrations as associated HubSpot deals, LMS seats from a list, and a geocoded member directoryAn Australian assistive-technology industry association

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

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