How to build a session decision workflow for in-person trainings with Glide

Stop juggling chats and spreadsheets for every workout

Trainers, coaches and workshop organizers know the questions: Have enough people signed up? Does the weather last? Do we have to cancel or change location? Manual lists and group chats turn simple decisions into daily headaches.

With an individual Glide app, you automate thresholds, alerts and status updates and only get the trainer (s) on board when a final decision is necessary. upshot: less last-minute stress, clear communication and 4-5 hours less admin effort per week.

Why an individual decision workflow?

Many providers spend more time coordinating than coaching. At the Padel Academy of Padelbase In Austria, registrations and weather checks used to be carried out via WhatsApp and Excel. Sessions were canceled too late or not at all, players received information too late, decisions disappeared in the chat process.

With Glide, they now have:

• Real time tracking of registrations
• Automatic marking subbooked sessions
• Pending weather alerts when needed
• Routing the final decision to the trainer
• Instant notifications to players and coordination

The result: clear, documented decisions — and 4-5 hours less per week manual coordination.

How to adjust your decision workflow (Action Steps)

If you want to scope the solution, go through these steps:

1. Map registration flow
   • Record where participants register (website form, in-app, external link)
   • Define the registration deadline from which a session is fixed or closed
2. Define capacity rules
   • Set the minimum number of participants
   • Schedule a time for the automatic check (e.g. 24 hours before the start)
3. Configuring flexible triggers
   • Set conditions for “weather pending” (e.g. forecast thresholds)
   • Add further triggers, such as a change of location or trainer:in availability
4. Take a human-in-the-loop step
   • Determine the responsible decision-making role (trainer, coordination, management)
   • Set decision options (confirm, cancel, wait)
5. Set up notification logic
   • Create alerts per stakeholder group (participants, trainers, admins)
   • Select channels (email, SMS)
6. Design status views
   • Show how each decision appears in the session list
   • Create dashboards for coordinators to see session health at a glance

When these steps are complete, your app reflects real processes — and only includes human judgment when it really counts.

What the app does

Once live, your Glide app does:

• Automatic cancellation subbooked sessions
• Blocking loginsas soon as deadlines are reached
• Weather pending notifications according to your criteria
• Decision prompts with a tip to the right person
• Instant status broadcasts to all parties involved

No more fragmented chats. No missed updates. A clear, calm process that grows with you.

How do you get to your app?

You can use our steps and use the app yourself in Glide build, or our team scoped, customize and launch them for you in just a few days.

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