Personal trainer sign-up form

The first part of this form is a paragraph that's titled: !!! IMPORTANT CHANGES you need to make BEFORE running this workflow: This paragraph contains instructions on how to personalize the workflow for you and your company. If you intend to run the workflow, these changes can not be ignored.

The workflow starts when a new client fills in this form with their personal details, as well as their personal training schedule and preferences.

This is a 'published task' - anybody can view and complete this form, they do not have to be a logged-in user.

Notify gym

The gym administrator is notified about the new application for a personal trainer, and is instructed to move onto the next task.

Kotive creates the content of the email by pulling in the client's details from the first form.

Let's start by looking at how the email is typed up. There are lots of normal looking text words, but there are also lots of rectangular, shaded in, blocks of text. What's the difference?

Well, the normal text is just that: normal text. There's nothing special about it. But the blocks of text are actually information that is being pulled in from the first form. If you click on the text area of the email while in the webapp, you'll see that it changes and suddenly looks like a lot of code with lots of curly brackets { } and numbers. This code (also called dynamic field tags) is what tells these fields of text what they're going to end up saying. When this email gets sent to the gym administrator, it won't look like it does now, it will all be normal text, because the workflow will look at the previous form and put the information from that form into this email.

Review ~ select trainer

This form task has one condition:

Activate this task when...
'Role' IS 'Gym administrator'

This form task can only be viewed and completed by the gym administrator.
The gym administrator reviews the client's application, and assigns a personal trainer to them.

Notify trainer

The personal trainer is notified that they've been assigned to a new client. They're instructed to move onto the next task.

Trainer review (Date choice)

This form task has one condition:

Activate this task when...
'Email' IS '{user.email:{field.value:c01869ae5bdd4549a3eacf62b7c36ed9}}'

This form can only be viewed and completed by the personal trainer selected by the gym administrator in the 'Review ~ select trainer' form task. (The form is specifically only displayed if the person who is logged in has the same email address as the personal trainer who was chosen by the gym administrator.)
The personal trainer indicates which days and times they can train the client, and leaves notes about conflicts, other issues, etc.

Notify trainee

The client is notified about which trainer has been assigned to them, and which days and times have been selected for their training schedule.