Case Study
Booking-to-Lifecycle Marketing Automation
Closing the gap between a no-API booking platform and a fully automated Klaviyo onboarding journey
Project Overview
When a customer pays for a course, this workflow captures the booking, records it, and kicks off the right marketing journey — automatically. Because the booking platform has no API, the automation reads its confirmation emails as the data source, parses each one into structured fields, and drives both the CRM record and the Klaviyo lifecycle flows from there.
The Challenge
Problem: Booking data was trapped inside a third-party platform with no API. Staff manually re-keyed each confirmation into a sheet, tagged customers in Klaviyo, and scheduled welcome emails by hand — slow, error-prone, and easy to forget, which meant missed onboarding and lost engagement.
How it works
With no API available, the confirmation email is treated as the integration point — parsed into structured data that drives the CRM and Klaviyo flows.
Technical Implementation
Email-as-API Integration
The course-booking platform offers no public API, so its payment-confirmation emails become the data source. A Gmail trigger catches each receipt and JavaScript parses it into clean, structured fields — name, level, course — turning a closed system into a reliable data feed.
Single Source of Truth in Sheets
Every parsed booking is written as a row to a master Google Sheet, giving the team an always-current, auditable record of who booked what without any manual data entry.
Event-Driven Klaviyo Metrics
A custom-authenticated call pushes a course_registration event to Klaviyo, so each customer is segmented and tracked the moment they pay — no nightly export, no manual tagging.
Staged Welcome Sequences
A switch routes each customer into the correct level-based welcome flow and schedules reminders by how many weeks remain until their course starts, then grants community access — a complete onboarding journey, fully automated.
Key Features
- Watches the inbox for booking-confirmation emails
- Parses customer, course, and level from each receipt
- Writes a clean row to the master Google Sheet
- Sends a registration event to Klaviyo
- Enrolls the customer in the right welcome sequence
- Stages reminders by weeks-until-start
- Grants community access automatically
Interested in similar automation?
Let's discuss how I can help automate your marketing workflows and analytics reporting.
Impact
Technologies Used
Business Value
- Every booking tracked instantly and accurately
- No customer misses their onboarding sequence
- Clean segmentation for targeted campaigns
- Revenue protected through timely lifecycle comms