Gym Access Automation: Xplor Membership Lifecycle → ProdataKey Digital Credential Provisioning via 6 Zapier Workflows

Problem:

Rise Mind Body Fitness (RMBF) managed physical door access manually, when members signed waivers, purchased memberships or packages, cancelled, or let memberships expire, staff had to manually create, update, or revoke digital key credentials in ProdataKey (PDK), leading to security gaps where cancelled members still had building access and new members waited hours for their credentials.

Solution:

Built a suite of 6 coordinated Zapier workflows covering the full membership lifecycle. The Waiver Signed Zap (27 steps) catches a webhook on waiver completion, uses Code by Zapier to extract and format appointment times, delays until the activation window, then splits into Holder Found / Holder Not Found paths, each creating digital credentials, access groups, group rules, and assigning the holder, then delaying until the deactivation time to automatically find and delete the credential and group. The Orientation Cancelled Zap (5 steps) reverses this by finding the holder, locating the active credential, deleting it, and tagging the record via webhook. The Xplor Membership Purchase Zap (14 steps) triggers on a new membership in Xplor Studio, extracts start and expiry dates via Code by Zapier, delays until the membership start date, searches PDK for an existing holder, then branches, updating the existing holder or creating a new holder profile, before creating a digital key credential and assigning access. The Xplor Package Purchased Zap (25 steps) follows the same pattern but adds full group and access rule creation per package, with a built-in cleanup phase that delays until the package expiry date, then finds and deletes the credential and access group automatically. Two PDK Cleanup Zaps (7 steps each) handle membership expiry and cancellation events from Xplor, filtering records without email, finding the holder by email in PDK, validating the holder exists, then deleting the active credential and removing the holder from the access group.

Result:

RMBF's entire physical access lifecycle is now fully automated across 6 event types, from waiver signing through membership expiry, with time-aware credential activation and deactivation, eliminating manual PDK provisioning and closing security gaps for cancelled or expired members.