Xponential Fitness Simplifies Franchise Employee Registration with Workato-Powered Automation

The Client Profile

How Xponential Fitness Used Workato and Docebo to Eliminate Manual Enrollment and Simplify Franchise Employee Onboarding

• Industry: Health, Wellness & Fitness / Franchising

• Use Case: Franchise Employee Registration & LMS Automation

• Headquarters: Irvine, California

Xponential Fitness is a global franchisor of boutique health and wellness brands, with a portfolio that includes Club Pilates, StretchLab, YogaSix, Pure Barre, BFT, and other fitness concepts.

Headquartered in Irvine, California, Xponential operates through a predominantly franchise-based business model, creating a highly distributed network of studio owners, operators, and employees - that model creates a unique learning challenge.

As franchisees hire new employees, those employees need to be registered within the company’s learning environment and associated with the correct franchise and work assignment before they can access the appropriate training.

Xponential Fitness needed a more scalable way to manage that process without creating unnecessary administrative work for franchise owners or employees.

The Challenge

Removing Friction From Franchise Employee Registration

Registering a new employee in the learning environment required more than simply creating a user account. Employees also needed to be connected to the correct franchise and work assignment within Docebo.

The existing process required employees to provide that organizational information themselves during registration. This created several challenges:

• Employees needed to know and correctly enter their franchise or work-assignment information.

• Incorrect information could create registration and assignment errors.

• Franchisees could be required to correct employee information after registration.

• Franchise owners frequently had to manually enroll employees into the appropriate learning environment.

• Repeating those administrative steps across a distributed franchise network created unnecessary onboarding overhead.

The problem became increasingly significant at scale. Every new employee could introduce another manual registration, another opportunity for incorrect information, and another administrative task for a franchise operator.

Xponential Fitness needed a way to remove those steps from the onboarding process.

The Solution

Using Workato to Automate Franchise Employee Registration

Quandary created a custom registration workflow using Docebo Connect, powered by Workato, to automate the process of registering franchise employees within the learning environment.

Workato served as the automation layer behind the workflow, applying the business logic necessary to connect employees with the correct franchise and work assignment.

Instead of asking employees to provide organizational information themselves, the automated process allowed franchisees to initiate registration with the necessary context already established. This fundamentally changed the onboarding workflow.

Eliminating Manual Franchise and Work Assignments

The automated registration process removed the need for employees to determine and enter their own franchise or work-assignment information.

Workato-powered workflow logic could use the information associated with the registration process to automatically assign the employee to the appropriate organizational structure within Docebo.

This helped eliminate one of the primary sources of friction in the original process. Employees no longer needed to understand the organizational structure behind the LMS just to gain access to training.

Automating Employee Enrollment

Previously, franchisees could be required to manually enroll employees after registration. The custom workflow automated that process.

Once the appropriate registration information was captured, Workato could orchestrate the actions required within Docebo, reducing the need for franchise owners to manually manage employee enrollment.

Instead of registration and enrollment functioning as separate administrative tasks, they could operate as part of a connected automated workflow.

Applying Business Logic at Franchise Scale

The value of Workato extended beyond moving information from one place to another. The automation could apply the business rules necessary to determine how an employee should be registered and associated within the learning environment.

That allowed Xponential Fitness to translate its franchise structure into repeatable automation. The same workflow could be applied consistently as new employees entered the organization, creating a process capable of scaling across a distributed franchise network.

Creating a Better Employee Onboarding Experience

Automation simplified the experience for the employee as well. New hires no longer needed to provide organizational information they might not know or understand.

Instead, the registration experience could focus on getting the employee into the learning environment and connected to the training they needed. Workato handled the process complexity behind the scenes.

The Results

Manual Franchise Enrollment Eliminated

The custom registration flow removed the need for franchisees to manually enroll employees as part of the standard registration process. Workato automated the repetitive steps required to move a new employee from registration into the appropriate learning environment.

Fewer Opportunities for Registration Errors

Removing employee-entered franchise and work-assignment information also eliminated a key opportunity for incorrect data. Rather than relying on new employees to understand and correctly select organizational information, the workflow could apply that information automatically.

Faster Path From Hire to Learning

Simplifying registration reduced the number of steps standing between a newly hired employee and their required learning.

Franchisees could initiate registration, Workato could automate the necessary assignment logic, and the employee could gain access to the appropriate learning environment without waiting for separate manual enrollment.

Reduced Administrative Burden for Franchisees

The solution shifted repetitive LMS administration away from franchise owners. Instead of spending time registering, assigning, correcting, and manually enrolling employees, franchisees could rely on an automated process designed around their existing business structure.

A Scalable Registration Model

Most importantly, Xponential Fitness gained a repeatable employee-registration process capable of scaling alongside its franchise network. As new employees joined franchise locations, the organization no longer needed to scale administrative effort at the same rate.

The Impact

Franchise businesses face a unique automation challenge. Employees may work for independently operated locations, but they still need consistent access to centralized systems, training, and organizational resources.

That complexity often gets pushed onto franchise owners or employees through forms, manual enrollment, and administrative work.

Xponential Fitness took a different approach by using Workato-powered automation within Docebo, Quandary transformed employee registration from a multi-step administrative process into a streamlined workflow.

• Automated franchise employee registration and enrollment

• **Eliminated **manual enrollment for the automated registration process to ZERO

• **Simplified **franchise and work-assignment handling for new employees

• Scalable onboarding automation across a distributed franchise network

Workato was the key automation layer that made the experience possible. Instead of forcing franchisees and employees to accommodate the technical requirements of the LMS, Workato applied the business logic behind the scenes—connecting registration information with Docebo and automatically triggering the appropriate actions**.**

The result was more than a better registration form.

It was a more scalable approach to employee onboarding—one that reduced administrative work, removed unnecessary employee friction, and allowed Xponential Fitness' learning environment to better support its franchise model.