Hello,
My name is Luke Rosencrans and I operate Chain Reaction Motorcycle School.
I am looking to work with an experienced AI automation specialist or small team to build a comprehensive AI-driven operations system that can automate a large portion of my business workflow, including communication with customers, scheduling, payments, enrollment tracking, and administrative tasks across multiple platforms.
The goal is to create a centralized system that acts like a digital front office and significantly reduce the amount of manual administrative work currently required to operate the business.
I already have many message templates created that can be used to communicate with students, including templates for:
• scheduling confirmations
• follow-ups
• payment reminders
• enrollment instructions
• class preparation instructions
• frequently asked questions
• links directing students to the correct signup pages on the website
These templates and signup links can be incorporated into the automation workflows to speed up implementation and ensure consistent communication.
Below is a detailed overview of the business processes, platforms involved, and system functionality I am looking to build.
BUSINESS OVERVIEW
Chain Reaction Motorcycle School offers several different types of motorcycle training classes. Some classes are MSF (Motorcycle Safety Foundation) certified courses, and others are private or specialty classes that are scheduled individually based on instructor availability.
The system should function like an AI operations assistant that can:
• Answer phone calls
• Respond to SMS/text messages
• Respond to emails
• Answer frequently asked questions
• Help customers choose the right class
• Schedule students into classes
• Track payments and ensure they are completed
• Verify enrollment on external systems
• Automatically send required online coursework when allowed
• Manage instructor availability and scheduling logistics
WEBSITE
https://www.chainreactionmotorcycleschool.com/
Students visit the site to:
• View available classes
• Submit forms with preferred dates
• Pay for classes
• Learn about the training programs
The automation system should integrate with Wix forms and website data.
CLASS TYPES
There are two major categories of classes offered.
- MSF CLASSES
These classes have fixed dates and are not scheduled individually.
BRC1 (Basic RiderCourse 1)
• Two-day class
• Runs from 7:45 AM to 4:30 PM both days
BRC2 (Basic RiderCourse 2)
• One-day class
• Runs from 7:45 AM to 5:30 PM
For these courses, students choose from pre-posted class dates and enroll directly.
The AI system should:
• Direct students to available dates
• Provide enrollment links
• Answer questions about the classes
• Track enrollment confirmations
• Ensure students complete required steps
Additionally, after a student enrolls in MSF, they must receive the MSF online eCourse.
The eCourse can only be sent when the class date is within 30 days.
The system must:
• Track class date timing
• Determine when student is within 30-day window
• Log into MSF RES system
• Send eCourse automatically
- PRIVATE / NON-MSF CLASSES
These classes are scheduled individually.
They can only be offered on weekdays and must align with ridercoach availability.
Class types include:
Learn to Ride
3 hours
Preferred time: 2 PM – 5 PM
Alternate time: 9 AM – 12 PM
Refresher
5 hours
8 AM – 1 PM only
Real World Riding
5 hours
8 AM – 1 PM only
Street Advanced Track Session
5 hours
8 AM – 1 PM only
Race Advanced Track Session
5 hours
8 AM – 1 PM only
Do It In The Dirt
3 hours
Preferred time: 2 PM – 5 PM
Alternate time: 9 AM – 12 PM
Dual Sport
4 hours
Preferred time: 1 PM – 5 PM
Alternate time: 8 AM – 12 PM
Flat Track
3 hours
Preferred time: 2 PM – 5 PM
Alternate time: 9 AM – 12 PM
Motocross
4 hours
Preferred time: 1 PM – 5 PM
Alternate time: 8 AM – 12 PM
Capacity for each class:
1–4 students
Scheduling must ensure:
• weekday only scheduling
• ridercoach availability respected
• class capacity not exceeded
FORM SUBMISSIONS
Customers submit forms including:
• contact info
• class type
• 2 preferred dates and times
Submissions appear in:
Wix dashboard
Gmail inbox
PAYMENT LOGIC
Sometimes students submit form without payment.
Sometimes students submit form and payment together.
Payments processed through Stripe.
Payment confirmation received via Gmail notification from Stripe.
System must distinguish:
form submitted with payment
form submitted without payment
If no payment:
AI should follow up with payment link.
Important message:
“Please submit payment. Your date and time are not secure until payment is received. Your scheduled date and time can be taken at any time if someone else submits payment for that date.”
SCHEDULING LOGIC
System must:
check ridercoach availability
check existing bookings
check class capacity
If preferred dates work:
tentatively hold time slot
If preferred dates do not work:
suggest alternatives
continue communication with customer via email or SMS until schedule confirmed
TENTATIVE HOLD LOGIC
Tentative holds allowed.
However:
first student to submit payment secures the slot.
If another student pays first for same time:
paid student gets booking.
System must handle:
tentative bookings
payment confirmations
overriding unpaid holds
COMMUNICATION CHANNELS
Customers contact business via:
phone
SMS
email
website forms
AI should manage all channels.
Phone AI agent should:
answer basic questions
help choose class
send follow-up SMS links
SMS AI should:
answer questions
schedule classes
send payment links
send enrollment links
Templates already exist for many of these communications and can be integrated into the automation.
ADMIN AUTOMATION TASKS
System should automate:
checking TicketSpot on Wix
confirming payment details
confirming MSF enrollment completion
sending MSF eCourse when within 30-day window
Ideally via API or browser automation.
DATABASE
Planned central database:
Airtable
Tables may include:
Students
Classes
Instructor availability
Bookings
Payments
MSF enrollment status
Tentative bookings
Confirmed bookings
BUDGET
Looking for experienced builder who can help design and implement this system in phases if needed.
Open to discussing scope and budget based on approach.
NEXT STEPS
If you have experience building similar systems using Airtable, Make, Zapier, OpenAI, Twilio, or similar tools, please reach out.
Happy to provide:
workflow videos
screen recordings
clarifications
access to systems
additional documentation
Thank you for your time.
Luke Rosencrans
Chain Reaction Motorcycle School
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