Assign a Mariana Tek substitute instructor and email the class

1. Open Schedule in the left-side menu of Mariana Tek Admin and look through the day for the instructor's classes, location by location.
2. Select a class and click Edit Class, then Add Substitute, search for the substitute's name, select them and click Update Class.
3. On the class roster, click the three vertical dots and choose Message Class to write to everyone in it.
4. Repeat both screens for each class. Mariana Tek sends no email when a substitute is added, so a class that gets the sub but not the message leaves customers expecting the original instructor.

Alex is sick. Put Taylor Kim in as sub on all of Alex's classes Thursday and email each class that Taylor is teaching.

1. 01

   Find every affected class

   The agent runs list_classes for each location from list_locations, filtered to the sick instructor and the dates you gave. It lists what it found before changing anything, so an evening class at the second studio is not missed.

2. 02

   Check the sub is free

   If the substitute already teaches at an overlapping time, or at another location too close to the class to travel, the agent leaves that class out and asks who should cover it.

3. 03

   Swap first, then email, class by class

   For each class the substitute is set before the message goes out, so no roster hears about a sub who is not on the class. If setting the sub fails, that class gets no email.

4. 04

   Keep the email short and accurate

   The draft says who is teaching and that the time and room stay the same. It does not promise a free cancellation unless you add that, because late cancel rules still apply.

5. 05

   Skip classes already underway

   A class that has started is left alone; the agent reports it so you can tell the room in person.

Alex Rivera, Thu 15 Oct: 3 classes found at 2 locations.
HIIT 45, 7:00, Downtown: sub Taylor Kim set, email sent to 18 (16 booked, 2 on the waitlist).
Pilates Sculpt, 12:00, Downtown: sub Taylor Kim set, email sent to 9.
HIIT 45, 18:00, Riverside: skipped, Taylor teaches Barre at Downtown at 17:30. Who should cover it?

• Mariana Tek shows (Sub) next to the name on the Admin schedule only; the public schedule swaps in the substitute's photo and bio instead.
• Message Class emails in Mariana Tek go out from the studio's default address, not from the employee who sends them.
• Mariana Tek's Message Class reaches every customer in the class, waitlist and standby reservations included.
• Adding a substitute in Mariana Tek needs the can_manage_schedule permission; emailing every customer in a class needs can_manage_schedule together with can_manage_class_sessions.

assign_substitute and message_class ask for your OK by default. To run it weekly without you, switch confirmation off for those tools in your dashboard.

Sources: How do I make a substitution for a class? (Mariana Tek help) · How do I message a class? (Mariana Tek help) · How can I send text messages to customers? (Mariana Tek help) · What are Role Permissions? (Mariana Tek help)

curl https://cotlet.dev/api/v1/mariana-tek/assign_substitute \
  -H "Authorization: Bearer $COTLET_API_KEY" \
  -H "Content-Type: application/json" \
  -d '{"class_id":"418230","instructor":"Taylor Kim"}'

{
  "class_id": "418230",
  "class": "HIIT 45",
  "instructor": "Taylor Kim",
  "previous_instructor": "Alex Rivera",
  "customers_notified": false
}

MCP: add https://cotlet.dev/mcp/v1 with the same key; the tool is mariana-tek_assign_substitute. Example data.

• Book a customer into a Mariana Tek class from an email or text
• Cancel Mariana Tek reservations without a late cancel fee
• Give Mariana Tek complimentary credits to everyone in a class
• Mariana Tek API and MCP server: every tool
• All use cases