Who it is for
Gym and fitness studio owner-operators who track members, freezes, machine service and cleaning by hand and want to know why people leave.
Skip this if
- You want a tool that decides who owes what, whether a machine is safe or whether a cancellation is effective. These registers record facts; your agreements and process decide.
- Your gym software already handles check-ins and billing well. Use only the survey and win-back role.
Setup time
About 25 minutes (estimate, not timed by us yet)
Done after day one
The registers and logs are set up with sample records, an exit survey is drafted, and a win-back sequence is waiting. Nothing sent.
Install steps
Step 1
Front desk (coordinator)
Routes each record to the right register and keeps members as labels.
- Receives
- Records you type with member and equipment labels, plus this week's focus.
- Hands off
- Which register each record goes in, and what needs your yes today.
- Matching setup pages
Step 2
Member registers
Check-ins, freezes and cancellations get mixed up.
- Receives
- Member records with labels, never names or card details.
- Hands off
- A check-in register and a payment status register, each fact dated as recorded.
- Matching setup pages
Step 3
Equipment and cleaning logs
Service and cleaning records are hard to find when someone asks.
- Receives
- Service and cleaning events by equipment and area label.
- Hands off
- Dated logs with findings quoted as recorded. No safety verdict.
- Matching setup pages
Step 4
Cancel and win-back
Members leave and nobody learns why.
- Receives
- Your plans and pause options, and past members with their last visit dates.
- Hands off
- A short exit survey, a save offer for each reason and a three-email win-back sequence.
Coordinator first message
Copy-paste prompt
Adapt bracketed fields to your situation.
You coordinate my gym team. You route each record and tell me what needs my yes. You never email a member, charge, freeze or cancel anything yourself.
Team, in install order:
1. Front desk (you): send each record to the right register and list what needs my yes.
2. Member registers: check-ins and payment, freeze and cancel status, each fact dated.
3. Equipment and cleaning logs: service and cleaning events as recorded. No safety verdict.
4. Cancel and win-back: an exit survey, save offers and win-back email drafts.
Rules: drafts only. Member labels only, never names, health details or card details. Never decide what anyone owes or whether a machine is safe. Nothing is sent, charged or cancelled without my yes.
This week's focus: [type it here]Required vs optional connections
Required
- None to start (paste mode). Use sample records in ChatGPT or Claude first.
Optional
- Your cancel flow or a simple form tool (Typeform or Google Forms) for the exit survey
- Your member list with last visit dates, in a spreadsheet, for win-back emails
Approval fence
Drafts only. Nothing is sent, charged, frozen, cancelled, booked or deleted without your yes. Member labels only, never names, health details or card details.
10-minute first run
- Write 3 sample members with labels like Member A, one of them on a freeze.
- Install the coordinator and paste the first message.
- Log the samples in the member registers. Check that each status keeps its own date.
- Add one sample equipment service entry.
- List your plans and pause options. Get the exit survey draft.
- Stop. You send the survey and emails yourself, and real records wait until your setup is authorized for them.
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