Member Check-In & Retention Alert System
A done-for-you fitness and wellness automation built for the Gym / Studio Owner, connecting Twilio, Slack, and Mailchimp so the work below happens on its own.
What this automation does, step by step
Each day, this automation flags any active member who hasn't checked in for 14 days, adds them to a win-back sequence that starts with a "we miss you" text, escalates to a personal outreach from a staff member, and offers a complimentary session or class if they return within a set window.
Members who hit streak milestones (30, 60, 90 days of consistent attendance) automatically receive a congratulations message and a referral incentive, turning the gym's most consistent members into its best recruiters.
- Gym management software (e.g., Mindbody or Glofox)
- Zapier or Make.com
- Twilio (SMS re-engagement)
- Mailchimp or ActiveCampaign
- Slack (staff outreach prompts)
Using different software? We build around what you already have, so you never have to switch tools to automate.
The manual way vs. the automated way
Without automation
The manual approach means a gym / studio owner handles each case reactively, after someone has already noticed something went wrong. It rarely feels urgent in the moment, but it adds up fast.
With this automation
- Win-back sequences triggered by inactivity, not guesswork
- Renewals and memberships that never lapse silently
- Referral and loyalty programs that track themselves
- Segmented campaigns built from actual purchase history
Often built alongside this one
Membership Renewal Notification System
Seven days before a membership auto-renews, the member receives a clear email showing the exact charge amount and date, along with an easy upgrade…
Lapsed Member Win-Back Sequence
When an active member goes 2 full weeks without a check-in, this automation triggers a "come back" text with a genuinely useful incentive, a free…
Member Referral Reward Automation
Each member gets a unique referral link they can text or share directly, and when a referred friend signs up and completes their first month, both…
Progress Milestone Celebration System
As check-in data and workout logs come in, this automation watches for milestones, a 25th check-in, a 90-day attendance streak, a personal best on a…
Membership Renewal & Lapse Alert System
Members are automatically notified before their renewal date with a one-click renew option, and staff are automatically flagged the moment a…
Missed-Visit Win-Back Automation
A member who hasn't checked in for a defined number of days automatically receives a friendly re-engagement message, catching attrition before it…