Membership Renewal & Lapse Alert System
A done-for-you fitness and wellness automation built for the Membership Coordinator, connecting Twilio and Mailchimp so the work below happens on its own.
What this automation does, step by step
Members are automatically notified before their renewal date with a one-click renew option, and staff are automatically flagged the moment a membership actually lapses so the membership coordinator can reach out personally before the member drifts away entirely.
Catching a lapse the same day it happens, rather than discovering it weeks later in a monthly report, gives a real chance to win the member back with a personal call instead of a generic reactivation email sent long after they've already found another gym.
- Gym management software (e.g., Mindbody or Glofox)
- Zapier or Make.com
- Klaviyo or Mailchimp (renewal notice email)
- Twilio (SMS reminders)
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 version of this puts the entire workload on a membership coordinator, who has to juggle phone calls, emails, and spreadsheets just to keep things moving. It's the kind of work that quietly eats hours every week.
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
Member Check-In & Retention Alert System
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…
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…
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…