Missed-Visit Win-Back Automation
A done-for-you fitness and wellness automation built for the Retention Specialist, connecting Twilio so the work below happens on its own.
What this automation does, step by step
A member who hasn't checked in for a defined number of days automatically receives a friendly re-engagement message, catching attrition before it becomes a cancellation instead of the retention specialist only noticing a disengaged member once they've already decided to quit and are calling to cancel.
Members who respond to an early check-in message return to their normal routine far more often than members left alone until the pattern is already entrenched, turning what used to be a purely reactive save attempt into a proactive one that actually works.
- Gym management software (e.g., Mindbody or Glofox)
- Zapier or Make.com
- Twilio (SMS re-engagement)
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
Without automation, this falls entirely on a retention specialist, who has to track every step by hand across emails, spreadsheets, and sticky notes. 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
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…
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…