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Fitness Studios & Gyms

Wichita, Kansas. I come to you across Wichita, Kansas City, and Oklahoma City, and work with businesses anywhere.

A gym lives or dies on two numbers: how many leads turn into members, and how many members stay past month three. Both come down to follow-up that happens every single time.

What I'd automate

Every lead, every trial, every renewal, handled.

Speed-to-lead follow-up

Manual
  • A web form or DM comes in while you are coaching
  • You see it three hours later, text back, and they have already walked into the box down the street
Automated
  • The second an inquiry hits your form, Instagram, or Facebook, an automation texts and emails back within 60 seconds, answers the common questions, and offers a time to come in
On the table
21x
  • Leads contacted within 5 minutes are 21x more likely to qualify than those contacted at 30 minutes, and 78% of customers buy from the first business that responds
  • The average business takes 47 hours. Source

Missed-call text-back

Manual
  • The front desk is empty during a class
  • The phone rings out
  • The caller hangs up and tries the next gym on Google
Automated
  • Any call you cannot pick up triggers an instant text back: "Sorry we missed you, this is [Gym]
  • How can we help?"
  • The conversation continues by text while you finish the class
On the table
$400 to $1,600/mo
  • Roughly what a typical fitness studio or gym leaves on the table from missed or after-hours calls, about 1 to 4 a month at around $400 per new customer
  • Run the free X-Ray for your real number

Free-trial and intro-offer nurture

Manual
  • Someone starts a free week or intro offer, comes once, then drifts
  • Nobody reaches out, the trial expires, and they were never asked to join
Automated
  • A timed sequence runs the whole trial: a welcome text, a nudge if they have not booked a second visit, a mid-trial check-in, and a clear join offer before it ends
  • Every trial gets worked, not just the ones you remember
On the table
2x
  • Trial conversion lives and dies on follow-up
  • Studios with a structured trial sequence routinely convert at double the rate, and Glofox notes 87% of members with solid onboarding stay active at six months versus 60% without. Source

Failed-payment recovery

Manual
  • A member's card expires
  • The charge fails silently
  • You find out weeks later when you reconcile, and by then they have stopped coming and quietly churned
Automated
  • A failed charge triggers an automatic retry schedule plus a friendly text and email with a one-tap link to update the card
  • Most recover before the member ever notices
On the table
20-40%
  • 20 to 40% of all membership churn is involuntary, just failed payments, and 60 to 80% of it is recoverable with retries and dunning messages. Source

At-risk member check-ins

Manual
  • A regular goes from four visits a week to none
  • By the time anyone notices, they have already mentally cancelled and the next charge is the one they dispute
Automated
  • The system watches attendance and flags members who have not checked in for 10 to 14 days, then sends a personal "we miss you"
  • Text and alerts a coach to reach out
On the table
33%
  • Glofox reports every additional monthly visit cuts a member's cancellation risk the next month by 33%, and gym-only members are 56% more likely to cancel than those in group classes. Source

New-member onboarding sequence

Manual
  • A new member signs up, gets a quick tour, and is left to figure it out
  • They feel lost, come twice, and are gone before month two
Automated
  • Signup kicks off a 30-day sequence: how to book, what to expect, an intro session offer, and milestone nudges to hit their first handful of visits
  • The habit forms before motivation fades
On the table
87%
  • 87% of members who get solid onboarding are still active at six months, versus 60% with minimal onboarding
  • The first 30 days decide whether they stay. Source

Class booking and reminders

Manual
  • Members text and DM to book and cancel
  • You manage the schedule by hand, miss a few, and classes look half-empty on paper but turn people away in reality
Automated
  • Members self-book online, get an automatic confirmation and reminders the day before and morning of, and waitlist spots fill themselves when someone cancels
On the table
98%
  • Reminders work because texts get a 98% open rate and 90% are read within 3 minutes, versus a 20% open rate for email. Source

No-show and late-cancel handling

Manual
  • People book and ghost
  • Spots that could have gone to the waitlist sit empty, and you have no clean way to enforce a cancel policy without nagging
Automated
  • Reminders cut no-shows up front, late cancels auto-release the spot to the waitlist, and repeat offenders get flagged or charged per your policy, all automatically
On the table
38%
  • Automated text reminders reduce no-shows by roughly 38%, turning empty spots back into attended, revenue-generating sessions. Source

Win-back for cancelled members

Manual
  • When someone cancels, that is the end of it
  • Their contact info sits in an old spreadsheet and you never reach out again, even though life changes
Automated
  • A cancellation drops the member into a win-back sequence that fires at 30, 60, and 90 days with a check-in and a come-back offer
  • Former members are your warmest, cheapest leads
On the table
5-7x
  • Reactivating a lapsed customer costs 5 to 7x less than acquiring a new one, and automated win-back sequences typically bring back 10 to 20% of who they reach. Source

Review requests

Manual
  • You know reviews bring in new members but asking face to face feels awkward, so you rarely do it, and your Google rating sits stale while competitors pull ahead
Automated
  • After a member hits a milestone or a great session, an automation texts a one-tap link to leave a Google review at the moment they are happiest
On the table
$400 to $800/mo
  • About what you leave on the table when customers pick a competitor with more visible reviews, at around $400 each

Referral requests and digital waivers

Manual
  • Waivers are paper or a clunky PDF that slows down day one, and you never get around to asking happy members for referrals even though that is your best channel
Automated
  • New signups get a digital waiver and intake form to complete before they arrive, stored and searchable forever
  • Settled-in members get an automatic referral ask with a code to share
On the table
37%
  • Referred members have a 37% higher retention rate and 16% higher lifetime value than members from paid ads, and they convert about 4x better. Source

Ready to turn every lead and renewal into a system that runs itself?

Book a free 15-minute call by Zoom or phone.
No prep on your end, and at the very least you'll walk away with a few honest ideas for your business.

Book a Free Call

Local bonus: I also shoot video. Promo videos, class and facility tours, and member testimonials for businesses in the Wichita, Kansas City, and Oklahoma City areas.