04Solutions
Trial-class booking and member follow-up for gyms and studios
People decide to start late at night and drift away quietly. Answer the trial question the moment it's asked, remind them the evening before, ask for a review while the class is fresh, and notice when a member's visits stop.
- WhatsApp auto-reply bot
- Appointment reminders
- Repeat-customer tracker
- from $149
01Where members go
From first message to last visit.
- 23:10
The 11 pm decision
Someone finally decides to start, messages to ask about a trial, and hears back the next afternoon. By then the moment has passed.
- 06:00
The trial that didn't show
Booked on Monday for Thursday at six. No reminder, a cold morning, and the place in the class goes empty.
- 09:30
The class that went well
They loved it and went home. Nobody asked for a review while it was fresh, and a week later nobody will think to.
- Week 3
The member who drifted
Three visits a week, then one, then none. Nobody noticed until the cancellation email arrived.
02The arithmetic
A cold enquiry costs a membership.
A trial enquiry isn't worth one class; it's worth what that person would have paid over their membership. Count how many a week go unanswered until the next day, or never get a booking link at all.
For example: 4 trial enquiries a week go cold, 20% of those would have joined, and a member pays $360 over their membership. That's about 3 members a month, worth $1,248.
Calculator · your numbers
What a cold trial enquiry costs
Someone asks about a trial class at 11 pm and hears back the next afternoon. Slide in your own numbers.
Won back each month $1,248
- Members a month
- 3
- Members to cover its price
- 1
The WhatsApp auto-reply bot is $149, once, at launch pricing (then $299).
Cold enquiries × 4.33 weeks × the share who'd have joined × what a member pays. The starting numbers are an example: your booking sheet has the real ones.
03How it runs
One trial, from question to review.
A question on Tuesday night, a booked trial a minute later, a reminder on Wednesday, the review link on Thursday. Simulated data, for a fictional gym; switch between the visitor's WhatsApp and the gym's side.
Visitor's WhatsApp
Hi, do you do a free trial class? I can only make early mornings.
We do: your first class is free. Early sessions are at 6 and 7 am on weekdays. Pick one with the booking link and we'll remind you the evening before.
Booking link · 23:08
Free trial class
- Class
- Strength 45
- Day
- Thursday, 6:00 am
See you tomorrow at 6 for your free trial. Bring water and trainers; we'll have a towel for you.
Thanks for coming in this morning. If you enjoyed it, a Google review would help us a lot. One tap: the link opens our review page.
Gym · Ironside Fitness
- Bot answered: trial class, early sessions
- Trials
Booked Who Class Status Tue 23:09 ••• 6024 Thu 06:00 · Strength Trial done · review asked - Reminder set for Wednesday, 19:00
- Review link sent after the class
04Members who drift
Notice the quiet ones.
- 01
A list by last visit
The repeat-customer tracker keeps members in order of when they last came in, so the drifting ones rise to the top on their own.
- 02
A friendly message, in your words
Past the gap you choose, a member gets one WhatsApp from your business number: a hello, not a sales push. You write it once.
- 03
Only to people who said yes
Members agree to WhatsApp messages when they join, as WhatsApp's rules require, and anyone can ask you to stop.
05What we'd set up
Three services, priced in the open.
-
01
WhatsApp auto-reply bot
Answers the questions you get every day on WhatsApp, at any hour.
Ready in under 3 days, once we have your details. (plus Meta's approval time)
$149
standard price $299 -
02
Appointment reminders
Customers book a slot and get reminded on WhatsApp, so fewer of them miss it.
Ready in under 3 days, once we have your details. (plus Meta's approval time)
$149
standard price $299 -
03
Repeat-customer tracker
Shows who hasn't come back in a while and sends them a gentle WhatsApp nudge.
Ready in under 3 days, once we have your details. (plus Meta's approval time)
$149
standard price $299
Your price will be under$249at launch pricing
Custom pricing unlockedOne custom price for the whole set, almost always lower than adding them up. We set it together on a 15-minute call.
The review requester pairs with appointment reminders as the Bookings pack, if you want the review link after every class too.
06Compared
A trial, with and without follow-up.
| Moment | No follow-up | With the three services |
|---|---|---|
| A question at 11 pm | Answered tomorrow, if someone remembers | Answered at once, with the trial times and a booking link |
| The evening before | Nothing | A WhatsApp reminder, in your words |
| After the class | A goodbye at the door | A thank-you with your Google review link, if you add the review requester |
| Three weeks without a visit | Unnoticed until they cancel | Near the top of the list, with a friendly message sent |
?Questions
Questions studios ask.
- Can people book regular classes, not just trials?
- Yes. The booking link can list any class or session you run, and the reminders work the same way for all of them.
- We already have gym software. Do we need to switch?
- No. If your software already takes bookings, the bot can send people straight to it, and we'll talk through whether reminders should come from it or from us before anything is built.
- Won't the nudge annoy members?
- It's one message in your words, sent only after the gap you choose, to members who agreed to hear from you on WhatsApp. Anyone can ask you to stop.
- What does the bot say when it doesn't know?
- That it's passing the question to the team, and then it does. You'll see the chat on your phone like any other.
- Are there running costs?
- Chats your customers start cost nothing extra. Messages your business starts on WhatsApp (reminders, follow-ups) carry small Meta fees, and phone services need a phone line. Both are billed at cost, and we tell you the numbers before anything is set up.
- How long does it take?
- Each of the three: Ready in under 3 days, once we have your details. (plus Meta's approval time)
More trials, fewer quiet exits.
Tell us how people find you, book a trial and leave today. You'll get a straight answer on what's worth setting up.