Gyms and studios: an AI agent from free trial to renewal

The free trial request often arrives in the evening or on the weekend. As soon as the contact is created, Jade creates a task: reply to the person and offer a specific trial class, today if possible. Booking a specific class right away beats a vague “come whenever you like.”

The file records the person's goal (weight loss, strength, general fitness, sports preparation, health and energy), without health details, as well as the source of the request: Google, Instagram or Facebook, word of mouth, a company or walking past the gym. That source will later tell you where to put your budget.

Once the trial is booked, a confirmation email gives the date and time, suggests bringing comfortable clothes, a towel and a water bottle, and arriving about 10 minutes early for a tour. It invites the person to simply reply if they can no longer come.

The day before, a task confirms the trial and a reminder text is ready: “your trial is tomorrow at [time]; need to change the time? Reply here.” Registration confirmations are messages the person expects, which sets them apart from a promotion.

A trial that is not followed up is lost. At the “Trial done” stage, Jade prepares a message one day later: how was the trial? It presents the membership options and offers a second class to see whether the atmosphere appeals. Instead of leaving the coach to decide whom to call back at random during counter conversations, every trial gets its follow-up.

At the “Offer sent” stage, the email presents the options that match what the person is looking for, specifying that the contract will be handed over in writing, with the term, the total cost (taxes and fees included) and how to cancel, before any signature. Three days later, a follow-up asks whether the person has had time to look at the offer. Jade answers from your packages; the sale and the contract stay with your team.

One week after a new member arrives, a task suggests calling: is everything going well? Suggest two classes to try. The welcome email recommends booking the first three classes of the week right away, which are easier to keep once they are in the calendar.

Each member's last attendance is tracked. A member who has not come in for 14 days receives a warm note and a class suggestion; the email mentions that a membership freeze is sometimes possible and that they should talk to the team. Freezes are recorded with their end date, so a member on an agreed pause is not chased. Classes that lack attendance, such as morning or midday ones, can also be filled by offering the spot to members who like that class or to trials on the waiting list.

A health studio contract cannot renew automatically. About 60 days before the end, Jade creates the task of sending the written renewal offer, with the term and the total cost. The email states that nothing renews automatically: if the member wants to continue, they confirm their agreement in writing before the end date. The offer must go out 30 to 60 days before the contract ends, and the written acceptance is kept on file.

Jade sends the offer you have approved, within that window, and passes the reply to your team. She never cancels or changes a membership herself.

The workflow works because the limits are clear. Jade prepares and follows up; your team decides.

• She gives no personalized medical or nutritional advice.
• She never changes a membership without your team, and never cancels a contract.
• She makes no automatic renewal.
• She follows your cancellation and refund policies.
• She sends no promotion to a contact without recorded consent.

A good workflow comes down to four habits: reply quickly, follow every trial, catch members who drift away and renew in writing. Jade does the preparation and follow-ups; your team keeps the classes, the contracts and the decisions.

General information, not legal advice. Check with your professional order or the official source.

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• https://educaloi.qc.ca/capsules/les-abonnements-a-un-gym-ou-a-une-clinique-minceur/
• https://www.legisquebec.gouv.qc.ca/fr/document/lc/P-40.1
• https://www.opc.gouv.qc.ca
• https://zenplanner.com/blogs/build-and-manage-waitlists-for-popular-gym-classes/
• https://www.glofox.com/blog/how-glofoxs-ai-can-mitigate-member-churn-and-boost-retention/
• https://support.marianatek.com/en/articles/1987373-how-do-i-freeze-a-membership

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