For gym or studio owners · Front desk and inquiries

Answer a trial class inquiry from your schedule

A reply to someone who wants to try a class, with real times from this week's schedule and one clear way to book the trial.

By Aaron Byrne, KeenHand

The prompt

Paste it into ChatGPT, Claude or Gemini and fill in each part in [BRACKETS]. Gym and studio owners and whoever answers the studio's messages.

I run a gym or studio. Someone who has never been in is asking about a trial class. I want a reply that answers what they asked, offers real class times from this week's schedule and makes booking the trial one easy step.

What I have:
- Their message, word for word: [THEIR MESSAGE]
- This week's class schedule: [CLASS SCHEDULE]
- What the trial includes and how to book it: [TRIAL DETAILS]
- What to bring, where to park and when to arrive: [FIRST VISIT NOTES]
- How I sound with members: [MY TONE]

What I want:
1. Pull out what they asked, any days or times they mentioned, and the kind of class they want.
2. Pick two or three classes from my schedule that fit what they said. If nothing fits, say so and offer the closest times.
3. Write a short reply in my tone that answers their question, names those classes by day, time and coach, and gives one way to book the trial.
4. Add the first-visit notes in a line or two so they know what to expect when they walk in.
5. List anything they asked that my notes do not answer.

Rules:
- Write a draft for me to read. Do not send anything.
- Use only what I gave you. If something is missing, ask me instead of guessing.
- Never quote a price, promise a spot in a class or claim anything I did not give you.
- If they mention an injury, pain, pregnancy or a health condition, do not answer it. Flag it for me and leave a line in the draft saying I will answer that part myself.
- Leave out card details and anything about their health.

Give me back:
- The reply, ready for me to edit
- The classes you picked and why
- Anything you could not answer from my notes

When to use it

Someone who has never been in asks about a trial or a first class, often late at night or while you are coaching.

When not to

Do not use it when they mention an injury, pain, pregnancy or a health condition, or ask for a deal you have not set. Those go to you.

What to paste in

[THEIR MESSAGE]: The message as they sent it, without their last name, phone number or email.
[CLASS SCHEDULE]: This week's classes with day, time, class name and coach, copied from your booking app or typed out.
[TRIAL DETAILS]: What a trial includes and how someone books it, in a sentence or two.
[FIRST VISIT NOTES]: What to wear and bring, where to park, which door to use and how early to arrive.
[MY TONE]: Three or four words for how you sound with members, or a message you sent before that you liked.

Never paste

Their full name, phone number or email
Anything they told you about an injury or a health condition

A filled-in example

Sample. Fictional business, fictional client.

THEIR MESSAGE: Hey, do you do a free trial? I work until 5 most days. Never done a class like this before.
CLASS SCHEDULE: Mon 6:00 am Strength (Jess); Mon 5:30 pm Intro Strength (Marcus); Tue 12:15 pm Mobility (Dana); Wed 5:30 pm Conditioning (Marcus); Thu 6:15 pm Intro Strength (Dana); Sat 9:00 am Community Class (Dana)
TRIAL DETAILS: First class is free. Book Free Trial in the booking app, or reply with the class you want and we will book it for you.
FIRST VISIT NOTES: Wear shoes you can move in and bring water. Park in the back lot and use the side door. Come ten minutes early so the coach can show you around.
MY TONE: Friendly, direct, no pressure

What you should get back

A short reply in your tone that answers what they asked
Two or three real class times that fit what they said, with the coach
One way to book the trial and what to bring
No promised spot and no answer to any health question
A list of anything you need to answer yourself

What stays with you

The prompt writes a draft. You decide what happens to it, and nothing should reach a member until you have read it. Decisions about money stay with a person every time, and so do health questions and complaints. When KeenHand builds a routine like this, every message carries the same four decisions: Automate, Approve, Revise, Reject.

Help a nervous beginner pick a first class. A kind reply to someone who worries they are not fit enough, pointing them to the class you already start new people in, with no fitness advice.
Follow up a trial guest who did not show. A no-guilt message to someone who booked a trial class and did not come, with two real times to try again and a shorter nudge for later.
Build a front desk answer sheet from your rules. One page of the questions your desk hears every day, each answered in your words from your own policies, with a list of what goes to you.

More: every prompt for gyms and studios, front desk and inquiries, and AI for gyms and studios.

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