For gym or studio owners · Bookings and no-shows
Check in with a member who stopped showing up
A short, personal check-in for a regular who has missed booked sessions or stopped booking, written to bring them back before they cancel.
The prompt
Paste it into ChatGPT, Claude or Gemini and fill in each part in [BRACKETS]. Gym and studio owners and coaches who know their members by name.
I run a gym or studio. A member who used to come often has gone quiet. They have missed booked sessions or stopped booking, and they are still a member. One missed week is easy to fix. A month away can turn into a cancel. I want a check-in that sounds like me noticing, not like a reminder from an app. What I have: - The member's first name and their usual routine: [MEMBER AND ROUTINE] - What changed, from my booking app: [WHAT CHANGED] - One real thing I know about them that I am happy to mention, or none: [SOMETHING PERSONAL] - Classes coming up on their usual days: [UPCOMING CLASSES] - How I sound with members: [MY TONE] What I want: 1. Write a short check-in from me, two or three sentences, that says we noticed they have not been in and we miss them. 2. Use the personal detail only if I gave one, and only the way I wrote it. 3. Offer one or two classes on their usual days and an easy way to book. 4. Leave room for them to tell me what is going on, without asking them to explain. 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 mention their membership, what they pay or that they are paying while not coming, and never claim anything I did not give you. - Do not guess why they stopped, and say nothing about their weight, body or fitness. - Leave out card details and anything about their health. Give me back: - The check-in message - A shorter version for a text - The kinds of replies that should come straight to me, like an injury, money or a cancel request
When to use it
A member who used to come every week has missed a few booked sessions or has not booked in a couple of weeks, and is still a member.
When not to
Do not use it when they told you about an injury, an illness or something hard at home, or when they have already asked to freeze or cancel. Those need you.
What to paste in
- [MEMBER AND ROUTINE]: Their first name only, and when they used to come, for example Tuesday and Thursday mornings.
- [WHAT CHANGED]: What your booking app shows: missed sessions, the last day they came, or no bookings since a date.
- [SOMETHING PERSONAL]: One thing they would be glad you remembered, like a goal they told you or a class they love. Write none if nothing fits.
- [UPCOMING CLASSES]: Two or three classes this week or next on their usual days, with times and coach.
- [MY TONE]: Three or four words for how you sound with members, or a message you sent before that you liked.
Never paste
- The member's last name, phone number or email
- Anything about their health, weight or injuries
- Payment or card details
A filled-in example
Sample. Fictional business, fictional client.
MEMBER AND ROUTINE: Priya, Tuesday and Thursday 6:00 am for about eight months WHAT CHANGED: Missed her last three booked sessions, last check-in Oct 2 SOMETHING PERSONAL: She loves the Thursday group and was talking about signing up for a charity 5k in the spring UPCOMING CLASSES: Tue 6:00 am Strength (Jess); Thu 6:00 am Conditioning (Jess) MY TONE: Warm, straight, like a friend who noticed
What you should get back
- A short check-in in your voice that says you noticed and miss them
- One or two classes on their usual days and an easy way to book
- No mention of money, membership, health or why they stopped
- A text-length version and a note on replies that should come to you
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.
Related
- Spot members who are slipping before they cancel. A weekly read of your attendance export: who has dropped off their usual pattern, which new members have not settled in, and who to reach first.
- Answer a membership freeze or cancel request. A clear reply to a member who wants to freeze or cancel, stating your policy and the decision you already made, with no guilt and no hard sell.
- Invite back members who left on good terms. Short messages for former members, grouped by how long they have been gone, that lead with what is new and make coming back one easy step.
More: every prompt for gyms and studios, bookings and no-shows, and AI for gyms and studios.
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