For gym or studio owners · The owner's desk

Decide which classes to keep, move or cut

A plain read of how full each class has been, with options to keep, move, merge or cut, so you set next season's schedule from numbers.

By Aaron Byrne, KeenHand

The prompt

Paste it into ChatGPT, Claude or Gemini and fill in each part in [BRACKETS]. Studio owners and head coaches who set the class schedule.

I run a gym or studio. I am setting the class schedule for the next season and I want to decide from how full classes actually were, not how they feel. I will make the calls. I want the numbers laid out and the options named.

What I have:
- Attendance by class for the last couple of months: [CLASS ATTENDANCE]
- What a class needs for me to keep running it, in my words: [MY BAR FOR A CLASS]
- What cannot move, like coach availability or room bookings: [FIXED LIMITS]
- Times or classes members have asked for: [MEMBER REQUESTS]

What I want:
1. Make a table of every class with average booked, average attended and how full it ran against the room's cap.
2. Mark each class against my bar: fine, borderline or below.
3. For each borderline or below class, give me two or three options, such as move the time, merge it with a similar class, change the format or cut it, and what each would mean for the members who come now.
4. Point out any class that is full and turning people away, since that may be the place to add a time.
5. List the questions I should answer before deciding, including anything my data does not show.

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.
- Do not make the decision for me. Lay out the options and leave the call to me.
- Talk about class times and attendance, not about how good a coach is.
- Leave out card details and anything about a member's health.

Give me back:
- The class table
- Options for each borderline or below class
- Classes that may need a second time
- My open questions

When to use it

Before you set the schedule for the next month or season, with class attendance from your booking app in hand.

When not to

Do not use it to tell a coach their class is cut or to change anyone's pay. Make the call, then talk to the coach yourself.

What to paste in

[CLASS ATTENDANCE]: Each class with day, time, coach, average booked, average attended and the room's cap, from an export or typed out.
[MY BAR FOR A CLASS]: What makes a class worth running for you, for example a smallest group you will teach, and how long a new class gets before you judge it.
[FIXED LIMITS]: Coach days off, shared room bookings, your own hours, anything you cannot change.
[MEMBER REQUESTS]: Times or classes members have asked for lately, in their words if you have them, or none.

Never paste

Member names from class rosters
Coach pay or personal notes about coaches

A filled-in example

Sample. Fictional business, fictional client.

CLASS ATTENDANCE: Mon 6:00 am Strength, Jess, booked 11, attended 10, cap 14; Tue 12:15 pm Mobility, Leo, booked 4, attended 3, cap 14; Wed 5:30 pm Conditioning, Marcus, booked 16, attended 14, cap 16, waitlist most weeks; Thu 6:15 pm Intro Strength, Dana, booked 9, attended 7, cap 14; Sat 9:00 am Community Class, Dana, booked 18, attended 17, cap 20; Sun 4:00 pm Yoga Flow (new in September), Leo, booked 5, attended 5, cap 14
MY BAR FOR A CLASS: At least 6 people most weeks. New classes get a full season before I judge them.
FIXED LIMITS: Jess cannot do evenings. The room is rented out Sunday mornings. I teach no more than four classes a week.
MEMBER REQUESTS: Several people asked for a 6:30 pm option on Wednesdays. Two asked for weekend mobility.

What you should get back

A table of every class with attendance against the cap
Each class marked fine, borderline or below your bar
Two or three options for each weak class, with what each would mean
Full classes that may need a second time, and your open questions

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.

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.
Tell booked members a class is cancelled or moved. A clear message to everyone booked into a class that changed, with the change in the first line and the other classes they can join instead.

More: every prompt for gyms and studios, the owner's desk, and AI for gyms and studios.

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