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For gym or studio owners · Bookings and no-shows

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.

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 runs trial bookings.

I run a gym or studio. Someone booked a trial class and did not show or cancel. Some are nervous or busy, not done with us. I want one easy, no-guilt message that offers them another time.

What I have:
- The class they booked and any note they left: [TRIAL BOOKING]
- The next classes I would send a first-timer to: [NEXT CLASSES]
- My rule for trial no-shows: [MY NO SHOW RULE]
- How I sound with members: [MY TONE]

What I want:
1. Write a short message for today that says we missed them, with no guilt and no lecture.
2. Offer two of the next classes by day and time and tell them how to book one.
3. Follow my no-show rule exactly. If it does not cover this case, ask me.
4. Write one shorter follow-up for a few days later, in case they 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 or claim anything I did not give you.
- Do not guess why they missed. If their note mentions an injury, an illness or a hard week, stop and tell me instead of drafting.
- Leave out card details and anything about their health.

Give me back:
- The message for today
- The follow-up for a few days later
- Anything you need me to decide

When to use it

Someone booked a free or intro class, did not show up and did not cancel, and you want to give them an easy way back the same day.

When not to

Do not use it when they told you they were hurt, sick or dealing with something at home, or when your rule says a second miss gets a call. Those need you.

What to paste in

  • [TRIAL BOOKING]: The class and time they booked and any note they left when booking, with their last name and contact details taken out.
  • [NEXT CLASSES]: Two to four upcoming classes you would send a first-timer to, with day, time and coach.
  • [MY NO SHOW RULE]: What you do about a missed trial, for example one free rebook, and a call from you after a second miss.
  • [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
  • Any health reason they gave for missing

A filled-in example

Sample. Fictional business, fictional client.

TRIAL BOOKING: Free trial, Intro Strength, Thursday 6:15 pm. Booking note: coming with my sister, first time at a gym.
NEXT CLASSES: Intro Strength Sat 9:00 am (Dana); Intro Strength Mon 5:30 pm (Marcus); Intro Strength Thu 6:15 pm (Dana)
MY NO SHOW RULE: One free rebook, no questions asked. If they miss the second one, I call them myself.
MY TONE: Easygoing, warm, never salesy

What you should get back

  • A message for today with no guilt and two real times to come back
  • A shorter follow-up for later in the week
  • Nothing that guesses why they missed
  • Questions for you where your rule does not say

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.

More: every prompt for gyms and studios, bookings and no-shows, and AI for gyms and studios.

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