Move member texts off your personal phone

The prompt

Paste it into ChatGPT, Claude or Gemini and fill in each part in [BRACKETS]. Gym and studio owners whose members have their personal cell number.

Copy prompt

I run a gym or studio. Members text my personal phone to book, cancel and ask questions, and I end up answering between classes and late at night. I want them using the studio's own line instead, without anyone feeling brushed off.

What I have:
- The text a member just sent me, word for word: [MEMBER TEXT]
- Where members should reach the studio now, and what goes where: [STUDIO CHANNELS]
- What I want to tell them about this request: [MY ANSWER]
- How I sound with members: [MY TONE]

What I want:
1. Write a short reply that handles this request using my answer, then tells them where to send this kind of message next time.
2. Make the move sound like it helps them, not like a rule. If my channel notes say who answers and when, use that as the reason.
3. Write a short notice for all members, three or four sentences, that explains where to send what from now on.
4. Write one line I can save on my phone and send whenever a member texts me directly.

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 promise a reply time, a spot in a class or anything I did not give you.
- If the text is about money, an injury or a complaint, do not draft an answer to it. Tell me to reply to that one myself.
- Leave out card details and anything about a member's health.

Give me back:
- The reply to this member
- The notice for all members
- The one line to save on my phone

When to use it

A member texts your personal phone to book, cancel or ask about a class, and it keeps happening at all hours.

When not to

Do not use it to answer a text about money, an injury or a complaint. Answer that one yourself first, then make the move.

What to paste in

• [MEMBER TEXT]: The text as the member sent it, with their name and number taken out.
• [STUDIO CHANNELS]: The studio line or inbox and the booking app, and what goes where, for example bookings in the app and questions to the studio line.
• [MY ANSWER]: What you want to tell them about this request, in a few words, or none if they can handle it in the app.
• [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 phone number or full name
• Card details or anything about their health

A filled-in example

MEMBER TEXT: hey its me, can you put me in tomorrow's 6am? the app keeps logging me out
STUDIO CHANNELS: Book and cancel in the booking app. Questions go by text to the studio line, the number on the front door, answered by whoever is at the desk from 6 am to 8 pm.
MY ANSWER: You are in for 6 am tomorrow. For the app, try the reset link on the sign-in screen.
MY TONE: Friendly, quick, no fuss

What you should get back

• A reply that handles this request and points to the studio line for next time
• A short notice you can post at the desk or send to all members
• One saved line for the next time a member texts you directly
• A flag if the text needs your own answer

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

• 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.
• 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.

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

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