For gym or studio owners · The owner's desk
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.
The prompt
Paste it into ChatGPT, Claude or Gemini and fill in each part in [BRACKETS]. Gym and studio owners who want a weekly look at their own numbers.
I run a gym or studio. I want a weekly look at who is coming and who is drifting, so I can reach people before they cancel instead of after. I will paste in attendance from my booking app. What I have: - Check-ins or bookings for the last several weeks, one row per member: [ATTENDANCE EXPORT] - Members who joined recently, and when: [NEW MEMBERS] - What normal looks like for my members, in my words: [WHAT NORMAL LOOKS LIKE] - Members I already know about and do not need flagged: [ALREADY KNOWN] What I want: 1. Find members whose visits dropped compared to their own usual pattern, not compared to everyone else. 2. Find new members who have come in fewer times than my normal for their first weeks. 3. Put them in one short list: first name, what changed in plain words, and how long since their last visit. 4. Sort the list by who I should reach first, and say why in a few words. 5. Give me three or four plain lines on the week: what went up or down, and any class time that looks thin. 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 guess why anyone stopped coming, and do not suggest discounts, offers or freezes. - Show your counting so I can check it against my booking app. - Leave out card details and anything about a member's health. Give me back: - The reach-out list, sorted - A few lines on the week - Anything in the export that looked wrong or incomplete
When to use it
Once a week, when you have a quiet half hour and an export of check-ins or bookings from your booking app.
When not to
Do not use it to decide who gets a discount, a freeze or a call about money. It gives you the list, and the calls stay yours.
What to paste in
- [ATTENDANCE EXPORT]: Check-ins or bookings for the last four to eight weeks, with first names or member numbers only. Take out emails, phone numbers and payment columns.
- [NEW MEMBERS]: First names of members who joined in the last month or two, and their start dates.
- [WHAT NORMAL LOOKS LIKE]: How often a settled member usually comes, and what you hope a new member does in their first weeks.
- [ALREADY KNOWN]: Members who are traveling, on a freeze or already talking to you, with no reasons given. Write none if there are none.
Never paste
- Members' last names, emails, phone numbers or payment columns
- Any notes about health, injuries or medical freezes
A filled-in example
Sample. Fictional business, fictional client.
ATTENDANCE EXPORT: Weekly check-ins, Sep 1 to Oct 19: Priya 2,2,2,2,1,0,0; Tom 3,3,3,2,3,3,3; Alicia 4,4,3,4,4,2,1; Ben 1,1,1,1,1,1,1; Grace 0,0,0,0,2,1,0; Omar 0,0,0,0,0,3,2 NEW MEMBERS: Grace joined Sep 29; Omar joined Oct 6 WHAT NORMAL LOOKS LIKE: Most members come 2 or 3 times a week. I want new members in at least twice a week for their first 4 weeks. ALREADY KNOWN: Ben, once a week is normal for him
What you should get back
- A short list of who to reach first, with what changed in plain words
- New members who have not settled in yet
- A few lines on the week and any class time that looks thin
- The counting shown so you can check it
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
- 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.
- 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.
- 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, the owner's desk, and AI for gyms and studios.
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