For gym or studio owners · Quotes and money
Tell a member their membership payment failed
A friendly first notice for a member whose card was declined, with the one step to fix it, and a firmer notice held for your approval.
The prompt
Paste it into ChatGPT, Claude or Gemini and fill in each part in [BRACKETS]. Gym and studio owners and whoever handles billing.
I run a gym or studio. A member's membership payment did not go through. It may be an expired or replaced card they have not updated. I want a friendly first notice today, and a firmer one ready in case it is still open later, both for me to approve. What I have: - The member's first name and which payment failed: [WHAT FAILED] - How a member updates their card or pays: [HOW TO FIX IT] - My policy when a payment stays open, in my own words: [MY POLICY] - How I sound with members: [MY TONE] What I want: 1. Write a short first notice that says the payment did not go through, assumes it is a card problem, and gives the one step to fix it. 2. Keep the first notice friendly, with no blame and no warnings. 3. Write a firmer second notice for later that states my policy plainly, using only my words for what happens next. 4. If my policy mentions a fee, a hold on booking or anything that changes what they owe, keep it exactly as I wrote it and flag it for me to check. 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 offer a waiver, a discount, a payment plan or a new due date. Those are my decisions. - Never claim anything about their account that I did not give you. - Leave out card details and anything about a member's health. Give me back: - The first notice - The firmer notice for later - Any line a member might read the wrong way
When to use it
A membership payment failed, usually from an expired or replaced card, and the member probably has not noticed yet.
When not to
Do not use it when the member has told you they cannot pay, disputes the charge or asks for a payment plan, a pause or a waiver. Those are your call.
What to paste in
- [WHAT FAILED]: The member's first name, which payment failed and the date, with no card or bank numbers.
- [HOW TO FIX IT]: The steps a member takes to update a card in your booking app, or when they can pay at the desk.
- [MY POLICY]: What happens if it stays unpaid, in your words, for example a second try in a few days and a hold on booking after that.
- [MY TONE]: Three or four words for how you sound with members, or a message you sent before that you liked.
Never paste
- Card numbers, bank details or billing address
- The member's last name or contact details
A filled-in example
Sample. Fictional business, fictional client.
WHAT FAILED: Tom, October membership payment, declined Oct 1 HOW TO FIX IT: Update your card in the booking app under Account, then Payment Methods, or stop by the desk any time it is staffed. MY POLICY: We try the card again after 3 days. If it is still open after 10 days, booking pauses until it is paid. No late fee. MY TONE: Friendly, matter-of-fact
What you should get back
- A friendly first notice with one clear step to update the card
- A firmer notice for later that states your policy in your words
- No waiver, discount, plan or new due date
- Flags on any line a member might misread
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
- 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.
- 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.
More: every prompt for gyms and studios, quotes and money, and AI for gyms and studios.
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