For gym or studio owners · Bookings and no-shows
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.
The prompt
Paste it into ChatGPT, Claude or Gemini and fill in each part in [BRACKETS]. Studio owners and whoever manages the class schedule.
I run a gym or studio. A class people have already booked is not going to run as planned. I need to tell everyone booked in, fast and clearly, and give them somewhere else to go. What I have: - The class, day and time, and what is changing: [WHAT CHANGED] - The reason I am happy to share, if any: [REASON TO SHARE] - Other classes they could join instead, with open spots: [OTHER OPTIONS] - What I decided about their booking or class pack: [WHAT I DECIDED] - How I sound with members: [MY TONE] What I want: 1. Write a short message that puts the change in the first line, so someone who reads only one line still knows. 2. Give the reason only if I gave one, in one plain sentence, with no long apology. 3. List the other options by day and time and say how to switch. 4. Say what happens to their booking, using only what I decided. 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 spot, a credit or a refund I did not give you. - Do not say why a coach is out beyond the words I gave you. - Leave out card details and anything about a member's or a coach's health. Give me back: - The message for everyone booked in - A shorter version for a text - A one-line note for the class listing
When to use it
A coach is out with no sub, the room is not available or the weather turns, and people are already booked into a class that will not run as planned.
When not to
Do not use it to decide credits, refunds or make-up classes for the change. You decide those first, and the message only states what you decided.
What to paste in
- [WHAT CHANGED]: The class name, day and time, and whether it is cancelled, moved or has a different coach.
- [REASON TO SHARE]: One plain reason you are fine with members knowing, or none.
- [OTHER OPTIONS]: Classes they could join instead, with day, time and how many spots are open.
- [WHAT I DECIDED]: What happens to their booking: class back on their pack, moved for them, or nothing needed. Decide this before you use the prompt.
- [MY TONE]: Three or four words for how you sound with members, or a message you sent before that you liked.
Never paste
- Names or phone numbers from the class roster
- Why a coach is out, if it is about their health or something personal
A filled-in example
Sample. Fictional business, fictional client.
WHAT CHANGED: Saturday 9:00 am Community Class is cancelled this week REASON TO SHARE: The parking lot is being repaved Saturday morning OTHER OPTIONS: Friday 5:30 pm Conditioning (6 spots); Sunday 10:00 am Strength (9 spots) WHAT I DECIDED: Everyone booked gets the class back on their pack automatically. Nobody needs to do anything. MY TONE: Clear, upbeat, short
What you should get back
- A message with the change in the first line
- Other classes to join instead and how to switch
- What happens to their booking, in your words only
- A text version and a one-line note for the class listing
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
- Find a sub when a coach cannot teach. One clear sub request to the coaches who can teach the class, a confirmation for whoever takes it, and a thank-you for the rest.
- 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.
More: every prompt for gyms and studios, bookings and no-shows, and AI for gyms and studios.
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