Health & Wellness
Fitness & Studio Suite
Turn every trial into a member, fill every class, and stop churn before it walks out the door.
An operating system for gyms and boutique fitness studios that plugs the five revenue leaks killing most studios: leads that never book a trial, trials that ghost after the first session, classes running half-empty, members who drift toward cancellation, and lapsed clients who are never contacted again. The suite works the existing database first: reactivating lapsed members, filling classes from a standby list, and catching at-risk members before they churn. Meanwhile a parallel track converts enquiries into trials and trials into long-term members. Challenge campaigns and referral drives keep the community growing without buying more ads.
Independent gyms, boutique fitness studios, yoga and Pilates studios, CrossFit boxes, and PT-led studios with a booking system and a member base larger than their current active attendance reflects.
Illustrative failure hypotheses
Questions for the audit to verify
Leads who enquire but never book a trial session
Trial members who attend once and never convert to a paid membership
Classes running at low capacity while a standby list goes uncontacted
Members drifting toward cancellation with no early-warning or intervention
Lapsed members who left without receiving a winback sequence
Referral and challenge campaigns that are never launched or run inconsistently
Proposed starting point
A pilot hypothesis to review
Designed role · approval required
Trial Booker
Responds to new enquiries instantly, qualifies the lead, and gets a trial session booked before the prospect goes cold.
Studios sit on months of unconverted leads; getting even a fraction of those into a booked trial creates immediate, attributable revenue with no additional ad spend: visible results within the first week.
Designed playbook
Proposed work streams and roles
These are configuration ideas to test during an audit. They are not autonomous workers or evidence of a live deployment.
Forma Core
Runs under every suite. The shared operating spine: front desk, follow-up, reputation, owner reporting, cash, and content.
Designed role descriptions ↓Close ↑
Front Desk
Captures and triages every inbound (email, web form, missed call, DM), then replies, classifies, and routes it to the right place.
Follow-Up Engine
Runs persistent, polite multi-touch follow-up on every quote, no-show, and stalled enquiry until it converts or is cleanly closed.
Reputation Engine
Asks happy customers for reviews at the right moment, drafts replies to every review, and routes negative feedback to a human first.
Owner's Digest
Compiles the weekly (and on-demand) operating picture into a plain-English brief: what happened, what's at risk, what needs a decision.
Money Flow
Issues and chases invoices, tracks AR aging, and reconciles payments so nothing slips and cash comes in faster.
Content Engine
Turns the brand kit into a steady cadence of social, email, and blog content, ready for one-click approval.
Lead-to-Trial
Convert every new enquiry into a booked and attended trial session with minimal front-desk involvement.
Designed role descriptions ↓Close ↑
Trial Booker
Responds to new enquiries instantly, qualifies the lead, and gets a trial session booked before the prospect goes cold.
No-Show Reducer
Cuts trial and class no-shows through a timed reminder sequence and instant standby backfill when a cancellation arrives.
Trial Conversion
A proposed work stream whose scope and evidence must be agreed during the audit.
Designed role descriptions ↓Close ↑
Trial Converter
A proposed role to scope and validate before any pilot use.
First-90-Days Coach
A proposed role to scope and validate before any pilot use.
Class & Schedule Optimisation
Keep every class as full as possible and alert instructors and owners when demand patterns shift.
Designed role descriptions ↓Close ↑
Class Fill Optimiser
Monitors class capacity in real time, promotes under-booked classes to the right members, and surfaces schedule insights to the owner.
Member Retention
Detect at-risk members early and intervene before a cancellation request is submitted.
Designed role descriptions ↓Close ↑
Churn-Risk Radar
Scores every active member daily for churn risk and triggers a personalised save sequence for those most likely to cancel.
Lapsed Member Winback
Re-engages cancelled and lapsed members with a time-limited winback sequence tailored to how long they have been away.
Referral & Community Growth
Run referral incentive campaigns and timed fitness challenges to grow the member community organically.
Designed role descriptions ↓Close ↑
Referral Campaign Runner
Launches and manages member referral campaigns, tracks referrals from invite to join, and pays out rewards automatically.
Challenge Manager
A proposed role to scope and validate before any pilot use.
Measurement design
Candidate measures to baseline
These labels do not claim a result. The audit must define the source, window, method, baseline, and owner before a metric can support a pilot decision.
Trial-to-member conversion rate
The primary growth lever: percentage of attended trials who sign up for a paid membership.
Monthly churn rate
Percentage of paying members who cancel in a given month; the most direct indicator of retention health.
Average class fill rate
Booked spots as a percentage of capacity across all classes, which reveals schedule and instructor efficiency.
Lead-to-trial booking rate
Percentage of inbound enquiries that convert to a booked and attended trial, measuring top-of-funnel effectiveness.
Lapsed-member winback rate
A candidate metric; its source and baseline are not yet defined.
Revenue retained through churn intervention
Monthly recurring revenue saved by the Churn-Risk Radar before cancellations are submitted.
Connector boundary
Availability is scoped per controlled pilot
Connector names in the internal playbook are planning inputs, not a public integration promise. Current code-live readers are bounded and require account-specific verification before use.
See the commerce pilot boundaries →Audit first
Validate the playbook against your operation.
Pricing, scope, data access, review boundaries, and success measures are agreed in writing before any paid work.
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