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AI & data

Gym member early-warning list from check-in data

This automation compares each member’s recent visits with their own usual pattern and lists those who have started coming less. Each week your team sees the list in Slack with a suggested personal note, and decides who to contact and what to say.

An example of how the studio would build it. No live services are connected.

From a change in visit patterns to a timely, personal check-in.

  1. Step 01

    Visits read

    Check-ins from your membership system are copied into your database each night, by member and day.

  2. Step 02

    Pattern compared

    Each member’s visits over recent weeks are compared with their own usual pattern, rather than with everyone else’s.

  3. Step 03

    List filtered

    Members who are frozen, on holiday, injured or recently contacted are left off, along with anyone who has opted out of contact.

  4. Step 04

    Note drafted

    Claude drafts a short, personal check-in for each member on the list, based on their usual classes and times.

  5. Step 05

    Staff decide

    The list goes to Slack, where a coach or manager decides who to contact, edits the note and sends it themselves.

The result

Members feel noticed before they think about leaving.

Nothing is sent to a member automatically, and staff choose who to contact. Members who have opted out, or whose membership is paused, are never included.

Before we connect it.

Where this is useful

Useful for independent gyms, boutique studios, climbing walls and swimming clubs where members leave quietly after a few weeks of missed sessions. A sensible first version is a weekly list for one coach or manager to work through, with drafted notes added only once the list itself proves useful.

What we need to connect

  1. 01Access to check-in or booking data from your membership system, through an API, a scheduled export or your own database.
  2. 02Membership status for each person, including freezes, holds and opt-outs from contact.
  3. 03Who receives the list and how often, and the tone and channels your team uses when getting in touch.

What needs careful handling

A drop in visits can have a reason you can’t see, such as illness, a new baby or a bereavement, so notes stay light and never mention how often someone has visited. Members who train irregularly by habit would appear on every list, so the comparison is with each person’s own pattern and very irregular visitors are left out. Using visit data to contact members should be covered by your privacy notice, and anyone who opts out is removed from every future list.

Questions people ask.

Is it intrusive to message people about their attendance?

It can be if the message reads like monitoring. The notes are written as an ordinary check-in, such as asking how training is going, and staff decide who to contact. Some members are better left alone, and the list makes that a choice rather than an oversight.

Which membership systems does it work with?

Any system that offers an API or a regular export of check-ins and membership status. Many gym platforms do, but what is available varies by provider and plan, so it is the first thing we check.

History checked → Return recorded
Automation 05

Returning-customer follow-up automation

Monday arrives → Posted to Slack
Automation 89

Weekly KPI digest in Slack

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