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Leads & sales

Gym taster session follow-up on WhatsApp

Taster session follow-up starts when someone books a trial class or induction, then sends a welcome, a check-in after the session and a link to join. It stops when they join or reply, so a member of staff can take over the conversation.

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

From a booked taster to a new member with their Direct Debit set up.

  1. Step 01

    Taster booked

    Calendly confirms a taster session and passes on the person’s name, mobile number and what they want to try.

  2. Step 02

    Welcome sent

    Send a WhatsApp message with what to bring, where to park and who will meet them, using an approved template.

  3. Step 03

    Attendance marked

    The coach marks whether they came, so anyone who missed it gets a rebooking link instead of a sales message.

  4. Step 04

    Check-in sent

    The next day, ask how it went and invite questions, with replies going to the front desk.

  5. Step 05

    Join link shared

    Send a GoCardless sign-up link for the membership they ask about, so they set up their own Direct Debit.

The result

Every taster visitor hears from you at the right moment, without anyone chasing.

Messages stop as soon as someone joins, replies with a question or asks not to be contacted. Nobody is signed up or charged by the automation: the person completes the Direct Debit form themselves.

Before we connect it.

Where this is useful

Useful for gyms, martial arts clubs, climbing walls, yoga studios and dance schools where taster visitors enjoy the session but are never followed up. A sensible first version sends the welcome automatically and prepares the check-in for the front desk to send.

What we need to connect

  1. 01Calendly access for taster bookings, or your booking system’s webhooks where it offers them, with name, mobile number and the session booked.
  2. 02A WhatsApp Business account on the WhatsApp Business Platform, with message templates approved by Meta for the welcome and the check-in.
  3. 03Your membership options in GoCardless, a simple way for coaches to mark attendance, and who should pick up replies.

What needs careful handling

WhatsApp only allows approved template messages outside the window that follows a customer’s last message, and only to people who have opted in, so the booking form asks for that consent clearly. Someone who is already a member, or who books a second taster, is matched by phone number and skipped. If a coach forgets to mark attendance, the check-in waits for a person to confirm rather than guessing whether they came.

Questions people ask.

Why WhatsApp instead of email?

Some people find WhatsApp easier to reply to than email, especially for a quick question about kit or timings. Email or SMS can be used instead, or as a fallback for people who prefer them.

Will the automation take payments?

No. It sends a GoCardless link, and the person sets up their own Direct Debit for the membership they choose. Pricing, offers and any changes stay with your team.

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