The trial pass that just expires
Someone takes a seven-day pass, trains twice, and the pass runs out with nobody having asked them to join. There is no sequence between the sign-up and the expiry, so the decision gets made by silence.
Turn Trial Passes Into Members Who Stay Past March
A membership funnel for gyms and studios: fill the challenge, book intros, chase the people who stop coming, win back leavers.
A complete GoHighLevel system — receptionist, chatbot, funnels, pipelines, workflows, website and campaigns, free updates for life
- Delivered within 24 business hours
- Link + install PDF
- Install us for $175
The funnel
What this snapshot builds
Gyms rarely struggle to sign people up in January. They struggle in week seven, when the trial pass expired without a conversation, the intro session was missed, and the member who stopped coming in February cancels their direct debit in March. This snapshot imports the funnel that fills the challenge and the follow-up that keeps the membership alive afterwards.
Funnel path
Website pages
- Home
- Memberships & Prices
- Class Timetable
- 6-Week Challenge
- Book a Free Intro
- Meet the Trainers
- Find Us
How it arrives
- Delivered within 24 business hours of purchase confirmation. Our counter is open 9am to 5pm Central, Monday to Friday, so a Friday evening order goes out on Monday rather than over the weekend.
- One GoHighLevel snapshot share link
- One PDF with the full installation instructions
- Every workflow named and labelled before it ships
Everything that lands in the sub-account
What lands in the sub-account, written for Gym & Fitness
The same thirteen items ship with every snapshot in this catalogue. What is different here is what each one is wired to do on this trade's day, what it is fixing, and how it earns its price back.
Where the traffic lands
The pages, the paths and the boxes people type into.
- AI Studio website
Runs as Professional Website in the flow below
A membership site with plans, class timetable, trainer profiles, challenge sign-up and a booking calendar, pre-written and ready to import.
- What is leaking now
- Someone deciding on a Sunday night wants to see the floor, the classes and the price, and the site asks them to call for pricing.
- What changes
- Membership, class, personal training and trial pages that put the floor and the price on screen, each ending at a bookable trial.
- How it pays back
- One extra retained member a month, held for a year at your own monthly rate, is annual recurring revenue this price does not resemble.
- Funnels
- What is leaking now
- A trial enquiry, a class pass and a personal training enquiry are handled by one form and one generic follow-up.
- What changes
- Separate paths for trial, class pass, personal training and corporate, each paced to how quickly that decision is actually made.
- How it pays back
- If the trial path converts even two extra members a month, twelve months of two memberships is a figure worth more than this many times over.
- Forms and surveys
- What is leaking now
- The enquiry asks for a name and a phone number, so the tour is spent asking about goals that could have been captured earlier.
- What changes
- Goal, current activity level, injuries, preferred times and what stopped them before, captured at enquiry so the tour is a conversation not an interview.
- How it pays back
- Assume the tour converts better when it opens on their goal: two extra joins a month is annual recurring revenue against a one-off cost.
Who answers
The two things that pick up while you are working.
- 1 AI Receptionist
Runs as AI Receptionist in the flow below
Answers membership and class enquiries at six o'clock when both trainers are on the floor, quotes plans and books an intro session.
- What is leaking now
- The desk is unmanned during class changeovers, so enquiries at exactly the busiest hour reach nobody at all.
- What changes
- Calls are answered around the clock, the goal and preferred times are captured, and the trial or tour is booked while the motivation is still there.
- How it pays back
- Say two hundred calls a month with thirty missed: two of those becoming members is a year of recurring revenue against a single purchase.
- 1 AI Chatbot
Runs as AI Chatbot in the flow below
Handles class timetable, price and joining questions on the site, by text and in Facebook and Instagram messages, then books the intro.
- What is leaking now
- Instagram questions about contract length, class timetables and whether beginners fit in go unanswered until morning.
- What changes
- Timetables, contract terms, joining fees and beginner questions answered instantly on the site, Instagram and text, then booked into a trial.
- How it pays back
- Twelve conversations a week and one joins: at a monthly membership held for a year the return is settled immediately.
What chases
The follow-up that runs whether or not anyone remembered.
- Workflows
- What is leaking now
- A trial member finishes the week and nothing happens, because converting trials is whoever is on the desk that day.
- What changes
- Trial-to-member conversion runs as its own sequence, onboarding chases the first three sessions, and attendance drop-off triggers a check-in.
- How it pays back
- Convert three extra trials a month and hold them a year: that is a permanent increase in recurring revenue for a one-off outlay.
- Nurture campaign
Runs as Database Reactivation in the flow below
Two clocks. A member who has not scanned in for six weeks is called before they cancel, which is the cheapest save in the business; a member who already cancelled is left ninety days and then offered a genuine reason to return rather than the plan they walked away from.
- What is leaking now
- Members who cancelled in January are never spoken to again, even though most of them intended to come back.
- What changes
- Cancelled and lapsed members are worked on a real interval with a return offer that acknowledges why they left, rather than a blanket promotion.
- How it pays back
- Contact three hundred lapsed members and return twenty-five: twenty-five memberships restarted from people who already know the building.
What holds the booking
Keeping a booked slot booked, and keeping the board honest.
- Appointment reminders, confirmations and no-show recovery
Runs as Smart Appointment System and AI Outbound Caller in the flow below
An intro session reminded like a dentist appointment gets ignored, so the ladder is short and social: confirmation on booking, a text the evening before naming the trainer, and one two hours out. A no-show is called the same day, because the second attempt converts and the third almost never does.
- What is leaking now
- Tours and trial sessions are booked and forgotten, and a no-show is a coach standing on the floor waiting.
- What changes
- Confirmation with what to bring and where to park, staged reminders, and a missed trial recovered the same day while intent is still warm.
- How it pays back
- Recover four missed trials a month and convert one: a single retained member outruns this cost across the year without effort.
- Pipelines
- What is leaking now
- Enquiry, tour, trial, joined and cancelled live in the membership system as statuses nobody uses to drive anything.
- What changes
- A board for the join journey — enquired, tour booked, trialled, joined, onboarded, at risk — where at-risk members surface before they cancel.
- How it pays back
- Catching four at-risk members a month before they cancel retains more recurring revenue in a quarter than this costs in a year.
What brings them back
The part that still earns in month nine.
- Review automation
Runs as Review Harvesting and Review Automation in the flow below
Fires at the six-week milestone, not at joining. A member who has just paid a joining fee has an opinion about your sales process; one who has finished a challenge has an opinion about the results — and that is the review that sells the next membership.
- What is leaking now
- People have changed their lives in that building and the profile is a dozen entries, half of them about the car park.
- What changes
- The ask goes out at a member milestone — a first month completed, a goal hit — rather than at random, and never to somebody mid-cancellation.
- How it pays back
- Assume better proof converts more of the local searches already reaching you: three extra joins a quarter is annual revenue this does not touch.
- Seasonal automation
Runs as Lifetime Nurture Campaigns in the flow below
Trial check-ins, challenge launches, seasonal promotions and a referral reward for the member who brings a training partner.
- What is leaking now
- January arrives like weather and August empties the floor, and nothing in the follow-up is written to flatten either.
- What changes
- New-year intake sequences, summer challenges, autumn restart offers, member anniversaries and a refer-a-friend that runs all year rather than in bursts.
- How it pays back
- Six hundred members, three percent bringing a friend on a referral offer: eighteen joins in the months you would otherwise be discounting.
The wiring loom
The unglamorous fields and tokens every message above pulls from.
- Custom values
- What is leaking now
- Joining fee, contract term and class timetable are hard-typed into a dozen messages and the timetable changed last month.
- What changes
- Joining fee, contract term, notice period, timetable link and staffed hours live as tokens every message pulls from.
- How it pays back
- Timetable changes once a term instead of across every automation, and no member ever turns up for a class that moved.
- Custom fields
- What is leaking now
- Goal, join date and attendance frequency live in a membership platform that cannot trigger anything on them.
- What changes
- Goal, join date, membership type, attendance frequency and renewal date, held where the follow-up can actually read them rather than inside the billing platform.
- How it pays back
- Attendance is the only honest early warning you get. As a field it drives the campaign that reaches a member while they are still a member.
Every payback line above is an illustration you can put your own numbers into, not a measured result. Nothing here is a promise of a conversion rate.
Where this actually costs you money
Nobody on the desk at peak
Six o'clock, the class is full, both trainers are on the floor and the phone rings. The person asking about membership prices calls the studio down the road and joins there instead.
Missed intro consultations
A free intro session is booked online for Saturday morning and half of them do not arrive. The trainer's hour is gone, and that consultation was the single best chance to convert a lead into a direct debit.
Cancellations that are never revisited
A member leaves in March. Nobody calls in September, when the nights have drawn in and they have been thinking about training again, so the win-back that would have cost one phone call never happens.
What changes once it is running
Each of these is delivered by a named part of the system, so you can see which component earns it.
- The phone answered at peak hours
Membership and class enquiries are answered while trainers are on the floor, with prices, class times and a booked intro session instead of a voicemail beep.
Delivered by AI Receptionist
- Intro sessions people attend
A short, social ladder — a text the evening before naming the trainer, one two hours out — then a same-day call on a no-show, because the second attempt converts and the third almost never does.
Delivered by Smart Appointment System
- Trials that get a conversation
A structured sequence across the trial window — check-in after the first session, results prompts, a join offer before expiry — plus seasonal challenges and referral rewards afterwards.
Delivered by Lifetime Nurture Campaigns
- Lapsed members called back
Members who stopped attending or cancelled six months ago get an AI call and a win-back offer, which is the cheapest membership a gym can sell.
Delivered by Database Reactivation
- Reviews after the first result
Finishing a challenge or hitting a milestone triggers a Google or Facebook request at the moment a member is most pleased, aiming at 5–10 reviews a month.
Delivered by Review Harvesting
Who it fits, and who it does not
Buy it if
- Independent gyms, CrossFit boxes and boutique studios with 150 to 1,200 members and a class timetable
- Operators selling six-week challenges, trial passes or intro consultations that convert to a monthly direct debit
- Agencies building a gym client's GoHighLevel sub-account who need trial conversion, no-show recovery and win-back campaigns ready to go
Do not buy it if
- Personal trainers with a full one-to-one book and no membership product; there is no recurring offer for the funnel to sell
- 24-hour unstaffed gyms with no intro session and no consultation step, since the appointment half of the snapshot will have nothing to book
We would rather lose the sale here than in month two.
The maths, with the assumptions showing
These are worked examples, not results from a customer. The inputs are printed so you can swap in your own and see whether it still holds.
Hours back
Say you take 50 enquiries a month, book 30 intro sessions, lose 10 to no-shows, and handle trial follow-up and win-backs at the front desk.
- Returning missed enquiry calls at peak: 20 × 5 min = 1.7 hrs
- Confirming and reminding intro sessions: 30 × 3 min = 1.5 hrs
- Chasing trial members before expiry: 25 × 5 min = 2 hrs
- Calling lapsed and cancelled members: about 3 hrs a month
Roughly about 8 hours a month back
When it pays back
Take a $60 monthly membership with an average member life of 14 months, so about $840 of lifetime value each.
- Recovering 7 of 10 monthly intro no-shows: 7 extra consultations held
- Converting two of those seven: $120 a month, about $1,680 in lifetime value
- Snapshot at $950 against two additional members won in the first month
In short On those assumptions two recovered members cover the snapshot inside the first month, and the retention sequences are what protect the rest of the base.
Try it with your numbers
If your Gym & Fitness business takescalls a week and missesof them, at an average job ofandof answered calls turn into work, that isa month walking past the door.
Arithmetic, not a forecast: calls × missed % × close % × job value × 4.33 weeks. It assumes every missed call is answerable, which is the point of an AI receptionist and is still an assumption. Change the numbers until it looks like your business.
End-to-end automation
How the complete system works
Five stages between a challenge sign-up in January and a member still training in week twelve. This is the machine everything in the manifest runs on in a gym or studio.
Somebody gets in touch
Gyms rarely struggle to sign people up. They struggle in week seven. Capture is built so a lead becomes a booked intro rather than an unused trial pass.
The call while the floor is busy
- Answered while every coach is on the floor coaching
- Asks the goal before it asks about price
- Books an intro session rather than handing out a trial pass
- Puts them into the class or coach that suits the goal
- Handled in Spanish where the membership needs it
Goal firstIntro bookedCoach match
The message asking how much it is
- Answered on SMS, email, Facebook and Instagram from the gym floor
- Site chat that asks how long since they last trained
- Notes injuries and nerves, which decide the first session
- Passes anyone with a medical question to a coach, not a bot
- Opens the intro sequence from the first message
Training historyInjury notesCoach handoff
The challenge sign-up form
- Every sign-up opens the ten-day sequence to a first session
- Followed up by email, by text and by a call from a coach
- Split by goal: weight, strength, class or personal training
- Tagged by source so the challenge ads can be judged on retention
- Reaches the timetable with the intro already provisionally booked
Goal routingIntro pre-bookedRetention tracking
They are not ready yet
The distance between signing up and walking through the door is mostly nerves. Ten days of contact is written to make the first session feel survivable.
Days one to three — what the first session is like
- A welcome from the coach who will run the intro
- What happens in the first session, minute by minute
- What to wear, where to park and where to go in
- One decision: confirm the intro, or ask a question about it
Days four to seven — the text before Monday
- A class time offered that fits the week they described
- A line from a member who started at the same point
- One tap to confirm the session
- Sent Sunday evening, when the intention is strongest
Days eight to ten — the coach calls
- A call from a coach, not from a salesperson
- Ready for cost, confidence and “I want to get fitter first”
- Books the intro, or a class that is gentler to start with
- Leaves a voicemail using their goal in their own words
The appointment holds
The intro session is the only thing that predicts a twelve-month member. Missing it is the single most expensive event in the funnel.
The intro is booked with a coach’s name on it
- A text naming the coach, the time and what to bring
- A calendar invite that also holds the class time they chose
- The email version with the door code and the parking
- A short readiness questionnaire so the coach can plan the session
Three reminders before the first session
- A day out, so the kit bag is actually packed
- The evening before, when the doubt arrives
- Fifteen minutes out, as they are deciding whether to go
- Moving it takes one tap and offers the coach’s slot to somebody else
The intro that was missed
- Called inside the hour, before the intention has gone
- Finds out whether it was nerves, work or a change of mind
- Rebooks the same week, because a second week never happens
Rebooked this week70% recovery target
The good jobs get seen
The right moment is the first visible result, not the first session. Members write their best reviews about the day something they could not do became possible.
Asked at the first result, not the first session
- Triggered at the six-week check-in, when there is something to say
- A proud member gets the Google and Facebook link that day
- Anything unhappy reaches the coach before it reaches the members’ chat
- Aimed at five to ten reviews a month across the membership
And answered by the coach
- Every review answered by the coach who trains them
- The member named back, because gyms are about names
- A complaint about class times gets a timetable change, not a defence
- Anything about an injury reaches you the same hour
Put where a nervous beginner reads
- Published against the goal the reviewer came in with
- Placed beside the membership prices, where the hesitation is
- Feeding local search for gyms and classes in your catchment
They come back
Week seven is when membership revenue is actually decided. Attendance drops before the direct debit is cancelled, and this stage watches the attendance.
Watching the weeks that matter
- A check-in at week seven, which is when attendance quietly stops
- A goal review each quarter, so progress is visible rather than assumed
- A birthday or membership-anniversary note that asks for nothing
- A yearly re-test against the numbers they started with
The questions that used to reach the desk
- Class times and membership terms answered at any hour
- Booking or cancelling a class without messaging a coach
- “Is Saturday’s class still on?”
- Finding the membership agreement a member wants to check
Bringing the lapsed back
- Two weeks of no check-ins triggers a call, not a cancellation email
- Members who left six months ago invited back by their old coach
- A new challenge as the honest reason to return
- A bring-a-friend prompt each month, which is how gyms grow
Delivery and installation
You can install it yourself. Most people do.
Delivered within 24 business hours of purchase confirmation. Our counter is open 9am to 5pm Central, Monday to Friday, so a Friday evening order goes out on Monday rather than over the weekend. Two things arrive: the snapshot link and a PDF that walks the whole import. The PDF is the real route, not a courtesy attachment: screenshots, the import order, what to change first and what to leave alone. Most buyers never call us.
In the price
Self-install
Included
- One GoHighLevel snapshot share link
- One PDF with the full installation instructions
- Free updates for life, sent as a fresh link
- A pre-purchase call if you want one, at no charge
Optional
Optional installation add-on
$175 one-off
Buying back an afternoon, not unlocking the product.
- Importing the snapshot into the sub-account you nominate
- Rebranding the website — logo, palette, business details, service area
- A2P / 10DLC registration and the sending setup behind it
- Email service setup: your domain email connected inside GoHighLevel
- A few extra automations where your offer needs them
Not part of installation, on any package
- Third-party integrations
- Third-party software
- Custom software development
Those three are real engineering jobs rather than configuration, so they get a fixed price and a date of their own. See how that is quoted.
Want a walk-through of the funnel before you buy, or a second opinion on which one fits? Book a call — it is free and nobody is going to chase you afterwards. Book a call.
Support scope
What the price covers, and what gets its own quote
We would rather tell you where the line is now than discover it with you halfway through a build. Everything on the left is inside the price. Everything on the right is real work we are happy to do — it just gets priced on its own.
Inside the price
- The snapshot link
- The whole funnel as a GoHighLevel share link, yours to import into as many of your own sub-accounts as you like.
- The installation PDF
- Written for this funnel rather than for GoHighLevel in general: import order, what to rename, what to connect, what to leave alone.
- Free updates for life
- When the funnel is rebuilt or extended, the new link comes to you. There is no version fee and no upgrade tier.
- A call before you buy
- A walk-through of the funnel, or an honest answer about which one fits your offer. No charge and no pipeline chasing.
Installation is an optional $175 add-on — the PDF is a real route on its own.
Quoted separately, or run by a VA
- Third-party integrations
- Connecting the funnel to a CRM, an EHR, a job-management tool or an accounts package.
- Third-party software
- Anything that needs a licence, a seat or a subscription somewhere that is not GoHighLevel.
- Custom software development
- A portal, a calculator, a bespoke dashboard — software built for you rather than configured.
Ask and you get a fixed price and a date before anything starts. Where the work is repetitive rather than technical, we will say so and put a trained VA on it instead — it is cheaper and it is the honest answer.
The problem is week seven, not week one
Almost every gym can fill a January intake. The revenue question is what happens in the seventh week, when novelty has worn off and the member who has not been in for eleven days is deciding whether the direct debit is worth keeping.
That decision is made in silence unless something interrupts it. A text at the right moment, a call about a class they used to like, an invitation to the next challenge — those are cheap, and they are the difference between a 14-month member and a 4-month one.
What the snapshot brings
Challenge and trial funnels, intro consultation calendars, the full reminder and recovery stack, an attendance-based nurture sequence, review requests tied to milestones, and win-back campaigns for cancelled members.
The site pages are written for a gym: plans with real comparison, a timetable, trainer profiles and a challenge sign-up that reads like an offer rather than a brochure.
Delivered within 24 business hours with an installation PDF covering the timetable link, the joining fee, the trial length and the attendance interval the at-risk campaign fires on. Installation by us is optional and costs $175.
Retention is the cheapest growth you have
Adding a month to average member life does more for a gym's numbers than most acquisition campaigns, and it costs a fraction as much. The nurture and reactivation halves of this funnel exist for exactly that reason.
It also changes what your marketing has to do. A gym holding members for longer needs fewer new joiners each month to grow, which takes the pressure off the January-heavy cycle everyone complains about.
Questions
About the Gym snapshot
More general questions — licensing, refunds, setup — are answered on the FAQ page.
Will it work with our membership or access system?
The funnel handles enquiries, trials, bookings, reminders and campaigns; billing and door access stay where they are. Most gyms connect the two by syncing member status so the nurture sequences know who is active, and that is a good thing to sort during installation support.
Can it book personal training as well as intro sessions?
Yes. Calendars can be split by trainer and by session type with their own durations and buffers, so a 20-minute intro and a 60-minute PT session behave differently. Reminders and recovery run on both.
How does it know someone has stopped attending?
It works from the attendance or check-in data you feed into the sub-account. Once that is flowing, the sequence triggers on a gap in visits rather than on a calendar date, which is what makes the intervention land before the cancellation.
Is the six-week challenge funnel included or do I build it?
It is included, with the sign-up page, payment step, onboarding sequence and completion trigger for review requests already built. You change the dates, the price and the promise; the structure underneath does not need rebuilding each round.
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Want the Gym & Fitness Funnel Snapshot live this week?
Buy it and it lands within 24 business hours as a share link and an installation PDF. Add the $175 installation if you would rather it was live by Friday, or hand the whole offer to us and we build it from scratch.
All sales final once the snapshot link is sent · free updates for life · one licence covers every sub-account you own