A 7-day trial request from an ad or the website opens a CRM deal and sends a WhatsApp QR pass with an intro booking link. Door check-ins move the deal, a coach calls no-shows on day 3, and a day 6 offer closes the trial.
Typical results
Under 5 min
From trial request to QR pass on WhatsApp
Day 3
Coach call for anyone who hasn't visited yet
≈3 hrs/wk
Front desk time on trial follow-up saved
Figures reflect typical results for this kind of automation.
The challenge
Trial requests arrive from Instagram ads, the website and walk-ins, and the front desk tracks them in a notebook or a spreadsheet. Nobody knows who actually came in, so follow-up calls go to people who visited twice and skip people who never showed. Passes expire quietly, and about 4 in 10 trial visitors never use theirs.
Before and after
Trial-to-member conversion rate
+20%Unused trial passes per month (of 60)
−38%Staff hours per week on trial follow-up
−67%The automation
Every trial request from a lead ad or the website creates a CRM deal and sends a WhatsApp QR entry pass with a link to book an intro session with a coach. Door system check-ins move the deal from booked to first visit to second visit. If the visitor hasn't come in by day 3, the coach gets a call task. A day 6 membership offer expires with the pass, and each outcome feeds a monthly trial report.
How it works
- 01
Trial request becomes a deal
A 7-day trial request from an Instagram lead ad or the website creates a deal in the CRM with the source and the visitor's goal.
- 02
QR pass and intro booking
The visitor gets a WhatsApp message with a QR entry pass and a link to book an intro session with a coach.
- 03
Check-ins move the deal
Door system check-ins move the deal from booked to first visit to second visit, with no data entry at the desk.
- 04
Day 3 call task
If the visitor hasn't come in by day 3, the coach who owns the lead gets a call task in the CRM.
- 05
Day 6 offer and report
On day 6 a membership offer arrives that expires with the pass, and every outcome feeds the monthly trial report.
Starts from
- Instagram lead ad
- Website trial form
- Door check-ins
Delivers
- WhatsApp QR pass
- Day 3 coach call task
- Monthly trial report
The impact
About 20% more trial visitors become members, with conversion rising from roughly 25% to 30% on 60 trials a month. Unused passes drop from about 24 a month to 15, and the front desk saves around 3 hours a week of follow-up. The monthly report shows which ads and coaches convert best.
Questions about this automation
Which door and check-in systems can it read?
It reads check-ins from access control or gym management software that sends a webhook or exposes visits through an API, and from a tablet check-in form when there is no door system. Each check-in is matched to the deal by phone number or by the QR code on the pass, so the stage changes without staff input.
What happens when the visitor joins or says no?
A signed membership closes the deal as won and stops all trial messages. A visitor who replies that they're not interested, or whose pass expires without a purchase, is marked lost with the reason and can be added to a later win-back campaign. Both outcomes are counted in the monthly report by lead source.
Can each coach own their own trial leads?
Yes. The gym sets the assignment rule, such as by the visitor's goal, by lead source or in rotation, and each deal carries the coach's name from the start. That coach gets the day 3 call task and sees their own conversion in the monthly report. This is a multi-step build, usually rolled out in stages.