# Origamy playbook spec v1. Reference: /playbooks/spec-format/
spec_version: 1
id: fitness.trial-to-member
title: Trial class to member
sector: fitness
source:
kind: synthesized
notes: >-
No gym or studio has built this with us yet. Built from the base patterns: a booking form
whose follow-up copies the slot time onto the person, an hourly
reminder segment, a daily call-task schedule over people who finished a trial and haven't
joined, and a staff form that records a new member. Nothing here needs an app.
derived_from: base.first-contact-follow-up
vocabulary:
person: member
people: members
group: team
summary: >-
People book a free trial through a booking form and get a confirmation that says what to bring
and a reminder a couple of hours before. The day after the trial, a coach gets a task to call
and ask how it went. When someone joins, staff record it on a short form and the new member gets
a welcome. A weekly summary shows trials booked and new members.
when_to_use:
- You run a gym, fitness studio, bootcamp or yoga or dance class and offer a free or cheap trial.
- Trial visitors rarely hear from you afterwards, and most never come back.
- You want a coach to make a personal call, and a simple way to track who joined.
requires:
data_in:
- how: booking_form
what: "The Trial class booking form this playbook creates. Put its link in your Instagram bio, WhatsApp status and on flyers."
- how: staff_form
what: "The New member form this playbook creates. Front-desk staff fill it when someone joins, matched by phone."
channels:
- channel: sms
for: Booking confirmation, the reminder and the welcome
needs: An SMS provider, or Origamy managed SMS after business verification (KYC).
- channel: email
for: The welcome email
needs: A verified sending domain for {{ params.email_from }}.
events:
- booking.created
- booking.cancelled
- onboarding.submitted
traits:
- trial_at
- membership_status
- membership_expires_at
parameters:
- key: org_name
ask: true
question: What should messages call your gym or studio?
label: Gym name
type: string
example: Northwind Fitness
- key: gym_address
ask: true
question: What address or directions should the confirmation include?
label: Address
type: text
example: your street, area and a landmark
- key: coach_team
ask: true
question: Which team calls people after their trial? (can be one coach)
label: Coaches
type: team_name
default: Coaches
- key: trial_classes
ask: true
question: Which trial classes can people book? Give each a short id and the name people see.
help: Use the same ids as your services in the service catalog.
label: Trial classes
type: list
item_fields:
key: { type: string, help: "short id, e.g. trial_class" }
name: { type: string, help: "what people see on the form" }
default:
- { key: trial_class, name: Free trial class }
- key: bring_text
ask: true
question: What should people bring to their trial?
label: What to bring
type: string
default: water, a small towel and comfortable shoes
- key: plans
label: Membership plans on the New member form
type: list
default: [Monthly, Quarterly, Annual]
- key: manager_team
label: Team that gets the weekly summary
type: team_name
default: Managers
- key: gym_phone
label: Number people call to change a booking
type: string
default: "{{ workspace.phone }}"
- key: reminder_hours
label: Hours before the trial for the reminder
type: hours
default: 2
- key: email_from
label: Sender address
type: email
default: "{{ workspace.default_sender }}"
- key: send_time
label: Daily time the coach tasks are created
type: time
default: "09:00"
- key: weekly_report_cron
label: When the weekly summary arrives
type: cron
default: "0 8 * * 1"
- key: greeting_fallback
label: Greeting when a first name is missing
type: string
default: there
- key: default_country
label: Default phone country on the forms
type: country_code
default: "{{ workspace.country }}"
- key: timezone
label: Time zone
type: timezone
default: "{{ workspace.timezone }}"
timings:
- A booking is confirmed by SMS straight away, with what to bring. The reminder runs every hour and goes out when the trial is less than {{ params.reminder_hours }} hours away.
- Every day at {{ params.send_time }}, anyone whose trial ended more than 3 hours ago (up to 2 days ago) and who hasn't joined gets a call task for {{ params.coach_team }}, due in 24 hours.
- A welcome SMS and email go out as soon as staff record a new member.
- A weekly summary arrives to {{ params.manager_team }} (Monday at 08:00 unless you change it).
customer_must:
- "Set up your trial class in the service catalog (length, opening hours, class times), then open the booking form's time slot question and check it is bound to that class. Booking forms can't be published until that is done."
- Publish the Trial class booking form and the New member form. Bookmark the New member form on the front-desk computer or phone.
- Add your coaches to the {{ params.coach_team }} team (it can be one person) and the manager to {{ params.manager_team }}.
- "When someone joins, front-desk staff fill the New member form with the phone number the person booked with. That is what stops the coach call and starts the welcome."
- "Switch on \"Trial booked\" and \"Trial cancelled\" first, since the other follow-ups read the trial time they save. Then connect an SMS provider (and verify your email domain), and test with your own phone."
objects:
- ref: team_coaches
kind: team
about: Calls people after their trial. Can be one person.
body: { name: "{{ params.coach_team }}" }
- ref: team_managers
kind: team
about: Gets the weekly summary.
body: { name: "{{ params.manager_team }}" }
- ref: form_trial
kind: form
about: The trial booking form. A hidden field marks the person as a trial.
body:
name: Book a trial class
slug: book-trial
description: Try a class with us for free.
draft_state:
version: 1
meta: { layout: classic, submit_label: Book my trial, success_message: "You're booked! We'll send you a message to confirm." }
pages:
- id: p1
title: Book your trial at {{ params.org_name }}
description: Pick a class and a time that suits you.
fields:
- { id: f_first, key: first_name, type: short_text, label: First name, required: true, maps_to: { mode: custom, key: first_name, trait: true } }
- { id: f_phone, key: phone, type: phone, label: Phone number, required: true, maps_to: { mode: mapped, slot: profile.phone }, config: { country_picker: true, default_country: "{{ params.default_country }}", verify: "off" } }
- { id: f_email, key: email, type: email, label: Email address (optional), required: false, maps_to: { mode: mapped, slot: profile.email } }
- id: f_class
key: trial_class
type: single_select
label: Which class would you like to try?
required: true
maps_to: { mode: mapped, slot: booking.service }
options:
- $each: params.trial_classes
$value: { value: "{{ item.key }}", label: "{{ item.name }}" }
- { id: f_slot, key: slot, type: date_slot, label: Pick a day and time, required: true, maps_to: { mode: mapped, slot: booking.slot } }
- { id: f_goal, key: goal, type: short_text, label: What would you like to get out of it? (optional), required: false, maps_to: { mode: custom, key: goal } }
- { id: f_status, key: status, type: hidden, label: "", required: false, default: trial, maps_to: { mode: custom, key: membership_status, trait: true } }
verification_settings: { required: false }
- ref: form_member
kind: form
about: Staff form to record a new member. Sets membership_status to active.
body:
name: New member
slug: new-member
description: Staff only. Fill this when someone joins, using the phone number they gave us.
draft_state:
version: 1
meta: { layout: classic, submit_label: Save member, success_message: Saved. }
pages:
- id: p1
title: New member
description: One entry per new member.
fields:
- { id: f_phone, key: phone, type: phone, label: Member's phone, required: true, maps_to: { mode: mapped, slot: profile.phone }, config: { country_picker: true, default_country: "{{ params.default_country }}", verify: "off" } }
- { id: f_first, key: first_name, type: short_text, label: First name, required: true, maps_to: { mode: custom, key: first_name, trait: true } }
- { id: f_email, key: email, type: email, label: Email address (optional), required: false, maps_to: { mode: mapped, slot: profile.email } }
- id: f_plan
key: plan
type: single_select
label: Plan
required: true
maps_to: { mode: custom, key: membership_plan, trait: true }
options:
- $each: params.plans
$value: { value: "{{ item }}", label: "{{ item }}" }
- { id: f_start, key: start_date, type: date, label: Start date, required: true, maps_to: { mode: custom, key: membership_started_at, trait: true }, config: { default_today: true } }
- { id: f_end, key: end_date, type: date, label: Membership ends, required: true, maps_to: { mode: custom, key: membership_expires_at, trait: true } }
- { id: f_status, key: status, type: hidden, label: "", required: false, default: active, maps_to: { mode: custom, key: membership_status, trait: true } }
verification_settings: { required: false }
- ref: seg_trial_soon
kind: segment
about: Trial within the next few hours.
body:
name: Trial within hours
description: trial_at within the next {{ params.reminder_hours }} hours.
segment_type: dynamic
status: active
definition:
operator: and
conditions:
- { type: trait, trait_key: trial_at, cond_operator: within_next, value: "{{ params.reminder_hours }}h" }
- ref: seg_trial_done
kind: segment
about: Trial ended more than 3 hours ago, in the last 2 days, and not yet a member.
body:
name: Trial done, not a member
description: trial_at between 3 hours and 2 days ago, and membership_status is not active.
segment_type: dynamic
status: active
definition:
operator: and
conditions:
- { type: trait, trait_key: trial_at, cond_operator: older_than, value: 3h }
- { type: trait, trait_key: trial_at, cond_operator: within_last, value: 2d }
- { type: trait, trait_key: membership_status, cond_operator: neq, value: active }
- ref: seg_members
kind: segment
about: Everyone whose membership is active.
body:
name: Active members
description: membership_status is active.
segment_type: dynamic
status: active
definition:
operator: and
conditions:
- { type: trait, trait_key: membership_status, cond_operator: eq, value: active }
- ref: tmpl_confirm
kind: template
about: Trial confirmation with what to bring.
body:
name: Trial booked (SMS)
channel: sms
category: Appointments
style: text
status: active
subject: ""
metadata: {}
variables: {}
body: "Hi {{ traits.first_name | default: \"{{ params.greeting_fallback }}\" }}, you're booked for a trial at {{ params.org_name }} on {{ properties.slot_start_ts | date: \"%a %-d %b, %H:%M\" }}. Please bring {{ params.bring_text }}. We're at {{ params.gym_address }}. Can't make it? Call {{ params.gym_phone }}. Reply STOP to opt out."
- ref: tmpl_reminder
kind: template
about: Reminder a couple of hours before the trial.
body:
name: Trial today (SMS)
channel: sms
category: Appointments
style: text
status: active
subject: ""
metadata: {}
variables: {}
body: "{{ params.org_name }}: see you at {{ traits.trial_at | date: \"%H:%M\" }} today for your trial. Please arrive 10 minutes early. Can't make it? Call {{ params.gym_phone }}. Reply STOP to opt out."
- ref: tmpl_welcome_sms
kind: template
about: Welcome SMS for a new member.
body:
name: Welcome member (SMS)
channel: sms
category: Onboarding
style: text
status: active
subject: ""
metadata: {}
variables: {}
body: "Welcome to {{ params.org_name }}, {{ traits.first_name | default: \"{{ params.greeting_fallback }}\" }}! Your membership runs until {{ traits.membership_expires_at | date: \"%-d %b %Y\" }}. Questions? Call {{ params.gym_phone }}. Reply STOP to opt out."
- ref: tmpl_welcome_email
kind: template
about: Welcome email for a new member.
body:
name: Welcome member (email)
channel: email
category: Onboarding
style: html
status: active
subject: "Welcome to {{ params.org_name }}"
metadata: { email: { from: "{{ params.email_from }}", preview_text: "" } }
variables: {}
body: >-
Hi {{ traits.first_name | default: "{{ params.greeting_fallback }}" }},
Welcome to {{ params.org_name }}. We're glad you joined. Your {{ traits.membership_plan }}
membership runs until {{ traits.membership_expires_at | date: "%-d %b %Y" }}.
We're at {{ params.gym_address }}. If you have any questions, reply to this email or
call {{ params.gym_phone }}.
{{ params.org_name }}
Unsubscribe
- ref: wf_booked
kind: workflow
about: When a trial is booked, save its time on the person and confirm it.
body:
name: "Trial booked"
description: Copies each trial booking's time onto the person and sends the confirmation.
enabled: false
trigger_type: event
trigger_config: { event_name: booking.created, form_id: "{{ ref.form_trial.id }}" }
steps:
- { id: s1, type: action, config: { action_type: set_trait, traits: { trial_at: "{{ properties.slot_start_ts }}" } } }
- { id: s2, type: action, config: { action_type: send_message, channel_config: { mode: single, single: { channel: sms, template_id: "{{ ref.tmpl_confirm.id }}" } } } }
re_entry_policy: every_time
re_entry_cooldown_hours: 0
goal: {}
exit_conditions: []
- ref: wf_cancelled
kind: workflow
about: A cancelled trial clears the saved time, so no reminder or coach call follows.
body:
name: "Trial cancelled"
description: Clears the saved trial time when a booking is cancelled.
enabled: false
trigger_type: event
trigger_config: { event_name: booking.cancelled, form_id: "{{ ref.form_trial.id }}" }
steps:
- { id: s1, type: action, config: { action_type: set_trait, traits: { trial_at: "" } } }
re_entry_policy: every_time
re_entry_cooldown_hours: 0
goal: {}
exit_conditions: []
- ref: wf_reminder
kind: workflow
about: Hourly run over "trial within hours"; one reminder per trial.
body:
name: "Trial reminder"
description: Every hour, a reminder to people whose trial is a few hours away.
enabled: false
trigger_type: schedule
trigger_config: { segment_id: "{{ ref.seg_trial_soon.id }}", rrule: FREQ=HOURLY, starts_at: "{{ workspace.tomorrow }}T06:00", timezone: "{{ params.timezone }}" }
steps:
- { id: s1, type: action, config: { action_type: send_message, channel_config: { mode: single, single: { channel: sms, template_id: "{{ ref.tmpl_reminder.id }}" } } } }
re_entry_policy: cooldown
re_entry_cooldown_hours: 12
goal: {}
exit_conditions: []
- ref: wf_coach_call
kind: workflow
about: Daily run over "trial done, not a member"; one coach call task per trial.
body:
name: "Trial: coach call"
description: Every day, a call task for the coach team for people who tried a class and haven't joined. The outcome is saved.
enabled: false
trigger_type: schedule
trigger_config: { segment_id: "{{ ref.seg_trial_done.id }}", rrule: FREQ=DAILY, starts_at: "{{ workspace.tomorrow }}T{{ params.send_time }}", timezone: "{{ params.timezone }}" }
steps:
- id: s1
type: human_task
config:
human_task:
title: "How was the trial? {{ traits.first_name | default: \"a visitor\" }}"
instructions: |-
{{ traits.first_name | default: "This person" }} ({{ traits.phone }}) tried a class on {{ traits.trial_at | date: "%a %-d %b" }} and hasn't joined.
Call to ask how it went, answer questions and offer to sign them up. If they join, ask front desk to fill the New member form. Note anything they say.
assignee_refs: [{ type: team, id: "{{ ref.team_coaches.id }}" }]
strategy: round_robin
completion_policy: first_response_wins
outcome_options:
- { id: joined, label: Joining, intent: positive }
- { id: thinking, label: Still thinking, intent: neutral }
- { id: not_interested, label: Not interested, intent: negative }
due_hours: 24
wait: true
wait_timeout_hours: 168
notify: immediate
- { id: s2, type: action, config: { action_type: set_trait, traits: { trial_outcome: "{{ properties.task_outcome | default: \"unknown\" }}", trial_note: "{{ properties.task_note }}" } } }
re_entry_policy: cooldown
re_entry_cooldown_hours: 72
goal: {}
exit_conditions: []
- ref: wf_welcome
kind: workflow
about: Welcome SMS and email when a new member is recorded.
body:
name: "New member: welcome"
description: When staff record a new member, a welcome SMS and email.
enabled: false
trigger_type: event
trigger_config: { event_name: onboarding.submitted, form_id: "{{ ref.form_member.id }}" }
steps:
- { id: s1, type: action, config: { action_type: send_message, channel_config: { mode: single, single: { channel: sms, template_id: "{{ ref.tmpl_welcome_sms.id }}" } } } }
- { id: s2, type: action, config: { action_type: send_message, channel_config: { mode: single, single: { channel: email, template_id: "{{ ref.tmpl_welcome_email.id }}" } } } }
re_entry_policy: cooldown
re_entry_cooldown_hours: 720
goal: {}
exit_conditions: []
- ref: q_trials
kind: saved_question
about: How many trials were booked (used by the weekly summary).
body:
name: "Report: trial bookings"
data_plane_id: default
viz_type: number
viz_settings: {}
visibility: workspace
query_ast:
table: events
filters:
operator: and
conditions:
- { field: event_name, op: eq, value: booking.created }
- { field: properties.form_id, op: eq, value: "{{ ref.form_trial.id }}" }
aggregations: [{ fn: count, alias: bookings }]
- ref: q_new_members
kind: saved_question
about: How many new members were recorded (used by the weekly summary).
body:
name: "Report: new members recorded"
data_plane_id: default
viz_type: number
viz_settings: {}
visibility: workspace
query_ast:
table: events
filters:
operator: and
conditions:
- { field: event_name, op: eq, value: onboarding.submitted }
- { field: properties.form_id, op: eq, value: "{{ ref.form_member.id }}" }
aggregations: [{ fn: count, alias: members }]
- ref: report_weekly
kind: report
about: Trials booked, new members and active members, sent to the managers each week.
body:
name: "Weekly: trials and new members"
description: Trials booked and new members recorded over the last 7 days.
schedule_cron: "{{ params.weekly_report_cron }}"
timezone: "{{ params.timezone }}"
enabled: false
spec:
period: last_7_days
compare: previous_period
week_start: monday
sections:
- { id: w_trials, kind: saved_question, title: Trials booked, viz: number, params: { question_id: "{{ ref.q_trials.id }}" } }
- { id: w_members, kind: saved_question, title: New members, viz: number, params: { question_id: "{{ ref.q_new_members.id }}" } }
- id: w_active
kind: segment_sizes
title: Active members now
params:
segment_ids: ["{{ ref.seg_members.id }}"]
- { id: w_tasks, kind: tasks_summary, title: Coach calls, params: {} }
recipients: [{ type: team, id: "{{ ref.team_managers.id }}" }]
channel_policy: { mode: email_only }
eval:
name: 81_fitness_trial_to_member
mode: task
vertical: ""
prompt: >-
We run a gym and offer a free trial class. Let people book a trial through a booking form and
text them a confirmation that tells them what to bring, then a reminder 2 hours before. The
day after the trial, give our coaches a task to call and ask how it went, unless they've
joined. Staff need a form to record new members, which sends a welcome text. Send me a weekly
summary of trials and new members.
expect_artifacts: [form, segment, workflow, message_template, report]
forbid_terms: [discount]