Trial class to member
When to use it
Section titled “When to use it”- 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.
Where the data comes from
Section titled “Where the data comes from”| How | What |
|---|---|
| A booking form | The Trial class booking form this playbook creates. Put its link in your Instagram bio, WhatsApp status and on flyers. |
| A form your staff fill in | The New member form this playbook creates. Front-desk staff fill it when someone joins, matched by phone. |
What it sets up
Section titled “What it sets up”| Kind | Name | What it does | Lands |
|---|---|---|---|
| Team | Coaches | Calls people after their trial. Can be one person. | Empty |
| Team | Managers | Gets the weekly summary. | Empty |
| Form | Book a trial class | The trial booking form. A hidden field marks the person as a trial. | Draft, not published |
| Form | New member | Staff form to record a new member. Sets membership_status to active. | Draft, not published |
| Segment | Trial within hours | Trial within the next few hours. | Ready |
| Segment | Trial done, not a member | Trial ended more than 3 hours ago, in the last 2 days, and not yet a member. | Ready |
| Segment | Active members | Everyone whose membership is active. | Ready |
| Template | Trial booked (SMS) | Trial confirmation with what to bring. | Ready |
| Template | Trial today (SMS) | Reminder a couple of hours before the trial. | Ready |
| Template | Welcome member (SMS) | Welcome SMS for a new member. | Ready |
| Template | Welcome member (email) | Welcome email for a new member. | Ready |
| Follow-up | Trial booked | When a trial is booked, save its time on the person and confirm it. | Off |
| Follow-up | Trial cancelled | A cancelled trial clears the saved time, so no reminder or coach call follows. | Off |
| Follow-up | Trial reminder | Hourly run over "trial within hours"; one reminder per trial. | Off |
| Follow-up | Trial: coach call | Daily run over "trial done, not a member"; one coach call task per trial. | Off |
| Follow-up | New member: welcome | Welcome SMS and email when a new member is recorded. | Off |
| Question | Report: trial bookings | How many trials were booked (used by the weekly summary). | Ready |
| Question | Report: new members recorded | How many new members were recorded (used by the weekly summary). | Ready |
| Report | Weekly: trials and new members | Trials booked, new members and active members, sent to the managers each week. | Off |
The questions it asks
Section titled “The questions it asks”| # | Question | Default | Fills in |
|---|---|---|---|
| 1 | What should messages call your gym or studio? | none, must answer | org_name |
| 2 | What address or directions should the confirmation include? | none, must answer | gym_address |
| 3 | Which team calls people after their trial? (can be one coach) | Coaches | coach_team |
| 4 | Which trial classes can people book? Give each a short id and the name people see. Use the same ids as your services in the service catalog. | Free trial class | trial_classes |
| 5 | What should people bring to their trial? | water, a small towel and comfortable shoes | bring_text |
Other settings
Section titled “Other settings”These have defaults. Change any that don’t fit.
| Setting | Default | Key |
|---|---|---|
| Membership plans on the New member form | Monthly, Quarterly, Annual | plans |
| Team that gets the weekly summary | Managers | manager_team |
| Number people call to change a booking | ‹workspace phone› | gym_phone |
| Hours before the trial for the reminder | 2 | reminder_hours |
| Sender address | ‹workspace default_sender› | email_from |
| Daily time the coach tasks are created | 09:00 | send_time |
| When the weekly summary arrives | 0 8 * * 1 | weekly_report_cron |
| Greeting when a first name is missing | there | greeting_fallback |
| Default phone country on the forms | ‹workspace country› | default_country |
| Time zone | ‹workspace timezone› | timezone |
Timings
Section titled “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 2 hours away.
- Every day at 09:00, anyone whose trial ended more than 3 hours ago (up to 2 days ago) and who hasn't joined gets a call task for Coaches, due in 24 hours.
- A welcome SMS and email go out as soon as staff record a new member.
- A weekly summary arrives to Managers (Monday at 08:00 unless you change it).
Channels
Section titled “Channels”| Channel | Needed for | Before it can send |
|---|---|---|
| sms | Booking confirmation, the reminder and the welcome | An SMS provider, or Origamy managed SMS after business verification (KYC). |
| The welcome email | A verified sending domain for ‹workspace default_sender›. |
What you need to do
Section titled “What you need to do”- 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 Coaches team (it can be one person) and the manager to Managers.
- 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.
- Set the trial class on a quiet time slot with a small cap, so trials get attention. Name what to bring on the confirmation and keep it short: water, a towel, shoes. People who feel prepared turn up.
- The coach call is the most valuable step. It lands the morning after the trial, which is when interest peaks. Give the coach two questions: how did it feel, and what would make it easy to start this week. Offer a start date, not a brochure.
- The New member form is how the playbook knows someone joined. If front desk forgets it, the coach will call a new member and ask them to sign up. Make it part of the payment routine, whether the member pays by transfer, POS or cash.
- Collect only what you need on the trial form. Don’t ask about health conditions or injuries there. Handle those in person, and tell members how you keep that information.
This playbook is synthesized: no customer has run it with us yet. If you build it, tell us what you changed, and we’ll replace it with the real version.
Copilot eval
Section titled “Copilot eval”The request used to test the copilot on this playbook (a live eval):
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.
It passes when every piece is a valid draft and everything lands off, with at least: form, segment, workflow, message_template, report. It must never use: discount.