Smart email automation can help you stay one step ahead of cancellations by nudging members back into action before they decide to leave.
The right message at the right time can re-engage a member, remind them of their goals, or even prompt a conversation that saves their membership.
It works, too. According to Campaign Monitor, automated emails generate 320% more revenue than non-automated ones. This translates to better retention, stronger relationships, and more predictable recurring income.
If you’re struggling with where to start, here are five high-impact automated email flows that any martial arts club can set up using their club management software.
New Member Onboarding Series
Having a dedicated automated email flow for new members helps them feel welcomed, supported, and confident from the moment they join. Members who feel lost or unsupported in the early stages are far more likely to cancel. A structured welcome series builds confidence, trust, and a sense of community.
Here’s an example of a New Member Onboarding Email Flow:
Day 1 – Welcome email: Introduce your club, Include opening hours, how to book classes, and who to contact with questions.
Day 3 – Digital introduction & tips: Run through the class schedule, beginner-friendly classes, and instructor recommendations.
Day 7 – Progress check-in: Ask how their martial arts journey is going and explain how they can apply for a belt grading review.
Day 14 – Meet the team: Introduce some of the instructors so that they can get familiar with the team.
Day 30 – Feedback request & referral incentive: Gather feedback and start asking for referrals.
Missed Visit Follow-Up
One tried and tested method of preventing cancellations is to catch disengaged members early before they disappear entirely. Your club management software will automatically flag at-risk members, so all you need to do is automate the process of contacting them and reminding them to get back to the club.
A gentle nudge shows you’ve noticed their absence and you have a personal stake in their martial arts journey.
At-Risk Member Example Email Workflow
After 7 days of no visits: Friendly “we missed you” message, offer to help get back on track.
After 14 days: Encourage goal reflection; “Still on track with your martial arts goals?”
After 21 days: Share a special offer on 1:1 catch-up with an instructor or invite them to a class.
Belt Grading Check-In
As mentioned, showing members that the club has a personal stake in their progress is key to keeping them motivated. Progress isn’t always visible when members aren’t putting themselves up for a grading review and it’s easy for them to forget how far they’ve come. Checking in and prompting them to submit themselves for a belt grading review shows you care and helps members reconnect with their purpose.
Example Email Workflow for a Belt Grading Check-In
Every 6 weeks: Send a check-in email asking how they’re feeling about their progress.
- Include a quick survey or link to book a belt grading review with an instructor.
- Share tips to beat a slump or remind them of lesser-used services that you offer (e.g., nutrition advice, recovery sessions, tracking tools).
- Encourage a small “next goal” they can aim for in the next few weeks.
Bringing Members Back After a Break
In martial arts, it’s not unusual for students to take time off, whether it’s for school holidays, injuries, or life just getting busy. But as many instructors know, a short break can sometimes turn into a long-term absence. A warm, supportive series of automated emails can make returning to the club feel less daunting and more exciting.
Example Email Workflow to Re-Engage Inactive Members
Just before their break ends (if their return is scheduled): Send a friendly “We’re looking forward to having you back!” message, with an easy way to ask questions or adjust plans if needed.
1 week after expected return: If they haven’t been in class, follow up with something encouraging like, “Ready to get back on the mat? We’re here when you are.”
2 weeks later: Share something fresh—maybe a spotlight on a new class, a recent student success story, or an invite to bring a friend along.
Exit Survey + Comeback Campaign
Sometimes students leave for reasons out of your control, but that doesn’t mean they’re gone for good. A quick feedback survey shows you care and gives you insight into what could be improved, and a gentle win-back email a few months later can turn a farewell into a future return.
Example Membership Cancellation Email Workflow
Immediately after cancellation: Thank them for being a member of the club and share your feedback survey.
30 days after cancellation: Send a special rejoin offer or a free class invite.
60-90 days after: Share updates at the club (new instructors, new classes, community stories).
Tips for Writing Member Communications
- Most people skim-read their emails, so keep it short and to the point. Aim for 3-5 short paragraphs per email as a maximum.
- Write like you speak. Use a friendly, conversational tone and avoid jargon or overly formal language.
- Make the message about them, not you. Focus on their goals, challenges, and progress.
- Always include one clear call to action (CTA). Whether it’s “Book your class,” “Reply to this email,” or “Choose your plan.” Make it obvious what they should do next.
- Use subject lines that are simple and honest. For example, “We haven’t seen you in a while” will likely get more opens than “Notification of class inactivity.”
Most modern martial arts club management software platforms make it easy to build these workflows using simple “if/then” rules based on behaviour. Once they’re set up, they run in the background to save you time while protecting your revenue.
Want to get started with automated messaging? ClubRight makes it easy to automate smart, personalised emails that keep your members coming back – plus loads more. Book a free no-obligation online demo and we’ll walk you through it, or see why we’re trusted by more than 1,000 fitness businesses across the UK.
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