Running a gym is all about people. The most successful gyms greet members when they come in, check in on their progress, and keep them coming back when motivation dips.
But when you’re managing hundreds of members, maintaining a personal touch quickly becomes an overwhelming task.
You want to follow up when someone misses a week, welcome every new member properly, and celebrate milestones… but who’s got the time to send all those messages?
That’s where automated messages come in.
Sending the right message to the right person, at the right time, automatically – whether it’s a text, an email, or a push notification through your member app – helps you communicate consistently without spending hours glued to your laptop.
Here’s how to use automated messages at your gym to save time, boost engagement, and improve retention.
How Consistent Communication Keeps Gym Members Engaged
One of the biggest reasons members cancel their membership is that when motivation dips and they don’t train as regularly, no one notices. Sending them a quick message at the right moment can change that.
- “Haven’t seen you in a while, how’s training going?” keeps members accountable.
- “Congrats on hitting 10 visits!” makes them feel recognised.
- “Your membership renews next week” prevents cancellations or missed payments.
Keeping up with all of these messages manually just isn’t scalable. That’s why automating communication is such a game-changer. It keeps members feeling supported even when you’re busy running the gym.
Understanding Message Automation for Gym Owners
Message automation just means your gym management system automatically sends messages when certain things happen, based on the behaviour you choose.
A few common examples are:
- New member joins = they instantly get a welcome email with gym info.
- Member hasn’t checked in for 10 days = they receive a motivational nudge to come back.
- Class is almost full = a push notification lets regulars grab their spot before it’s gone.
- Membership is due for renewal = a friendly text message reminds them.
Think of it as a personal assistant who handles all the follow-ups for you. You can usually choose whether these messages go out via email, SMS, or push notification, and set your own rules, like “no visit in 7 days” or “membership expiring soon.”
Here’s how to set it up in ClubRight.
5 Smart Ways to Use Automated Messages in Your Gym
You don’t have to automate everything, especially if you’re new to setting up automation. Start small, focus on the touchpoints that matter most, and build out from there.
Here are five message types that make the biggest impact:
Welcome and Onboarding
Send an automated welcome as soon as someone joins that sets the tone of your gym from the first interaction. Include helpful details like how to log into the member app, how to book their first class or induction and who to contact for support.
Class and Attendance Reminders
We all live busy lives, so reminders make it easier for members to stay committed. Send an email or text before their booked class, follow up with a thank-you or progress note after and nudge members who haven’t attended recently to use their class credits. It keeps people showing up and reduces no-shows with minimal effort.
Re-engagement Messages
When someone goes quiet, don’t wait for the eventual cancellation and assume you’ll never see them again. Set a trigger for when a member hasn’t checked in for 7-14 days, and send a gentle reminder:
“Hey [First Name], we haven’t seen you in a while! Ready to book your next class?”
A short, simple message could be all it takes to re-engage a member moments away from cancelling.
Celebrating Milestones
Automation doesn’t have to be limited to reminders; use it to recognise and celebrate progress too. Send an automated message when members hit milestones, such as 25 or 50 classes attended or a full year of holding a membership. A little boost can make a huge difference in loyalty and morale.
How to Write Automated Messages That Still Feel Personal
Automation works best when it sounds natural, like something you’d actually say. Here are some tips we always share with our users:
Be conversational. Write like you’d talk to a member in person.
Keep it short. A couple of lines is usually enough.
Add personal touches. Use name tags, class types, or specific achievements.
Avoid salesy language. Be friendly and genuine.
Don’t overdo it. You want to stay connected, not clog up their inbox.
Your gym software can store message templates, so every communication (whether email, SMS, or app notification) stays consistent with your tone and brand.
You don’t need to be a software expert to use message automation. Once it’s set up, it runs in the background helping you stay connected, build engagement, and save time every week.
Start small with two or three automations that make the biggest difference (like new joins, no-shows, and renewals). Once you see the results, you’ll quickly find new ways to make it work even harder for you. The goal is to send the right messages, at the right time, to the right people.
ClubRight is the go-to management software for independent gyms, taking care of everything from membership management and billing to class bookings and online joining, plus a whole lot more. Give us a call today on +44 (0)203 884 977 or book a free online demo with one of our product experts to find out why we’re trusted by more than 1000+ fitness businesses across the UK.
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