Snapshot · Gym and Studio

Gym and studio GoHighLevel snapshot

Trial to member is the only conversion that matters here, so the build is engineered around it — plus an attendance-drop win-back that saves memberships before they cancel.

$1,320$2,050ONE-OFF · UNLIMITED SUB-ACCOUNTS
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  • White-label
  • 12 months of updates
  • Install guide included
  • All sales final once the link is sent

ST-01 · THE TERMS

Installation

We install it. It costs nothing.

Trial to member, then member to referral. Installation is free. You get 15 hours of dedicated installation support with it, to be used within 8 days of purchase. It is an allowance of hours, not 8 days of open-ended help, so book the time in and spend it. When the 15 hours are spent, or the 8 days are up, anything further is quoted before it is started and billed as work. Nothing lands on an invoice unannounced.

Installing the snapshot into the sub-account, with the QA pass and the walkthrough
Rebranding the website: your client’s name, colours, logo, domain and booking links
A2P 10DLC registration and setup, opt-in wording checked before it is filed
Email service setup: domain email integrated in HighLevel and the sending domain authenticated
Creating a few more automations where the build needs them, and retuning the ones in it

Never in the hours, on any build: third-party integrations, third-party api work, custom software development. Those are commissioned separately and quoted before a spark is struck.

Book a call about this build

Questions, or want a look at the build before you buy it? Book a call and we will walk you through the account.

ST-02 · THE NINE

What lands in the sub-account

Nine pieces, forged for gym and studio.

One list, not two. Every build carries the same nine pieces, and every part we deliver is stamped into the piece it belongs to and described once. Open a part to see what it fixes for a gym and studio, what changes, and how it pays back. There are no quantities on it: what is in the build is stated, not counted.

  1. CATCHThe lead arrives and is answered
  2. HEATCold and quiet contacts brought back up
  3. STRIKEThe booking held and protected
  4. QUENCHThe finished job set as public proof
  5. TEMPERThe client kept, for years not weeks
01CATCH

Professional Website

A studio site with class and coach pages already written, a par-Q intake form and the trial calendar under every offer.

  • Class and coach pages
  • Par-Q intake form
  • Trial calendar embedded

STAMPED FROM

AI Studio websiteA site that books, not a brochure
The gap
The studio site is a template from the gym's opening year. It lists an email address for enquiries and nothing on it can take a booking.
After the strike
AI Studio builds the pages: every class, every coach, membership tiers, the health screen that has to be signed, and a trial calendar sitting under all of it.
What it pays back
Assume your client pays a web agency $250 a month for a site nobody books through. Swap it for one that does and the line item pays for the build itself.
FunnelsSix-week challenge and free trial pages
The gap
Your client's challenge launch is an Instagram post and a DM thread. There is no page, no deadline on it, and no way to see who dropped out halfway.
After the strike
A free trial page, a six-week challenge launch with a real deadline on it, a class pass page and a corporate wellness enquiry, each wired to its own tag.
What it pays back
If a challenge takes thirty places at $199 and a third stay on as members afterwards, one launch through these pages funds the whole install for your client.
Forms and surveysPar-Q signed before anyone lifts
The gap
A new member steps onto the floor with an old shoulder injury nobody asked about, and the only record of it is a conversation the coach half remembers.
After the strike
Par-Q, injury history, emergency contact and goal are collected before the first session and land on the record. The cancellation survey captures why, which is the useful part.
What it pays back
If one in thirty new members declares something that changes their first session, the form has done more for your client's insurance position than the whole install cost.
02CATCH

AI Receptionist

Answers when the floor is busy and nobody is behind the desk, screens the enquiry by goal and books the trial session there and then.

  • Goal-based screening
  • Books the trial session
  • English and Spanish

STAMPED FROM

1 AI ReceptionistDesk cover during peak class hours
The gap
Six o'clock. Every rig is taken, both coaches are counting reps, and the phone rings with someone asking whether tonight's beginner class has space.
After the strike
Voice AI picks up on the first ring, matches the caller to a goal and a class, and drops a booked trial into your client's calendar.
What it pays back
Say the studio misses six calls a week at peak. If two of those book a trial and one signs on a $89 membership, the sub-account earns its keep by month one.
03CATCH

AI Chatbot

Answers price, class timetable and “is it beginner friendly” on Instagram and SMS, at the hour gym enquiries actually happen.

  • Instagram and SMS first
  • Timetable and price answers
  • Beginner reassurance built in

STAMPED FROM

1 AI ChatbotDM to booked trial without a human
The gap
Gym enquiries arrive as Instagram DMs after nine at night. Your client answers them on a Tuesday, by which point the sender has joined somewhere else.
After the strike
Text AI works the DMs, the site widget and SMS. Price, class times, contract length, parking. Then a trial link, sent while the interest is live.
What it pays back
Assume forty DMs a month and half go unanswered past a day. Recover four of those into trials and, at a $79 membership held nine months, the maths is not subtle.
04HEAT

AI Outbound Caller

Calls the trials that did not turn up and the members who have not scanned in for a month, before a lapse becomes a cancellation.

  • No-show trial callback
  • Low attendance trigger
  • Voicemail with a rebook link

Runs on Workflows and Nurture campaign, described once where they are stamped rather than twice here.

05STRIKE

Smart Appointment System

Confirms the trial, says what to bring, reminds three times and calls back the miss before the coach’s slot is wasted.

  • 24h, 1h and 15min ladder
  • What to bring attached
  • Recovery call inside 60 min

STAMPED FROM

Appointment reminders, confirmations and no-show recoveryTrial confirmed, reminded, recovered
The gap
A no-show trial is a coach standing at the door with an induction planned and nobody to run it on. It happens most on a wet Monday in February.
After the strike
Confirmation the second the pass is claimed, a reminder ladder down to the hour, kit list attached, and a recovery call on any miss before the day cools.
What it pays back
If ten trials a month are booked and three ghost, recovering two of them is two more inductions actually run and two more chances at a member.
06QUENCH

Review Automation

The engine behind it: SMS first, then an Instagram DM, with anyone mid-cancellation excluded and anyone unhappy routed to the owner.

  • SMS then Instagram DM
  • Cancelling members excluded
  • Unhappy routed internally

STAMPED FROM

Review automationGoogle profile fed month after month
The gap
The studio has good reviews from 2021 and nothing since. Every prospect comparing three gyms on a phone screen reads that as a place going quiet.
After the strike
The request goes out once a member has a month and some scans behind them, by SMS then DM, with anyone mid-cancellation held back automatically.
What it pays back
The cadence is tuned for 5 to 10 reviews a month. Win your client two extra walk-ins at a $99 membership and that is revenue nobody had to buy.
07QUENCH

Review Harvesting

The ask fires post-session, after the first month is complete and a result has actually happened, not on day two of a free trial.

  • Trigger: first month complete
  • Google and Facebook links
  • Satisfaction check first

Runs on Review automation, described once where they are stamped rather than twice here.

08TEMPER

Lifetime Nurture Campaigns

Milestone and personal-best congratulations, seasonal challenges, membership anniversary offers and the bring-a-friend referral.

  • Milestone and PB touches
  • Seasonal challenges
  • Bring-a-friend referral

STAMPED FROM

Nurture campaignFirst ninety days of the membership
The gap
Week one a new member is keen. Week six they have been twice. Nobody has spoken to them since the induction and nobody notices when they stop.
After the strike
Touches land through the first ninety days: the induction follow-up, the personal best congratulation, the anniversary offer, and the bring-a-friend ask when they are proudest.
What it pays back
Say a hundred people join in January and the March cliff keeps thirty. If the ninety-day line holds ten more at $99, your client carries $990 a month into spring.
Seasonal automationNew Year rush, summer shred, autumn restart
The gap
January doubles the intake and nobody has the hours to work it. By March the floor is empty again and the discount post goes up too late.
After the strike
The build carries the New Year push, the pre-summer challenge, the dead August window and the September restart — all dated, so nothing gets rewritten in a panic.
What it pays back
If your client takes sixty January sign-ups and normally keeps twelve past Easter, a dated re-engagement run that keeps five more at $99 is $495 a month recovered.
09TEMPER

Database Reactivation

Works the ex-members and the trials that never converted with an AI call and a rejoin offer that does not insult the ones who stayed.

  • 6 month lapsed trigger
  • Ex-member rejoin offer
  • AI calling campaign

Runs on Nurture campaign and Custom fields, described once where they are stamped rather than twice here.

THE FRAME

Four parts belong to no single piece. They carry all nine, which is why they are listed once, here, rather than nine times above.

Pipelines

Trial board and churn-risk board

The gap
Your client cannot tell you which members are drifting. They find out on the day someone walks in and asks how to cancel the direct debit.
After the strike
Boards stamped into the sub-account: enquiry to trial claimed to first session to member, and a churn lane holding anyone whose scans have thinned out.
What it pays back
At a $99 membership, pulling two people a month out of the churn lane and back onto the floor is over $2,000 of annual recurring revenue your client keeps.

Workflows

Ten-day scan gap fires a save

The gap
Nobody watches the scan log. A member stops coming in week three of a bad January, and the first anyone hears is the cancellation form in week seven.
After the strike
A ten-day gap in scans trips a check-in from the coach's number. Trial day five conversion, renewal warning, cancellation save: all running without anyone watching a report.
What it pays back
If a two hundred member gym bleeds eight members a month and the gap trigger holds three of them at $89, that is $267 a month your client stops losing.

Custom values

Studio name, rates, timetable link

The gap
One build, many gyms. Without placeholders your team retypes the studio name, the rate card and the cancellation terms into every message on every install.
After the strike
Studio name, address, rate card, joining fee, trial length, notice period, timetable link and the duty manager are set once per sub-account and read everywhere.
What it pays back
If your agency installs this for four gyms a year, and each install would otherwise cost a day of retyping at $400, the placeholders alone save four days you can bill elsewhere.

Custom fields

The data the churn trigger needs

The gap
The gym's check-in system knows who has stopped coming. The CRM does not, so every message goes out as though everyone is still turning up.
After the strike
Fields for goal, membership tier, trial start, last scan date, renewal date and preferred class. The churn trigger reads the scan date; the offers read the goal.
What it pays back
If a webhook from the door system fills the last scan field, the whole churn engine runs unattended. Hold one membership a month at $99 and the integration work clears itself inside a quarter.

Nine pieces in every build, never eight and never ten. The 70% no-show recovery and the 5 to 10 reviews a month are what these pieces are tuned to produce. They are targets we build to, not measured results from a named client.

ST-03 · THE HEAT

Automation

The workflows that do the work.

The workflows that carry the load, by name. The rest are listed in the install guide.

Trial onboarding week one
Trial-to-member conversion ladder
Attendance-drop win-back
Membership renewal reminder
Referral request at milestone
Challenge launch campaign

FUNNELS

  • Six-week challenge
  • Free trial
  • Personal training
  • Class pass
  • Corporate
  • Referral
  • Review

PIPELINE STAGES

  • Trial
  • Member
  • PT upsell

CALENDARS

  • Tour
  • Intro session
  • PT consult

Named, not counted. What each of them is for on a gym and studio build is in the pieces above.

ST-04 · THE LINE

How the complete system works

Lead capture to lifetime client.

The nine above are what lands in the account. This is the run: five stages, three moving parts each, in the order they fire for a gym and studio build.

  1. 1CHARGE

    Everything that comes through the door

    Four ways in, one routed path, nothing left ringing.

    Enquiries come in at nine at night when the floor is busy and the desk is empty.

    The line that never rings out

    • Picked up on the first ring, at any hour
    • Works out what the caller wants by asking, not by menu
    • Puts them in a slot before the call ends
    • Switches between English and Spanish mid-conversation
    • Passes a live one to your team while they are still on
    • 24/7 pickup
    • Books in-call
    • EN/ES

    Typed enquiries, wherever they are typed

    • SMS, email, Messenger and Instagram answered in seconds
    • The site widget runs the same qualifying questions
    • Writes training goal and preference straight to the record
    • Hands over to a person the moment it should
    • Drops the contact into follow-up as the chat closes
    • Five inboxes
    • One script
    • Human handoff

    Form fills and paid traffic

    • Every submission starts the ten-day run
    • Email, SMS and AI calling work the lead together
    • Routed by training goal to the right path
    • Source stamped on the record for attribution
    • Carried into the trial session without a manual step
    • Attribution
    • Three channels
    • Auto-route
  2. 2SOAK

    Bringing a cold lead up to temperature

    Ten days of heat on a member who would otherwise cool to nothing.

    A trial enquiry cools within days if nothing follows it up.

    Days one to three, in writing

    • Opens with the offer, not a greeting
    • What the work involves, written for the trade
    • Proof from people in the same position
    • One thing to do: pick a time

    Days four to seven, by text

    • A dated offer with a reason to move now
    • One short line of proof, not a paragraph
    • A booking link that takes a single tap
    • Pressure without the shouting

    Days eight to ten, on the phone

    • A call that reopens the conversation
    • Meets the objection that stalled them
    • Takes the trial session while they are still talking
    • Leaves something worth returning if not
  3. 3STRIKE

    Holding the booking once it is made

    A slot that stays filled, and a way back when it does not.

    A no-show trial is a coach standing in an empty studio.

    Confirmed the moment it is set

    • Text with the details, sent immediately
    • Calendar file for Google and Outlook
    • Email copy written to the contact record
    • Par-Q health form sent ahead of the visit

    Three reminders, falling closer

    • A day out, by text and by email
    • An hour out, the on-the-way note
    • Fifteen minutes out, the last word
    • Moving the slot takes one tap, not a call

    When the slot is missed

    • Called back inside the hour, not the next morning
    • Finds out what happened in conversation
    • Puts them back in the diary on the same call
    • Inside 60 min
    • 70% recovery target
  4. 4QUENCH

    Setting the finished job as public proof

    Every completed session cooled into something a stranger can read.

    People choose a gym on Google reviews and Instagram, in that order.

    Asking at the right moment

    • A satisfaction check two hours after the session
    • Happy: the Google and Facebook links follow
    • Unhappy: raised internally, never pushed public
    • Typically five to ten reviews a month, unattended

    Answering what comes back

    • Every positive review gets a reply
    • Written to the review, not from one template
    • Negative ones answered with care, not defence
    • Anything serious lands with a person

    Putting the proof back to work

    • Review text published back onto the site
    • Trust signals where the decision gets made
    • Lifts conversion on pages that already rank
    • Feeds what Google reads for local position
  5. 5TEMPER

    Keeping the client for years, not one job

    The member stays on the books long after the invoice clears.

    Retention is the entire business. Acquisition is just the cost of it.

    Staying in view

    • Prompts timed to the trade calendar
    • A check-in every quarter
    • Something on the birthday and the anniversary
    • A yearly prompt to review the arrangement

    Answering without you

    • Common questions handled at any hour
    • Moves an appointment without a phone call
    • Reports where things stand on request
    • Finds and sends a document when asked

    Going back to the quiet list

    • Six months of silence opens the trigger
    • A return offer with something real in it
    • A referral ask once a month
    • A VIP tier for the members who keep returning

ST-05 · THE CASE

Why it is worth forging

What it costs you today.

Cold metal

  1. 01Nine at night, nobody on the deskGym enquiries happen after work and on Sunday. The desk is on the floor coaching and the DM sits unread until Tuesday.
  2. 02Trials booked, trials missedA no-show trial is a coach standing in an empty studio, and that lead almost never rebooks itself.
  3. 03Members lapse before they cancelAttendance drops for a month, nobody notices, and the cancellation email arrives as a surprise.
  4. 04Reviews only from the people who leftHappy members never think to post. Unhappy ones always do. The profile ends up skewed and nobody is asking.

After the forge

  1. Enquiries answered when the floor is busyScreened by goal and booked into a trial session without anyone leaving the floor.02 AI Receptionist
  2. Instagram and SMS answered instantlyTimetable, price and “is it beginner friendly” handled where gym enquiries actually happen.03 AI Chatbot
  3. Trials that turn upWhat to bring, three reminders, and a recovery call inside the hour when someone misses.05 Smart Appointment System
  4. Lapses caught before they cancelA month without a scan triggers a real call, not a cancellation email.04 AI Outbound Caller
  5. Retention that runs itselfPersonal-best congratulations, seasonal challenges, membership anniversaries and bring-a-friend.08 Lifetime Nurture Campaigns

Forged for

  • Boutique studios, CrossFit boxes, PT studios and small gym chains
  • Anyone whose enquiries arrive on Instagram out of hours
  • Operators with a lapsed-member list they have never worked properly
  • Businesses selling memberships rather than single sessions

Not forged for

  • Large multi-site chains with an existing enterprise CRM and their own call centre
  • Anyone wanting billing, access control or class check-in — this handles enquiry, booking and retention, not the door
  • Studios that will not run a trial offer, since the whole capture path is built around one

If that second list is you, say so on the build call. We would rather tell you a gym and studio build is the wrong shape for you than take the money and watch it sit in a sub-account.

The sums, shown

One worked scenario, with every assumption printed. Swap your own numbers into the left column and the rest follows. These are illustrative figures, not measured results from a client.

Assumptions

Enquiries a week55
That go unanswered16
Membership value while they stay$935
Members per answered enquiry1 in 4

What follows

Missed enquiries a month16 a week x 4 weeks64
Now answeredcall, SMS and Instagram DM64
Extra members joined64 / 416
Value while they stay16 x $935, at $85 a month for 11 months$14,960

Hours back

Off enquiry handling64 enquiries x 3 min3.2h
Off trial reminders50 trials x 3 min2.5h
Off lapsed-member chasing40 members x 4 min2.7h
Totalabout 8.5 hours a month

When it pays back. Two members who stay past month three cover the build.

ST-06 · THE RESULT

What changes for the client

Day one, this happens.

  • Trial members get a seven-touch onboarding in their first week
  • A member who stops showing up gets a human-sounding check-in on day 10
  • Referrals asked for at the moment of a personal best, not at renewal

We install it, free.

Installation is free on every build in this catalog. We import it into your client’s sub-account, map every custom value, reconnect the integrations and walk a test contact through every workflow. You get a QA report before the client ever logs in.

InstallFree
Support15 hours, within 8 days
IncludesQA report + walkthrough
Book the install call

ST-07 · THE SCOPE

Delivery and support

What the forge takes on.

Clear lines rather than small print. The build and everything it automates stay on our floor. Work that reaches outside HighLevel is commissioned separately and quoted first.

On the floor

  • Installing the snapshot into the sub-account, with the QA pass and the walkthrough
  • Rebranding the website: your client’s name, colours, logo, domain and booking links
  • A2P 10DLC registration and setup, opt-in wording checked before it is filed
  • Email service setup: domain email integrated in HighLevel and the sending domain authenticated
  • Creating a few more automations where the build needs them, and retuning the ones in it

Commissioned separately

Third-party integrations
Anything that has to talk to a system outside HighLevel: an EHR, a shop management system, a wash controller, a comparative rater.
Third-party API work
Keys, endpoints, retries and error handling. Two-way syncs, webhook relays and scheduled migrations.
Custom software development
Portals, calculators and internal tools. Real software, scoped and priced as software.

Anything in the second list is quoted before a spark is struck, or handed to a dedicated VA on a monthly retainer if you would rather have hands than a project. It is never billed to you as a surprise.

Delivery24 business hours
InstallationFree
Install support15 hours, within 8 days

Out of the fire and into the sub-account inside 24 business hours of purchase confirmation. The floor runs 9am to 5pm Central, Monday to Friday, and nothing ships at a weekend, so a Friday afternoon order is struck on Monday. Installation is free. You get 15 hours of dedicated installation support with it, to be used within 8 days of purchase. When the 15 hours are spent, or the 8 days are up, anything further is quoted before it is started and billed as work. Nothing lands on an invoice unannounced.

ST-08 · QUESTIONS

Gym and Studio FAQ

Before you install.

Proof

From agencies running these builds.

Sample entries. DFY Foundry is a young shop. These cards show how the wall reads and stand in until real clients give us reviews to publish. No rating is claimed to Google while this note is here.

Sample

The HVAC build went into a client sub-account on a Tuesday and the receptionist was taking overnight calls by Thursday. The QA sheet meant we did not have to test it ourselves.
Sample entryAgency owner, Placeholder Agency

HVAC COMPANY SNAPSHOT

Sample

What we bought was the three weeks we did not spend building workflows. The spec sheet listed every one of them before we paid.
Sample entryOperations lead, Placeholder Agency

DENTAL CLINIC SNAPSHOT

Sample

The legal build screens matters before they reach a diary. That alone changed what our client does with their week.
Sample entryFounder, Placeholder Agency

LEGAL PRACTICE SNAPSHOT

Sample

Twelve hours of install support inside ten days, with a named person rather than a ticket queue. We used about eight of them, mostly on A2P.
Sample entryTechnical lead, Placeholder Agency

ROOFING COMPANY SNAPSHOT

Sample

The review engine fires when the job closes rather than when somebody remembers, which is the difference between a profile that grows and one that does not.
Sample entryAccount manager, Placeholder Agency

PLUMBING BUSINESS SNAPSHOT

Sample

We install these under our own brand and the client never sees a third party. The white-label side was done properly, not bolted on.
Sample entryAgency owner, Placeholder Agency

WHITE-LABEL AGENCY SETUP

6 published reviews, each one from an agency whose build we shipped

ST-10 · SHIP

Forge the gym and studio build.

Take the snapshot on its own, or have us install and test it in your client's sub-account. Either way you get the spec sheet.

Book a build callSee all snapshots

$1,320 ONE-OFF · UNLIMITED SUB-ACCOUNTS · 12 MONTHS OF UPDATES