Identifying clients who are drifting away from a studio requires pulling attendance records, calculating time since last visit, and cross-checking membership status before any outreach can begin. Done by hand, this process is slow, inconsistent, and easy to delay until clients have already lapsed.
An automated version pulls attendance and billing data on a schedule, scores each client's risk level, and drafts personalized outreach ready for review. The result is faster identification of at-risk clients and more consistent follow-up before they cancel.
The full workflow, from trigger to completion.
Every Monday at 6am the system pulls the latest attendance and booking activity for all active clients.
The Attendance & Risk Scoring calculates days since last visit for each client and flags anyone past the 14-day threshold.
The workflow checks each flagged client's membership and payment status before drafting outreach.
The Outreach Drafting writes a tailored re-engagement message referencing the client's usual class type and last visit date.
High-value or long-tenure clients route to the studio manager for a quick review and edit before sending.
Approved messages send automatically, and lower-risk clients send without review.
The Follow-up Reminder logs the outreach and any reply and creates a task for non-responders after 5 days.
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