Trial funnel, QR check-in at the door, class packs, PT, freeze and cancel saves, win-backs and an AI receptionist. One system, already built and tested, in your own HighLevel account.
Small gyms pay twice. One app to book classes and take payments, and HighLevel (or another tool) to chase leads, send texts and ask for reviews. Two bills, two logins, and the member data never meets in the middle.
HighLevel can do the gym side too: calendars with seats, recurring payments, contracts, courses. Nobody had wired it up for a gym properly, so a trial lead, a check-in and a cancellation all lived in different places.
This is that wiring, finished. Every workflow below was fired with real test contacts before it went on this page.
The member never downloads anything. Everything happens on their phone, through texts and a few fast pages.
Free trial in 3 taps
Goal, class type, best time, name and mobile. The lead lands in the pipeline and gets a text with the booking link within seconds.
Trial booked, reminded, followed up
Booking stops the lead nurture. Reminders go out 24 hours and 2 hours before. No-shows get a soft rebook text 15 minutes after.
The offer, while they still feel it
Two hours after the trial session, the membership options land by text and email. Then two gentle follow-ups, then it stops.
Onboarding that catches drop-offs
Welcome text, intake and waiver form, first-week plan. On day 7, anyone with fewer than 2 visits becomes a call task for the coach.
One tap at the door
A QR poster at reception. The phone remembers the member, so check-in is a single tap. Double taps count once.
Habits get rewarded
Visit 10 asks for a Google review, once. Visits 25, 50 and 100 get a milestone text. Low class packs get a top-up nudge.
Missing members flagged
7 days without a visit: a friendly text and the member moves to At Risk. 14 days: a call task for you. They check in again, everything resets.
Cancel requests get a save attempt
The cancel form offers your save deal or a freeze before anything is processed, and puts a 24-hour call task on your list.
Freezes handled end to end
Member picks a restart date. They get a confirmation, you get a task to pause billing, and 3 days before the restart they get a welcome-back text.
PT packages that renew
Free consult booking, the package offer after the session, sessions counted when they happen. One session left triggers the renewal nudge.
Failed payments chased
Status flips to Past Due, two polite card-update texts and an email, then a call task. Paid again, the member is Active again.
Health flags before the first session
The intake form has a short health check. Anything flagged becomes a task for the coach with the member's own notes attached.
Most gym snapshots stop at the free trial. This one keeps going after they join, which is where the money is.
A snapshot carries the system, not the gym's identity. These are the things HighLevel can't copy across, in the order they get done. If you pick the done-for-you option, I do all of them.
One-time prices. No licence key, no lock-in. The gym owns its HighLevel account either way.
I set the whole system up in your own HighLevel account and test it with you before members see it.
Already have HighLevel? $997. Optional care plan $97/mo: changes, new offers, monthly check of every workflow.
Comfortable in HighLevel? Import it and follow the guide.
Opening HighLevel through my link? 20% off, so $237.
Install it for your gym clients yourself, as many as you sign.
Everything on the left, and I install it in your first gym client's sub-account.
Resell it at $1,000 to $1,500 setup plus a monthly retainer, keep the difference.
New to HighLevel? Save 20% on any option. Open your HighLevel account through my partner link before we start, and the discount comes off your price. You get HighLevel's free trial too.
Open HighLevelFor most small gyms, studios and PT shops, yes: trials, class booking with seats, check-in, memberships, class packs, PT, contracts, reviews and follow-ups all run in HighLevel. It does not connect to turnstiles or door locks and has no retail till. If you rely on those, keep them for that job only.
One gym runs fine on HighLevel's entry plan, which includes workflows, websites, calendars, payments and courses. The AI receptionist is a HighLevel add-on billed per minute of calls. You do not need SaaS mode.
Because HighLevel pays me a small partner commission while you use it, and I pass that on to you up front as the discount. It costs you nothing extra, and the account is 100% yours.
You connect your own Stripe account inside HighLevel. Memberships run as recurring payments, class packs and PT as one-time payments. The money goes straight to you, never through me.
No. Everything runs through text messages and mobile pages. The door check-in is a QR code on a poster, and the phone remembers the member after the first time.
Every form stores the member's consent with a timestamp, which is what the A2P registration asks for. Approval is HighLevel's process and usually takes a few days. Done-for-you includes writing the submission.
Yes. Offers, prices, links and the gym's details live in one custom values screen. Every text and email is editable in the workflows and email templates.
No refunds on the snapshot, since it imports in a minute and can't be taken back. That's why the live demo gym is open for you to try first: book a trial, check in, see the texts.
I build funnels, automations and AI agents in HighLevel full time. A gym owner asked for a proven setup to replace their booking app and nobody had a complete one, so I built it, then tested every workflow with live contacts and fixed what HighLevel does differently from what the docs say.
You're buying the system plus every one of those fixes.
More at workwithrik.comLeads, members, check-ins and saves in the same place. Try the demo gym, then pick your option.