Gym lead follow-up that turns trial visitors into members, and notices when members drift.
Most gyms get enough trial leads. The difference is in what happens next: how quickly someone replies, whether the intro visit leads to a clear offer, and whether anyone notices when a member stops showing up. Alcreo handles those steps, plus membership billing.
Getting leads is only half of it. Following up and keeping members is the rest.
Ads and referrals bring in trial leads. These are the places they tend to slip away:
Trial leads called back too late
A lead fills out your form at lunch. A callback after evening classes often reaches them after they've booked a trial elsewhere.
Intro visits without a clear offer
Someone enjoys their first class, then nobody follows up with a membership offer.
Members who fade quietly
Attendance drops for a few weeks before a cancellation, and nobody notices in time.
A front desk on the phone
Staff spend hours on calls and messages instead of greeting members.
Billing exceptions
Failed payments, freezes and upgrades handled by hand create churn and admin.
Few reviews
Members love the community but rarely leave a review unless asked.
Sales and retention for an independent gym
If you're happy with your class scheduling or access software, keep it. These tools focus on leads, offers and retention.
A website that sells the trial
Pages for programs, classes, coaches and memberships, with a trial offer on every page.
Trial lead replies within a minute
Ad leads and web forms get a text and email with a link to book an intro.
Intro sessions and first classes
Leads book an intro session or first class online, with reminders. Group classes and waitlists are supported.
A pipeline from lead to member
Track every lead from trial to intro to member, with the source on each card.
Intro-to-member follow-up
After the first visit, leads get a short sequence with your membership offer.
Membership billing
Bill memberships automatically by card or ACH, with failed-payment alerts and simple upgrades.
Attendance check-ins
Members who haven't visited in a number of days you choose get a friendly check-in.
DMs and texts in one inbox
Instagram, Facebook, text and web chat messages land in one inbox.
Reviews and referrals
Members get review requests and a simple referral offer at good moments.
From a Facebook ad to a member who stays
Someone sees your New Year ad and requests a free week. Here's how the next two months could go.
Leads who don't join get a seasonal offer and an invitation to come back.
This is an illustration of how the system can work, not a specific customer's results.
- Day 1, 12:20 PMLeadThey submit your ad form. A text with an intro booking link goes out within a minute.
- Day 1, 12:30 PMIntro bookedThey book an intro for Tuesday evening.
- Day 3No-showThey miss the intro. A friendly text offers another time, and they rebook for Thursday.
- Day 5IntroA coach meets them with their goals on the record.
- Day 10MemberAfter the trial week, they get your membership offer and join online.
- Day 42Check-inAfter 10 days without a visit, a check-in goes out from their coach. They come back.
Set up for the way your gym runs
Boutique studios, strength gyms and open gyms each need a different flow.
Boutique studios
Class-based memberships and packs.
- Intro class booking
- Class packs and memberships
- Attendance check-ins
- Referral offers
Strength and functional fitness gyms
Coached memberships with onboarding.
- Intro session booking
- Onboarding sequences
- Membership billing
- Challenge registration
Open gyms
Access memberships with higher volume.
- Trial pass follow-up
- Online sign-up and billing
- Failed-payment alerts
- Win-back offers
Keep your gym software. Improve sales and retention.
Some gyms run class schedules, access control and check-ins in dedicated gym software. That's fine. Alcreo can run alongside it.
What gym software often doesn't do well is the sales and retention work: quick lead replies, intro follow-up, attendance check-ins, review requests and referrals.
Smaller studios often run booking, memberships and payments entirely in Alcreo. Either way, during setup we import your member list. Attendance data can come from your gym software by export or through Zapier, depending on the system.
Is Alcreo a good fit for your gym?
It's built for independent gyms and boutique studios. Personal trainers working on their own should look at our trainer setup.
A good fit if
- Trial leads don't always get a fast reply
- Intro visits don't reliably turn into memberships
- You find out members are unhappy when they cancel
- Your website doesn't sell the trial
Probably not the right tool if
- You need door access hardware
- You're a franchise with required corporate software
- Your gym software already handles lead follow-up and retention well
Encouragement members agreed to receive
Members want encouragement, not a stream of promotions.
Waivers on file
Waivers are signed before the first visit and attached to the member record.
Consent on every form
Forms include clear, unchecked texting consent with links to your privacy policy and terms. STOP replies are honored automatically.
Registered business texting
We help you register your number for A2P 10DLC, which mobile carriers require for business texting from local numbers.
Policies that stay current
Growth includes an auto-updating privacy policy, terms and cookie consent for your website. On Launch it's a $20/month add-on.
This is general information, not legal advice. Talk to your own advisor about the rules that apply to your business and your state.
What your gym website could look like
An energetic site that sells the trial and makes booking an intro easy.
Program and city pages help you show up for searches like "gym near me" and "strength training gym in [your city]." Coach bios, a clear trial offer and reviews help new members take the first step.
What happens after you sign up
You don't have to learn the software on your own. Here's what the first week looks like.
One onboarding call
We learn how your gym works today, which tools you're keeping and what to fix first.
Your website and phone number
We build your website or connect your current one. Keep your number by forwarding or porting it, or get a new local number.
Your contacts and starter setup
We import your contacts, load the standard pipeline and turn on the starter automations that fit. You can rename stages and edit messages any time.
Live in under a week, with support after
Most accounts are running in under a week, though texting registration depends on the carriers. After launch, support helps when you want to change something.
Plans for gyms and fitness studios
Both plans are month-to-month, set up for you, and your first 30 days are free.
Launch
$497 setup · first 30 days free
- ✓5–6 page website with program pages
- ✓CRM, member pipeline and follow-up
- ✓Trial lead replies, booking and social inbox
- ✓Membership billing, check-ins and reviews
- ✓Unlimited AI agents (fair use)
- ✓Up to 5 users
- ✓Compliance add-on: +$20/month
Growth
$997 setup · first 30 days free
- ✓Up to 35-page SEO website with program and city pages
- ✓Trial conversion, retention and referral buildout
- ✓Everything in Launch
- ✓3 website edits every month
- ✓Unlimited users and priority support
- ✓Compliance included
Phone, texting, email and AI usage is billed separately based on what you use. If you cancel in the first 30 days, there's no monthly charge, but the setup fee isn't refunded. Moving from Launch to Growth costs the $500 difference in setup fees. Google ad spend is paid directly to Google. Google decides Local Services Ads eligibility for each business type and area.
AI for the routine work, with your team in charge
For a gym, AI is useful for answering trial questions at any hour, like what to bring, class times or whether beginners are welcome, and for drafting check-ins your coaches can send in their own voice.
You decide what AI handles. Anything that needs judgment, or a personal touch, stays with your team.
Describe a workflow in plain English
Type something like "when a member hasn't checked in for 10 days, text a friendly check-in from their coach, then create a call task if there's no visit in another week" and the AI builder drafts the automation. You review it, adjust the timing or wording, and turn it on.
An assistant for routine questions
AI agents can answer common questions, collect details and book appointments by chat or text, in many languages. You decide what they say and when a person takes over.
Help drafting messages
Draft reminders and replies faster, then edit them to sound like your business.
Help when you want to change something
We show you the AI tools during onboarding, and support can help you adjust an automation later instead of starting over.
Questions from gym owners
Don't see yours? Book a 15-minute call and ask us directly.
How quickly do trial leads get a reply?+
Within about a minute. Leads get a text and email with a link to book an intro, and your team is notified.
How do attendance check-ins work?+
Members who haven't visited in the number of days you choose get a friendly check-in, and staff can be alerted. Attendance can come from Alcreo bookings or from your gym software, depending on the setup.
Can I bill memberships automatically?+
Yes. Memberships bill by card or ACH, with failed-payment alerts and simple upgrades.
Can I keep my gym software?+
Yes. Alcreo can run alongside it for leads, follow-up, retention and reviews, or handle booking and billing entirely for smaller studios.
Can members sign waivers online?+
Yes. Waivers are signed before the first visit and attached to the member record.
How long does setup take?+
Most businesses are up and running in under a week, starting with one onboarding call. Texting registration is approved by the mobile carriers, and their timing varies.
Can I keep my phone number and my current website?+
Yes. We can forward or port your number, or set up a new local one. If you like your current website, we can connect it to your account at the same plan price.
What does it cost, and what's billed separately?+
Launch is $297 a month plus a $497 setup fee. Growth is $597 a month plus a $997 setup fee. Both are month-to-month with the first 30 days free. Phone, texting, email and AI usage is billed separately based on use.
What happens if I cancel?+
Cancel in the first 30 days and there's no monthly charge, though the setup fee isn't refunded. After that there's no long-term contract. Closed accounts are paused for 30 days, and we'll send your contacts and website code on request. Your domain stays yours.
Other fitness & coaching businesses we set up
Related: CRM & pipeline · Automations · Alcreo Payments · Funnels · Scheduling · Websites
More trial leads become members, and more members stay.
Book a free 15-minute demo and we'll start building your website live on the call.