The quiet problem: members who fade out
Someone takes a trial class, loves it, and never hears from you again. A regular who came three times a week hasn't been in since March, and nobody noticed until they canceled. The front desk keeps a list of "people to call" that never gets called.
Most studio software is built for class schedules and check-ins. The follow-up around the membership, the part that decides whether people stay, is often a spreadsheet. Everything Portal gives that follow-up a system.
How the portal is set up for your studio
Choose the Fitness and studios setup from the industry setups and you get:
- Members and memberships. People are members, and the work is memberships. Rename them clients or students if that fits better.
- A membership pipeline with four stages: Trial, Member, At risk and Lapsed. You can see at a glance how many trials are open and who's slipping.
- Fields for memberships: Plan and Start date, plus your own, such as class preference, goal or coach.
- Tags like trial, active and paused, so you can filter and automate.
- Booking pages where people book an intro session, a consult or a personal training slot themselves, on your own web address if you like.
- Waivers and agreements signed online. Send a liability waiver or membership agreement as a document. Members type or draw a signature on their phone, and everyone gets the signed copy with a signing certificate.
- Invoices for class packs, personal training or annual plans, with open and view tracking, partial payments and reminders.
A week at a small studio
Monday: a new lead fills out the form on your website. She's added as a contact with lead source Website, an automation sends a welcome email with a link to book her intro class, and the owner gets a task to say hello in person. The owner adds her membership card to Trial.
Wednesday: she books through the booking page. Two days after the class, the follow-up automation sends an email asking how it went, with an offer to join. If her card is still in Trial after ten days, the stale deal trigger creates a task for a coach to reach out.
Friday: the owner asks Spera, the AI assistant, "who hasn't booked in 30 days?" and gets the list from the studio's own records. She drags those members to At risk, and the stage change starts an automation that tags them and sends a "we miss you" email. Spera can draft personal notes too, which the owner reads before anything goes out. The gym membership guide has more ideas for trial follow-up.
At month end, the goals page shows new members against the target, today's pace and where the month will land. Dashboards break down new members by lead source, so you know whether that local promo worked.
What's connected, and what's coming
Email connects directly to your Microsoft 365, Outlook, Gmail or Google Workspace mailbox, and you can send from your own domain. Website forms post straight into contacts. Incoming webhooks and an API connect your own systems, so a class scheduling tool that can send a webhook can create members and start automations.
What isn't here yet:
- Card payments are coming through Stripe. Today invoices show your payment instructions. There's no recurring membership billing yet.
- Business texting is coming. Reminders and check-ins go by email for now.
- There's no mobile app. Members and staff use the portal in a phone's browser.
See the integrations section and the roadmap.
Getting started
Export your member list to a spreadsheet, import it, and map columns to Plan and Start date. Tag members by status, then put each one in the right stage. Start with two automations, trial follow-up and a lapsed member win-back, and add more once they're running.
