9 Essential Email Workflows Every Fitness Business Needs to Save Time (and Sanity)
1. Welcome Sequence
Why it matters: First impressions count. A well-timed welcome sequence sets the tone and helps new leads or members feel like they’ve made the right choice.
What to include:
A warm welcome and thank you for joining
Overview of facilities and services
Meet the team: trainers, coaches, or staff
How to get started: booking, app downloads, class schedules
Invite to an intro session or new member orientation
Testimonials from happy members to build trust early
2. Onboarding Sequence
Why it matters: A confused member is an unengaged member. Help them settle in and actually use what they’ve signed up for.
What to include:
Tips to get the most out of their membership
Overview of key programs, classes, or personal training options
Facility walkthroughs or “did you know?” features
Goal-setting prompts
A call to book a free assessment or fitness consult
Common FAQs to reduce overwhelm
3. Reactivation / Engagement Sequence
Why it matters: Members go MIA all the time—but that doesn’t mean they’re gone for good. A nudge at the right time can reignite their motivation.
What to include:
“We miss you” style check-ins
Reminders about events or classes they’ve enjoyed
Offers or incentives to re-engage
Motivational stories from similar members
Quick survey asking why they’ve been away—and how you can help
4. Event Promotion Sequence
Why it matters: Got a challenge, workshop, or open day coming up? A single announcement won’t cut it.
What to include:
Save-the-date teaser
Detailed breakdown of what’s happening and why they should care
Early bird or VIP offers
Countdown reminders
Testimonials or pics from past events
A follow-up thank-you or event recap email
5. Retention Check-In Sequence
Why it matters: Keeping your current members happy is way cheaper than replacing them. Keep the relationship warm.
What to include:
Regular check-ins (“How’s it going?” vibes)
New class or program announcements
Personalised offers based on activity
Invites to exclusive events or bonuses
Educational tips on training, recovery, or nutrition
“You’ve been with us X months” shout-outs
6. Referral Sequence
Why it matters: Word of mouth is your most powerful growth engine—and most gym owners underutilise it.
What to include:
Breakdown of your referral program (and how to access it)
Easy ways to refer friends (think: templates or one-click shares)
Stories of members who’ve referred others
Gentle reminders every few weeks to keep it top of mind
7. Birthday & Milestone Sequence
Why it matters: These small personal touches build serious goodwill—and loyalty.
What to include:
Birthday wishes + a bonus (free class, smoothie, merch credit)
Membership anniversary shout-outs and perks
Optional: “What’s your goal this year?” style emails to keep them focused
8. Feedback & Testimonial Request Sequence
Why it matters: Want better reviews, stronger social proof, and insight into what’s working? Ask!
What to include:
Simple survey asking about their experience
Requests for testimonials or Google reviews
Incentives for sharing their feedback
Follow-up “thanks for your input” emails
9. Membership Renewal Sequence
Why it matters: Don’t assume members will renew on their own. Make it easy, obvious, and worthwhile.
What to include:
Heads-up that their membership is expiring soon
Reasons to stay (value reminders, progress recap, or upcoming events)
Renewal bonuses or limited-time offers
Countdown reminders leading to expiry
Last-chance message with a clear CTA
TL;DR — 9 Workflows That Save You Time (and Stress)
Here’s a quick recap of how to say it in your next campaign:
These 9 workflows will cut down on admin, boost member retention, and help you grow without burning out.
Or if you're into flavourful phrasing:
“With these 9 workflows, you'll cut down on time-wasting tasks.”
“Adopting these 9 workflows will simplify your day-to-day.”
“These must-have automations are key to saving time and scaling smart.”
Final Thought
If your inbox is overflowing and you’re still manually chasing leads or checking in with members one-by-one, it’s time to get your workflows working for you.
Start small. Pick one. Automate it. Then move onto the next. Within a month, you’ll have a system that gives your members a better experience—and gives you your time back.
Need help setting these up? Let’s chat.
Let me know if you want to tailor this for Clubworx customers or build out some of these sequences with actual email copy.
