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Club OS

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Club OS is a dedicated sales and marketing automation platform built specifically for the fitness industry. It bridges the gap between generating a lead and signing a new member. Unlike general CRMs, Club OS understands the rhythm of a gym business, offering tools that are pre-configured for membership sales, personal training follow-ups, and retention campaigns.

The platform provides a centralised location for all lead and member communications. It integrates directly with most major gym management software (like ABC Financial or Mindbody), meaning your sales team can see exactly who has checked in, whose membership is expiring, and who is a fresh prospect, all in one dashboard. It automates the “grunt work” of sales—sending texts, emails, and setting tasks—so your staff can focus on building relationships.

For our clients, Club OS is the engine that drives membership growth. We implement it to ensure that every single person who walks through your doors or visits your website receives a consistent, professional follow-up sequence. It removes the reliance on individual staff memory and creates a systemised sales process that delivers predictable results month after month.

Features

  • Sales Automation: Automated workflows that send texts and emails to prospects based on their actions (e.g.,booked a tour, missed a call).

  • Two-Way Texting: A unified inbox allowing staff to text leads from a business number, with all history logged in the CRM.

  • Lead Management: A visual pipeline that tracks where every prospect is in the buying journey, from ‘New Lead’ to ‘Active Member’.

  • Marketing Automation: Drag-and-drop email builder with segmentation tools to target specific member groups (e.g., ‘Hasn’t visited in 14 days’).

  • Performance Reporting: Detailed analytics on staff activity, appointment show rates, and conversion percentages.

  • Digital Guest Waivers: Tablet-friendly waivers that automatically create lead profiles in the system when a guest signs in.

Benefits

  • Consistent Follow-Up: Ensures every lead is contacted according to your best-practice schedule, increasing conversion rates.

  • Staff Visibility: Management can easily see which sales consultants are performing and who needs coaching based on real activity data.

  • Member Retention: Automated “we miss you” messages help catch at-risk members before they cancel their direct debit.

  • Time Savings: Reduces manual data entry by syncing directly with your core gym management software.

  • Professional Image: High-quality email templates and consistent messaging elevate your brand in the eyes of potential members.

How we integrate

  • System Sync: We connect Club OS to your membership management software (e.g., Mindbody, ABC) to ensure member data flows automatically.

  • Script Implementation: We upload your proven sales scripts and email templates into the system, ensuring brand consistency across all communications.

  • Workflow Configuration: We design and build the automation sequences for various scenarios: New Web Lead,Walk-In, Missed Guest, and Membership Renewal.

  • Waiver Setup: We configure digital waivers for your reception tablets to capture data from every guest visit.

  • Dashboard Customisation: We set up the reporting dashboards so your club manager sees the most critical KPIs at a glance.

  • Team Onboarding: We train your sales and front-desk staff on how to use the ‘Work Schedule’ feature to manage their daily tasks.

Technical Details

  • Integrations: Deep integration with major gym management systems (ABC Financial, Jonas Fitness, Mindbody,Paramont).

  • API: Offers API access for custom connections, though most gyms rely on the pre-built integrations.

  • Email Deliverability: Uses enterprise-grade email sending infrastructure to ensure marketing messages avoid the spam folder.

  • Mobile Friendly: The interface is responsive, allowing staff to manage leads from tablets while walking the gym floor.

  • Data Security: Compliant with industry standards for data protection, ensuring member contact details are secure.

Use Cases

  • Commercial Gym Chains: Standardising the sales process across 20+ locations to ensure every club follows the same follow-up protocol.

  • Boutique Fitness Studios: Automating the “first class free” follow-up sequence to convert trial users into monthly members.

  • Personal Training Departments: Managing the internal sales pipeline of converting general gym members into high-ticket PT clients.

FAQs

Can I use it without other gym software? You can, but its real power comes from the integration. It is designed to sit on top of your billing provider (like ABC or Mindbody) to handle the communication they don’t do well.

Does it support UK texting? Yes, Club OS supports SMS features. We can configure it to use local numbers so your messages look personal and local.

Can it replace Mailchimp? In many cases, yes. It has robust email marketing features. However, for extremely complex design-heavy newsletters, some clients still prefer dedicated tools, but for automation, Club OS is superior because of the member data integration.

Is it easy to learn? The interface is designed for sales staff, not IT experts. It is very task-driven (e.g., “Call John today”),making it easy for new hires to pick up quickly.

How does the waiver work? We set up a digital waiver on an iPad at your front desk. When a prospect fills it out, their data goes instantly into Club OS as a lead, triggering a “Thanks for visiting” text automatically.