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🏋️ GoHighLevel snapshot · Gyms & Fitness Studios

Fitness snapshot walkthrough

A guided tour of every pipeline, form and automation, with the actual messages your client’s customers will receive.

OverviewSetup guideWalkthroughMini-coursePDF guide ↓
1 · The big picture

How a lead flows through the system

  1. Capture: the quote form, a missed call or an imported list starts a workflow.
  2. Respond in seconds: SMS and email go out instantly and the team gets an alert.
  3. Book: the Free Intro Session calendar confirms and reminds automatically.
  4. Close: estimates and proposals get a 13-day follow-up so nothing slips.
  5. Deliver and delight: the Customer Journey pipeline handles feedback, reviews and referrals.
  6. Reactivate: past customers come back through service-due, seasonal and niche campaigns.
  Dashboard
Dashboard
2 · Pipelines

Three pipelines, named for fitness

Sales Pipeline

Every new inquiry from first touch to signed job.

New LeadContactedIntro Session BookedTrial ActiveMembership Offer SentWonLostLong-Term Nurture

Customer Journey

Delivery, feedback, reviews and referrals after the sale.

New Member OnboardingActive Member90-Day MilestoneFeedback Requested5-Star ReviewedReferral Partner

Reactivation

Turns your old list into booked work with the reactivation campaign.

Campaign SentReplied - InterestedBookedNot Interested
  Opportunities → Pipelines
Opportunities → Pipelines
3 · Forms & fields

Capture the right details the first time

01 · Request a Quote / Booking Request

Main lead form for the website, funnels, ads and QR codes. Starts workflow 01.

02 · Customer Feedback

Private 1-5 rating. Happy customers get the review link; unhappy ones trigger service recovery.

03 · Refer a Friend

Captures referrals and alerts the team to call the new lead the same day.

Fitness fields included

  • Primary Fitness Goal (Get stronger, Build a routine, Lose body fat, Improve energy, Train for an event)
  • Experience Level (Brand new, Some experience, Regular exerciser, Athlete)
  • Preferred Workout Time (Early morning, Midday, Evening, Weekends)
  • Membership Status (Lead, Trial, Active member, Frozen, Cancelled)
  • Trial Start Date
  • Last Check-In Date
  • Cancellation Reason (Cost, Schedule / time, Moved, Injury or health, Not seeing progress)

Plus 13 core fields: timeline, budget, preferred contact method, feedback rating, referral details and service dates.

  Sites → Forms
Sites → Forms
4 · Automations

All 21 workflows, step by step

Open any workflow to see its trigger, every step and a sample message. Each one is installed and fully written.

01 · New Lead → Speed-to-Lead + 7-Day Follow-Up

Sends every new lead their free trial by text and email instantly and follows up for 7 days until they book an intro session.

Trigger

Form 01 submitted, or tag 'start lead nurture' added

Steps
  1. Tag new lead
  2. Create opportunity in Sales Pipeline → New Lead
  3. Instant SMS reply with booking link
  4. Instant email: what happens next
  5. Text + email alert to the team
  6. Day 1 SMS follow-up
  7. Day 2 email: why customers choose you
  8. Day 4 SMS: quick question
  9. Day 7 email: close the loop
  10. Move to Long-Term Nurture

Stops when the lead replies

Sample text message:
Hi first name, it's owner name at business name. Your lead offer is ready! Pick a time for your free intro session and we'll show you around: booking link Reply STOP to opt out.
02 · Missed Call → Instant Text-Back

Texts callers back within seconds when staff are coaching a class and can't pick up.

Trigger

Inbound call is busy, no-answer or voicemail

Steps
  1. Text-back within seconds
  2. Create opportunity → New Lead (source: missed call)
  3. Text alert to the team

Runs every time

Sample text message:
Hi, it's business name. Sorry we missed your call! We're probably coaching a class right now. Reply here with your question, or book a free intro session: booking link Reply STOP to opt out.
03 · Customer Replied → Hot Lead Alert

Pings the front desk the moment a lead or member replies so no one waits for an answer.

Trigger

Customer replies (SMS, email, chat)

Steps
  1. Tag hot lead
  2. Text the team the reply so nobody waits

Runs every time

04 · Appointment Booked → Confirm + Reminders

Confirms the intro session, tells prospects what to bring, and sends 24-hour and 2-hour reminders.

Trigger

Customer books on the calendar

Steps
  1. Tag appointment booked
  2. Move deal → Appointment Booked
  3. Confirmation SMS + email with reschedule link
  4. Team alert
  5. 24-hour reminder SMS
  6. 2-hour reminder SMS

Runs for every booking

Sample text message:
You're booked, first name! Your appointment type at business name is start time. Bring water and athletic shoes. Need to change it? reschedule link
05 · No-Show → Reschedule Recovery

Follows up with prospects who miss their intro session and reminds them their trial is still waiting.

Trigger

Appointment status changes to No-show

Steps
  1. Tag no-show
  2. Sorry-we-missed-you SMS + email with booking link
  3. Team alert
  4. Day 1 rebook SMS
  5. Day 3 final SMS

Stops when they reply

Sample text message:
Hi first name, we missed you at business name today! No stress, life happens. Want to grab a new time for your free intro session? booking link
06 · Appointment Completed → Proposal Prep

Welcomes the prospect after their intro session, activates the trial and reminds staff to present membership options.

Trigger

Appointment status changes to Showed

Steps
  1. Move deal → Appointment Completed
  2. Thank-you SMS
  3. Team alert: send the proposal within 24 hours

Runs every time

Sample text message:
Great meeting you today, first name! Your trial at business name is officially active. Book your next class now so the week doesn't get away from you. Questions? Just reply here.
07 · Proposal Sent → Follow-Up Sequence

Follows up on membership options, answers contract and scheduling questions and asks for the join.

Trigger

Deal moves to Proposal Sent

Steps
  1. Day 1 SMS check-in
  2. Day 3 email: questions?
  3. Day 6 SMS: hold your spot
  4. Day 13 final email
  5. Team alert if still no answer

Stops when they reply

Sample text message:
Hi first name, did you get a chance to look at the membership options from business name? Happy to help you pick the one that fits your schedule and budget.
08 · Deal Won → Welcome + Customer Journey

Welcomes new members with a simple first-30-days plan and starts the member journey.

Trigger

Deal moves to Won

Steps
  1. Tag customer, remove lead tags
  2. Create Customer Journey deal → Scheduled
  3. Welcome SMS
  4. Welcome email: what happens next
  5. Team alert

Runs every time

Sample text message:
Welcome to the business name family, first name! We're pumped to have you. Save this number: it's the fastest way to reach our team.
09 · Deal Lost → 30/60/90-Day Nurture

Keeps in touch with trial users who didn't join, with a comeback offer at 90 days.

Trigger

Deal moves to Lost

Steps
  1. Tag lost
  2. Day 30 check-in email
  3. Day 60 SMS
  4. Day 90 email with comeback offer
  5. Move to Long-Term Nurture

Stops when they reply

10 · Job Completed → Feedback Request

Asks members how their experience is going when they hit their 90-day milestone.

Trigger

Customer Journey deal moves to Completed

Steps
  1. Move → Feedback Requested
  2. Tag review requested
  3. SMS + email asking for a private rating
  4. Day 2 reminder SMS

Runs every time

Sample text message:
Hi first name, you've hit a big milestone at business name! How's your experience been so far? It takes about 20 seconds: feedback link
11 · Feedback Submitted → Review Ask or Service Recovery

Sends happy members to your Google review link and routes unhappy feedback privately to the manager.

Trigger

Form 02 submitted

Steps
  1. If rating is 4-5: tag promoter, send Google review link, move → 5-Star Reviewed
  2. If rating is 1-3: tag detractor, apology message, urgent team alert to fix it privately

Runs every time

12 · Happy Customer → Referral Request

Invites happy members to bring a friend and rewards them when that friend joins.

Trigger

Tag promoter added

Steps
  1. Wait 3 days
  2. Referral SMS with reward
  3. Referral email with reward

Once per contact

Sample text message:
Hi first name, thanks for the kind words! Know someone who'd love training with us? Send them our way and you'll get referral reward when they join: referral link
13 · Referral Received → Thank You + Team Alert

Thanks the member for the referral and alerts staff to contact the friend the same day.

Trigger

Form 03 submitted

Steps
  1. Move referrer → Referral Partner
  2. Tag referral partner
  3. Thank-you SMS
  4. Team alert with the friend's name and phone

Runs every time

14 · Database Reactivation Campaign

Wins back cancelled and former members with a check-in and a limited comeback offer.

Trigger

Tag 'start reactivation' added (bulk-tag an imported list)

Steps
  1. Create Reactivation deal → Campaign Sent
  2. SMS 1: still looking for help?
  3. Day 2 SMS: past-customer offer
  4. Day 5 email offer
  5. Day 10 last-call SMS
  6. Remove the campaign tag

Stops when they reply

Sample text message:
Hi first name, it's owner name from business name. We've missed seeing you! Any interest in getting back into a routine with us? Reply STOP to opt out.
15 · Invoice Sent → Payment Reminders

Sends friendly reminders for failed or overdue membership payments and escalates after 7 days.

Trigger

Invoice sent

Steps
  1. Wait 3 days
  2. Friendly SMS reminder
  3. Day 6 email reminder
  4. Day 10 team alert for a personal call

Payments workflow (16) stops it when the invoice is paid

16 · Payment Received → Thank You

Confirms member payments with a quick thank-you.

Trigger

Payment received

Steps
  1. Tag customer, remove past-due tag
  2. Thank-you SMS
  3. Team alert

Runs every time

17 · Birthday → Gift Offer

Celebrates member birthdays with a free guest pass to bring a friend.

Trigger

Contact's birthday (date of birth on file)

Steps
  1. Birthday SMS with gift offer
  2. Birthday email

Yearly

18 · Stale Deal Alert (7 Days No Movement)

Warns staff when a lead or trial user has gone a week with no follow-up.

Trigger

Sales Pipeline deal idle 7+ days

Steps
  1. Text + email alert to the team

Runs every time

19 · Service Due → Rebook Reminder

Books members in for a 90-day progress check-in with a coach to keep them engaged.

Trigger

Tag 'service due' added

Steps
  1. Service-due SMS with offer
  2. Day 3 email
  3. Day 7 final SMS
  4. Remove the tag

Stops when they reply

In fitness: A 90-day progress check-in with a coach for active members. It is the retention touchpoint: tag members 'service due' every 90 days from their join date, or sooner when Last Check-In Date shows attendance dropping.

Sample text message:
Hi first name, it's business name. You're due for your 90-day progress check-in! Book now and get service due offer: booking link Reply STOP to opt out.
20 · Seasonal Promo Campaign

Runs the New Year enrollment campaign, ready to reuse for September and spring.

Trigger

Tag 'seasonal promo' added

Steps
  1. Offer SMS
  2. Day 2 email
  3. Day 5 last-call SMS
  4. Remove the tag

Stops when they reply

In fitness: New Year enrollment push with a waived joining fee, run from late December through January. Reuse it with a new seasonal offer for the September back-to-routine window and the spring pre-summer push in March to May.

Sample text message:
Hi first name, business name here. Ready for a fresh start? For a limited time: seasonal offer. Want in? Reply YES or book: booking link Reply STOP to opt out.
21 · Trial Pass → Member Conversion

Drives repeat visits during the trial and asks for the membership before the trial ends.

Trigger

Tag 'niche campaign' added

Steps
  1. Niche SMS
  2. Day 2 email
  3. Day 5 follow-up SMS
  4. Remove the tag

Stops when they reply

In fitness: Converts trial-pass users into paying members, the single biggest revenue lever for a gym. Tag a contact 'niche campaign' the day their trial starts (at the intro session or first check-in); the sequence drives repeat visits during the trial and asks for the join before it ends, then stops as soon as they reply.

Sample text message:
Welcome in, first name! Your trial at business name is active. Tip: book your next 2 workouts now so the week doesn't get away from you: booking link Reply STOP to opt out.
  Workflow 01 · Speed-to-Lead
Workflow 01 · Speed-to-Lead
Workflow 01 in the builder
  Workflow 14 · Reactivation
Workflow 14 · Reactivation
Workflow 14 · reactivation campaign

Launch your next fitness client this week

One-time $397. Includes the snapshot, both PDFs, the walkthrough and the mini-course. Or get all 20 niches for $1,997.