Send a quote before the lead's coffee gets cold.
Good inquiries wait while someone rebuilds the same quote.
Est. deploy 3–5 weeksSee the walkthrough
Sales & Quoting · Fitness & Wellness
Follow up from first inquiry to membership.
Trial guests vanish between visits.
For: Membership managers and the team responsible for sales & quoting in fitness & wellness.
01 · The outcome
What good looks like.
The team has a manager-approved trial follow-up, with source evidence and an explicit approval before any external action. Track trial attendees becoming members against a baseline; do not assume automation improves it.
A connected workflow that uses trial attendance, approved offers, stated interests, and contact consent to draft a factual follow-up and flag custom pricing requests for staff. It produces a manager-approved trial follow-up.
Where AI helps, and where a person decides.
AI can draft a factual follow-up and flag custom pricing requests for staff. It drafts and organizes; it does not authorize spending, commitments, clinical decisions or customer communication. The membership manager verifies the source facts and approves the final action.
Membership manager is accountable. People approve customer-facing, sensitive, financial, and legally binding actions.
- Membership manager: Capture the source and scope
- Membership manager: Review the proposed outcome
- Membership manager: Release only the approved version
- Membership manager: Check the result and exceptions
A named person approves customer-facing messages, spending, record changes and binding commitments before release. Pre-approved scripts are versioned; exceptions stop for review.
02 · The handoffs
How the work moves.
Every handoff has an owner. Select a step to open or close its detail.
Start when: A trial visit is completed without a membership decision. Connect only trial attendance, approved offers, stated interests, and contact consent. The membership manager confirms the request is authorized and in scope.
Ready when: The source reference, permissions and accountable owner are recorded.
Use the authorized records to draft a factual follow-up and flag custom pricing requests for staff. Preserve the original language alongside the draft and label uncertain fields.
Ready when: Each proposed fact links back to a source, and missing information is visible.
Check a manager-approved trial follow-up against the original records and current policy. Correct errors and escalate exceptions to the qualified specialist; do not auto-approve.
Ready when: Membership manager has recorded approval or a reason to hold the item.
After explicit approval, save a manager-approved trial follow-up in the system of record. Send only approved messages to verified recipients. Record the version and prevent duplicate delivery.
Ready when: The approved record is saved; any delivery is confirmed or placed in the retry queue.
Review trial attendees becoming members each week, sample completed records for quality, and resolve held items. Change the rules only after reviewing actual errors and staff feedback.
Ready when: Exceptions have owners, the metric has a baseline, and corrective actions are assigned.
Sample record.
$ david run --workflow=fitness-trial-to-member
ILLUSTRATIVE RECORD / NOT LIVE CUSTOMER DATA
- Example
- Illustrative only — not a real client record
- Reference
- FITNESS-TRIAL-TO-MEMBER-DEMO-001
- Trigger
- A trial visit is completed without a membership decision.
- Owner
- Membership manager
- Prepared output
- a manager-approved trial follow-up
- Review status
- Awaiting human approval — no external action taken
- Missing information
- Owner to verify source completeness
- Measure
- Trial attendees becoming members
Start with your tools.
Connect Mindbody, Stripe, Google Calendar through approved APIs or controlled exports. Map record identifiers first; test permissions and field updates in a sandbox. Vendor names describe possible connections, not a guarantee of an available integration or license.
When things go wrong.
- A named person approves customer-facing messages, spending, record changes and binding commitments before release. Pre-approved scripts are versioned; exceptions stop for review.
- Use only authorized sources and role-based access. Keep an audit trail of source records, drafts, approvals and delivery status; deduplicate retries.
- If an integration fails, a source is missing or confidence is low, pause the action and assign the original request to the accountable owner.
Try this week / no DAVID required
A useful first step.
This week, have your membership manager time five examples of this work. Use redacted copies of trial attendance, approved offers, stated interests, and contact consent to make a manager-approved trial follow-up manually, then list which fields required judgment.
What to measure.
- Trial attendees becoming members
- Minutes of human handling per completed item
- Drafts needing substantive correction
- Exceptions unresolved beyond the agreed review window
Estimate your time back.
20.8
$11,232
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