Save · Collect · Grow — one queue, assigned to real people
A follow-up management system for your gym that never forgets to call back.
A reminder can go unread. A follow-up cannot be ignored — it is a task, on a named staff member, with a status that has to close. Svich turns every expiring membership, overdue payment and new lead into one, hands it to someone, and keeps it on the board until they mark what happened.
- Assigned to a real person
- A status that has to close
- No member chased twice
Save
renewals, win-backs
Collect
dues past date
Grow
leads, upsells
Overdue
nobody has called
| Member | Task | Status |
|---|---|---|
| AM Amy MillerSave | Renewal | No response |
| RK Ryan KellyCollect | Dues | Contacted |
| SK Sarah KingSave | Win-back | Open |
| NB Nathan BrooksGrow | Lead | Open |
| JF Jake FosterGrow | Upsell · PT | Snoozed |
The automations send the message; follow-ups are what happens when the message does not land. One queue, split three ways — Save the memberships ending, Collect the money overdue, Grow the leads and upsells — each task owned by a named person until it closes.
Why renewals slip
A reminder going out is not the same as someone following up.
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“The renewal text sent, nobody replied, and three weeks later they are gone.”
When a message does not land, Svich raises a task. A renewal follow-up opens 14 days before a membership ends, lands on a named staff member, and stays on the board — Open, Contacted, No response — until someone closes it as resubscribed or lost.
14 days before expiry, a renewal task opens on its own
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“Two staff both called the same member. Nobody called the other six.”
Every task has one owner. Svich assigns them owner-first — the member's own staff member — then shares the rest out by weight or round-robin, with a daily cap per person so the list is worked, not dumped on whoever is at the desk.
1 owner per task, so two people never chase the same member
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“Who has not been called at all? Nobody could answer that.”
Saved filters cut the queue to exactly that: never contacted, no response yet, overdue by more than a week, or the tasks with the most revenue riding on them. The work-nobody-has-touched is one click, not a hunt.
0 contacts a filter, so untouched tasks cannot hide
Save · Collect · Grow
Every task is already sorted into why it matters.
Svich does not hand you an undifferentiated to-do list. Each follow-up is born into one of three buckets, so the morning starts with the money, not with triage. Save holds the renewals, the resumes from a freeze and the win-backs — the revenue about to walk out. Collect holds the dues past their date. Grow holds the leads, the upsells and the cross-sells — the revenue not won yet. Open the queue and you see the shape of the day before you read a single name.
- Save — renewals, resumes, win-backs and retention tasks, ranked by what is ending
- Collect — overdue installments, with the amount and how many days late on the row
- Grow — leads from your forms, plus upsell and cross-sell tasks on existing members
- An Overdue count across all three, for the tasks nobody has touched past their date
Total members
Active
Inactive
Leads
| Member | Status | Days left |
|---|---|---|
| AM Amy Miller+1 512 ••• 4471 | Due | 2 days |
| DR Daniel Reed+1 512 ••• 1188 | Active | 5 days |
| SK Sarah King+1 737 ••• 9032 | Active | 9 days |
| NB Nathan Brooks+1 512 ••• 2210 | Lead | — |
| JF Jake Foster+1 737 ••• 5567 | Active | 13 days |
What you get
The half of retention an automation cannot do.
Automations are a megaphone — the same message to everyone on a schedule. Follow-ups are a phone call to one person, logged, owned and closed. This is the system that runs the second one.
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Tasks that raise themselves
A renewal task opens 14 days before a membership ends. A dues task opens when an installment goes past its date. A win-back opens after someone lapses. You are not remembering to create the work — the work appears, already sorted and already owned.
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Assigned owner-first, then shared fairly
Each task goes to the member's own staff member first. When there is no owner, it falls back to a weighted split or round-robin across the roles you choose, with a daily cap per person so nobody opens the app to two hundred calls.
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A status that has to close
Open, Contacted, No response, Snoozed — then Done, Lost, Unreachable or Cancelled. A task is not finished until someone says what happened to it, so "I think someone called them" stops being an answer.
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Saved filters for the list you actually work
Never contacted, no response yet, overdue by more than N days, or the tasks with the most revenue at risk. Save the slice you chase every morning and it is one click the next day.
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No member chased twice
While a task is open it holds a lock on that member and reason, so Svich will not pile three renewal tasks on the same person. One live task per member per reason — close it and the next cycle can open a fresh one.
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A timeline on every member
Every call, every note, every promise-to-call-back shows on the member's own Follow-ups tab, next to their plan, payments and messages. The next person to pick up the member reads what already happened instead of starting cold.
On the board
The two screens behind a worked queue.
You've seen the queue itself. These are the screens on either side of it: the reminder that fires first, and the month it's saving.
The reminder that fires before the task does
The automations go out first — before a membership ends, when a payment is missed, on a birthday, after a lapse. The follow-up is the catch for everyone the message did not reach, so the two together close the gap a reminder alone leaves open.
Revenue at risk · next 30 days
68% already covered by a reminder
- Membership expiring 7 days before · WhatsApp · 10:00am
- Payment overdue 3 days after due · WhatsApp · 11:00am
- Birthday On the day · WhatsApp · 9:00am
- Win-back 30 days after lapse · WhatsApp · 11:00am
The month, while you can still change it
Revenue this month against last, what is outstanding, and the revenue riding on every membership expiring in the next thirty days — the same expiries the Save queue is working. A bad number shows up with weeks left in it, not in the closing report.
Revenue this month
Active members
Expiring in 14 days
Outstanding
Every task type
The nine follow-ups Svich raises, and what opens each one.
Every follow-up is one of these nine types, sorted into Save, Collect or Grow. This is the whole set — if the thing you chase is not here, a Manual task covers it, and you can write a rule for the rest.
| Task type | Bucket | What raises it |
|---|---|---|
| Renewal | Save | A membership is approaching its end date — opens 14 days before by default, on the member's own staff member. |
| Due | Collect | An installment has passed its collection date and is still unpaid. The amount and days overdue ride on the task. |
| Resume | Save | A frozen or paused membership is due to come back. A nudge so a freeze does not quietly become a cancellation. |
| Win-back | Save | A member has lapsed. Opens inside the 30-day win-back window, while they still remember the gym. |
| Retention | Save | An at-risk member worth a personal call — raised manually or by a rule, before the plan is even close to ending. |
| Lead | Grow | A new enquiry — from a form, a walk-in or an import — that needs a first call to convert into a member. |
| Upsell | Grow | An existing member who is a fit for more — a PT package on top of a membership, a longer plan at renewal. |
| Cross-sell | Grow | A member for a different offering — classes for a gym-floor member, a nutrition add-on, a partner's plan. |
| Manual | Grow | Anything your staff log themselves — a promise to call back Tuesday, a complaint to follow up, a referral ask. |
What a follow-up is not
Said plainly, because the line between this and the automations is the whole point — and getting it wrong on a demo call wastes your afternoon.
- It does not send the message for you — that is Marketing & automated reminders. A follow-up is the human task after the reminder, or instead of it
- It is not an auto-dialer and does not record calls. Your staff make the call their own way and log what happened
- It does not replace the four automated reminders — it is the safety net for the members those reminders do not reach
- It does not invent contacts. Tasks open off real events — an expiry, an overdue due, a lapse, a lead, or a staff member's own note
Free demo
Tell us how renewals slip through today.
Thirty minutes, screen-shared. Tell us how you chase renewals and dues now — the WhatsApp broadcast, the notebook, the member who got away last month — and we will build the queue in the real app while you watch, assigned to your actual staff. Nothing to send us first.
- 30 minutes, no slide deck. We open the real app and work through your questions.
- Built around how you work now. Tell us what you're using, whether it's a spreadsheet, a notebook or another system, and we'll show you what changes and what doesn't.
- No obligation, no card. If it isn't the right fit, we'll tell you.
Prefer to just start? Create a free account. You can import your members before deciding.
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Getting started
A working queue by the end of the week.
The data that fills the queue is data Svich already has — who is expiring, who is overdue, who just enquired. Switching it on is mostly deciding who does the chasing.
Book a free demo- 01
Turn on the tasks that raise themselves
Renewals 14 days out, overdue dues, lapses into the win-back window. Change the lead days if you chase earlier, or leave the defaults and move on.
- 02
Decide who gets the work
Owner-first is on by default. Pick the fallback — weighted or round-robin — choose which roles receive it, and set a daily cap so the list stays workable.
- 03
Save the filters you work every morning
Never contacted, overdue by a week, highest revenue at risk. Save the slice your team opens first so it is one click tomorrow.
- 04
Work the board and close what happens
Call, log the outcome, move the status. Contacted, no response, resubscribed, lost. The queue empties as the day goes, and the member's timeline fills.
Pricing
Priced per gym. Follow-ups are part of the product, not a per-seat add-on.
Prices are per gym or studio, not per staff member. Every plan includes the member portal, your public page and inquiry forms.
Starter
For a single location finding its feet.
$49 /month
or $490 billed yearly
Start free- Up to 250 active members
- Core attendance tracking
- Basic billing automation
- Standard reporting suite
- Email support
Growth
Most popularFor a gym or studio that has outgrown the register.
$149 /month
or $1,490 billed yearly
Start free- Unlimited members
- Advanced automation rules
- Priority billing workflows
- Custom reporting dashboards
- Priority support
Enterprise
For multi-location groups and franchises.
Custom
Talk to us about your locations
Contact us- Multi-location management
- Dedicated success manager
- Custom integrations
- Advanced security controls
- SLA-backed support
How is a follow-up different from an automated reminder?
A reminder is automatic and gym-wide — the same message goes to everyone who matches, on a schedule, with nobody involved. A follow-up is manual and one member at a time — a task on a named staff member who calls, logs what happened and closes it. In Svich the two work together: the automation goes out first, and when it does not land, a follow-up catches the member before they are gone. You can run follow-ups without the automations, but most gyms run both.
Where do follow-up tasks come from — do I create them all?
Mostly they create themselves. A renewal task opens 14 days before a membership ends, a dues task opens when an installment goes past its date, and a win-back opens after someone lapses. New enquiries become lead tasks. On top of that, your staff log manual follow-ups themselves — a promise to call back, a complaint, a referral ask — and you can write your own rules that open a task a set number of days before a birthday or an expiry.
How does Svich decide who a task goes to?
Owner-first. Every task goes to the member's own assigned staff member if they have one. When they do not, it falls back to the rule you pick — a weighted split, so your closer gets more, or round-robin so it is even — across the roles you choose to receive follow-ups. A per-person daily cap keeps the list workable, so nobody signs in to a wall of two hundred calls while someone else has none.
Will two staff end up calling the same member?
No. Each task has exactly one owner, and while a task is open it holds a lock on that member and that reason — so Svich will not raise a second renewal task on the same member while the first is still live. Close it as resubscribed or lost, and the next cycle is free to open a fresh one. One live task per member per reason is the rule.
What are the statuses, and why do they matter?
A task is Open, Contacted, No response or Snoozed while it is still on someone's plate, and Done, Lost, Unreachable or Cancelled once it is closed. The point is that a task is not finished until a person says what happened to it. "I think someone called them" stops being an answer, and at the end of the week you can see exactly how many renewals were saved, how many were lost, and how many nobody got to.
Can I see just the people nobody has called yet?
Yes — that is a saved filter. You can slice the queue by never contacted, no response yet, overdue by more than a set number of days, due within the next few days, assigned to me, unassigned, or by the amount of revenue at risk. Save the slice your team works first thing and it is one click the next morning.
Does a member see their follow-up history?
No — follow-ups are internal. The timeline of calls and notes lives on the member's profile for your staff, next to their plan, payments and the messages you have sent, so whoever picks the member up next reads what already happened. The member only ever sees the automated reminders you chose to send them, never the notes your team left.
What does Svich cost?
Starter is $49/month for up to 250 active members, Growth is $149/month with unlimited members and the advanced automation rules, and Enterprise is priced per group. Follow-ups are part of the product, not a separate module — there is no per-seat charge for the staff working the queue. Yearly billing works out at ten months. Bring your member count to the demo and we will tell you which plan fits rather than the bigger one.
Stop losing members you could have saved.
Switch on the tasks that raise themselves, hand them to your team, and work the board. The renewals you were forgetting become a list, and the list gets closed.