Studio WhatsApp reminders
Renewals that chase themselves, on WhatsApp.
Studios lose people quietly. A pack empties, a term ends, someone stops coming. Svich messages them first, on WhatsApp or email, before the plan runs out, from the number your members already know.
- From your own number
- Four reminders, already written
- At-risk revenue in view
Revenue at risk · next 30 days
71% already covered by a reminder
- Before a plan or pack ends 10 days before · Email · 10:00pm
- When a payment is missed 3 days after due · WhatsApp · 11:00am
- On their birthday On the day · WhatsApp · 9:00am
- After someone lapses 14 days after · WhatsApp · 6:00pm
WhatsApp is how a studio already talks to its members. Svich sends the renewal and payment reminders from your own number, so a message about a pack running out looks like it came from you, because it did.
Where studios leak members
A studio loses people quietly, one empty pack at a time.
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“A pack empties and the member just stops coming.”
The reminder goes out before the pack runs down, so they top up or renew instead of drifting away without a word.
10 days ahead, when the default reminder sends
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“You mean to message everyone whose term is ending, and the week gets away.”
The automations send on their own. You switch one on once, and it runs for every member it applies to, every time.
4 reminders that ship already written
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“A payment bounces and nobody chases it for a fortnight.”
The missed-payment reminder goes out three days after the due date, on WhatsApp, before the gap turns into a lapse.
3 days after a payment is missed
Renewals
Four reminders, already written. Switch one on.
Connect WhatsApp or email, read exactly what each reminder will send, and flip the toggle. There's no separate save step. The At-risk card keeps score: the revenue tied to plans and packs ending in the next 30 days, and how much a reminder already covers.
- Before a plan ends, 10 days out, email, 10:00pm, on by default
- When a payment is missed, 3 days after, WhatsApp, 11:00am
- On a birthday, and again after a member lapses
- A live preview of exactly what the member receives
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 |
What you get
The chasing a class-led studio never has time for.
Four reminders that send themselves, from your number, with the at-risk revenue always in view.
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Four reminders, ready to run
Before a plan ends, when a payment is missed, on a birthday, after a lapse. Each ships written, with its own timing and channel.
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From your own WhatsApp number
Members get the message on the number they already know, so a renewal nudge reads like it came from the studio, because it did.
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The at-risk card
The revenue tied to plans and packs ending in the next 30 days, and how much of it a reminder already covers. A bad month shows while you can still fix it.
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A live preview before you send
Read the exact message a member will receive before you turn it on. No test sends to yourself, no guessing at the wording.
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One-off broadcasts
Message a batch of members on purpose, say everyone in a closing term, as a deliberate send rather than an automatic sequence.
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Logged on the member
Every reminder and broadcast logs against the member it went to, so before anyone calls they can see what's already been sent.
What sends
Every automatic message, and when it goes out.
Four reminders ship ready, each with its own timing and channel you can change. A broadcast is the one you send by hand. If you want a message that isn't here, tell us on the call.
| Reminder | When it sends | Channel |
|---|---|---|
| Before a plan ends | 10 days before | Catches a renewal before the plan or pack runs out. On by default, at 10:00pm. |
| Payment missed | 3 days after due | Nudges a bounced or late payment before the gap becomes a lapse. WhatsApp, 11:00am. |
| Birthday | On the day | A message on the member's birthday, the one send that isn't about money. |
| After a lapse | 14 days after | A win-back once a member has gone quiet, so a drift doesn't become a loss. |
| One-off broadcast | When you send it | A deliberate message to a batch of members, like everyone in a closing term. |
What the reminders don't do
Said plainly, so the demo call is about what fits.
- It isn't bulk cold marketing. The automations message your own members about their own plans.
- There's no chatbot answering for you. A reminder goes out; a person takes the reply.
- It doesn't buy or supply phone numbers. It messages the members you already have.
Free demo
Bring the renewals you keep forgetting.
Thirty minutes, screen-shared. Tell us how your packs and terms work, and we'll set the reminders up in the real app while you watch, previewed on your own wording. 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.
Got it. Check your inbox.
We've sent a confirmation to . Someone will be in touch within one working day to find a time.
Getting started
Reminders going out by this afternoon.
Connect a channel, read what sends, flip it on. There's no separate save step.
Book a free demo- 01
Connect WhatsApp or email
Link your messaging channel under Marketing. Members will hear from your own number.
- 02
Read the four reminders
Each one shows a live preview of exactly what the member receives. Nothing is a mystery send.
- 03
Flip the ones you want on
Turn on before-a-plan-ends to start, then the rest as you trust them. The toggle is the save.
- 04
Watch the at-risk number fall
The at-risk card shows the revenue a reminder now covers, so you can see the chasing working.
Pricing
Priced per studio. The reminders are part of the product, not a separate module.
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
Do reminders come from my own WhatsApp number?
Yes. You connect your own messaging channel, so members get the reminder on the number they already associate with your studio. A renewal nudge reads like it came from you, not from an unknown service.
Which reminders can I send?
Four ship ready to run: before a plan or pack ends, when a payment is missed, on a birthday, and after a member lapses. Each has its own timing, channel and send time, and you can change any of them.
Will it message a pack holder before they run out?
Yes. The before-a-plan-ends reminder covers packs and plans, and goes out ahead of the expiry or top-up date by default, so the member renews rather than quietly stopping.
Can I see what a message says before it sends?
Yes. Every automation has a live preview of the exact message a member will receive, so you read it before you switch it on. There are no blind test sends.
Is this bulk marketing?
No. The automations are retention reminders to your own members about their own plans and payments. If you want to message a batch of members on purpose, that's a one-off broadcast you send deliberately, not an automatic sequence.
What does StudioOS 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. The reminders are part of the product, not a separate module. Yearly billing works out at ten months.
Stop losing members to a pack that quietly ran out.
Connect WhatsApp, switch on the reminders, and let the chasing happen on its own. Your members hear from your number, before the plan ends, not after.