Retention Desk · Software guides · ClubReady

How to send a win back campaign in ClubReady

ClubReady sends email and text blasts straight from a filtered Prospects or Members/Customers list. An email blast can be scheduled up to 14 days ahead, so all three emails can be set up on Day 1. Texts go out as a 160 character blast, or through Connect if your club has it.

Checked in October 2026 against ClubReady's public help center and its Connect product page, linked under Sources. Menus change, so if a step does not match your screen, the linked article has the current path. Most steps need a Master Admin login or matching staff permissions.

Build your win back list

A win back list has two groups: clients who left, froze or stopped coming in the last six months, and prospects who never bought. ClubReady keeps them on two tabs, Members/Customers and Prospects. A blast goes to the list you have filtered on screen.

Past members

  1. Open Reports, then Members, then Lost Members. Set the last six months with the calendars or Preset Date Ranges and click Run Report. It lists members whose membership ended in that window, with phone and email.
  2. To message them, open Members/Customers, click Filters and choose Only Inactive Members. ClubReady calls a member inactive once their membership expiration date has passed.
  3. For paying members who stopped coming, choose Only Active Members plus No Visit Past 30 Days. For frozen members, add Frozen instead.
  4. Click Save so the filter waits in My Saved Filters on each send day.

Leads who never joined

Open Prospects, click Filters and set Lead Added to the last six months. If you run intro offers, pick that lead type under All Lead Types. You can also set Any Guest Pass Status to Expired.

Start with the most recent

If the list is long, send first to people who left or tried you in the last two months. Set Lead Added or the Lost Members dates to that window, then do months three to six.

Send the three emails

With your filtered list on screen, open the Email tab. Set the From address, Subject and Email Template, then write your message. To test, add a prospect with your own email and filter down to that one record.

  • The template must be marked for staff email blasts under Setup, Communications, Email Templates, and must contain the [unsubscribe] tag.
  • The help pages do not say where replies go, so use a From address whose inbox you check.
  • Pick Now, In 2 Hours, In 4 Hours or Schedule It for Later Date, up to 14 days ahead. A scheduled blast goes to whoever is on the list when it sends.
  • Clients who opted out are skipped. Leave the box that sends to opted out people unticked; ClubReady means it for past due and other account notices.
  • Tick Extend expired logins when emailing if your email asks former clients to book online.
  • Watch progress, or stop a blast, in the Live Send Queue.

Send the two texts

ClubReady texts in two ways. The built in blast sends up to 160 characters to your filtered list. Connect, ClubReady's separate texting product, takes the same filters through a Send Campaign button.

  • Built in: open the Text (SMS) tab, write the message and click Send Text Message (SMS) Blast. No scheduling is described, so send each text by hand on its day. The article does not say whether replies reach you.
  • Texts use prepaid credits under Setup, ClubReady Invoices, SMS Credits. The price per text is on the Communications Price List in your account. At zero credit, texts stop.
  • The top of the Text (SMS) screen shows your weekly cap on promotional texts and your sending hours. Check it before Day 3.
  • Connect allows 1,000 character messages, a shared inbox and up to 2,500 messages per location a day. Its campaign metrics show who viewed and who responded. The help article mentions scheduling a campaign but does not explain how, and public pages do not say whether Connect costs extra.
  • Text only people who agreed. Under Communication Preferences in the filters, choose SMS Promotional Opt In. Anyone who replied STOP is always left out.
  • Promotional texts are blocked outside 9 AM to 8 PM Monday to Saturday, and noon to 8 PM Sunday, in the US.

Your ten day plan in ClubReady

DayMessageHow to send it
Day 1Email: the offerEmail blast sent Now; schedule the Day 5 and Day 10 emails the same day
Day 3Text: a short reminderText (SMS) blast to SMS Promotional Opt In, or Send Campaign in Connect
Day 5Email: what is newScheduled blast; check it in the Live Send Queue
Day 8Text: a check inSame as Day 3, inside the sending hours
Day 10Email: last callScheduled blast; check it in the Live Send Queue

The five messages, ready to fill in, are on the win back email templates page. Both texts there already fit in 160 characters.

Can ClubReady run it for you?

Partly. Rules live under Setup, Automation, Automation Rules. A rule can act For Inactive Members, meaning past or expired members, or For Membership Leads, meaning prospects who have not bought.

  • Conditions under Add What Must Be True are checked once a day, or you can add a trigger event that fires in real time.
  • A rule can send an email or a text, or give staff a task. The help pages do not show a delay step, so check on screen before planning five timed messages.
  • New rules are saved OFF. Turn each one ON from the rules list.
  • Automated texts go out between 8 AM and 8 PM Eastern, and you cannot change the send time.
  • New text rules come with This SMS is for Promotional (Sales) Purposes ticked. Keep it ticked for win back texts.
  • To see if a rule fired for someone, open their WORK IT, then Automation, and check History and Upcoming.
  • The help pages do not say which plan includes automation rules, so ask ClubReady.

See who came back

  • Ask your front desk to note anyone who mentions your code word. It is the simplest count, and it covers the texts too.
  • Reports, Communications, Email Blast History shows opens and opt outs for each blast, plus # Agreements and $ Revenue from people who got it. View Details shows each person.
  • The Agreements Log under Sales reports has a New Agreements tab. A number above zero in # Previous Agreements marks someone who was with you before.
  • Reports, Intelligence, Lead Conversions shows how many prospects added in a date range became members.

Watch out for

  • The documented filters have no membership end date, so Only Inactive Members can reach people who left years ago. Check it against your Lost Members report first.
  • If Sales Settings use Extend Only When Payment is Made, a member who pays late can show as inactive. Remove current members before you send.
  • Prospects from a form with no promotional SMS checkbox are stored as opted out. Opting them in by hand under Communication Preferences needs them to confirm by email or text first.
  • In Connect, ClubReady warns against ticking the consent acknowledgement without written consent. Filter those people out instead.
  • ClubReady warns that old lists draw junk reports, and too many reports can block your sending. Start with recent leavers.
  • Carriers filter free shortened links such as free Bitly links. Use your full booking link.

Sources

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