Where athletes drift
Cancellations rarely come out of nowhere. Attendance drops first, often for weeks, and each of these moments is a chance for a coach to reach out before the cancel email arrives.
The first weeks after on ramp
New athletes finish on ramp with a coach beside them, then join group classes where that attention is spread across the room. The first few weeks in class are when many go quiet.
SendA note from the coach who ran their on ramp in their second week of classes, asking how the workouts feel and which class time fits.
The first plateau
The early months bring a PR almost every week. When that streak slows, usually somewhere in the first year, the reason to show up has to change.
SendAn invite to retest a benchmark workout, or a short goal setting chat with a coach.
A schedule change
A new job, a move across town or a kid's sports season shows up first as fewer visits, long before a cancellation.
SendA check in that notices the drop and offers another class time, or a hold instead of a cancel.
Coming back from a hold or injury
Athletes who froze for an injury or travel rarely get a personal invite back, and the longer they wait, the harder the first workout feels.
SendA welcome back note that promises a scaled first week.
A win back email written for a CrossFit gym
This is the Day 1 email of a five message campaign. It reads like a note from a coach, makes one offer and gives one next step.
Day 1 · Email
Subject: Your first week back at [gym name]
Hi [first name],
It has been a while since we saw you at [gym name], and the [6am] crew still asks about you.
Your next [week of classes] is on us. We will scale the first few workouts so you can ease back in, and [coach name] will help you pick a class time that fits.
Reply COMEBACK or book at [booking link], and I will save you a spot. Just mention COMEBACK to the coach on the floor when you come in.
[Coach name]
[Gym name]
Words in [brackets] are yours to choose. The full campaign, with both texts and the other two emails, is on the win back templates page.
What Retention Desk does for a CrossFit gym
- A 90 day welcome journey that picks up where your on ramp ends: ten messages in your coaches' voice.
- A win back campaign every month for past members and drop in or intro visitors who never joined.
- Four Monday member emails in your brand: a coach tip, an athlete spotlight, what's on and a monthly challenge.
- A monthly report with an at risk list: athletes who stopped coming or are coming less, each with a check in ready for a coach to send.
It works with PushPress, Wodify, Zen Planner and the other tools boxes already use. Everything arrives ready to paste, and nothing goes out until you approve it.
One flat price: $397 a month per location, month to month, after a free Retention Snapshot and a free pilot campaign. See pricing and samples.
