How to send a win back campaign in PushPress

Build your win back list

A win back list has two groups: members who cancelled or paused in the last six months, and leads who tried you but never joined. PushPress keeps both under People.

Past members

1. Open People in the left menu. It has tabs for Members, Non Members, Leads and Staff.
2. Click Filter, choose Plan and pick the plan. Click Filter again, add Status and choose canceled or paused. A member on a paused plan still counts as a Member.
3. For cancellations, click the filter icon, set Churn Date Range to the last six months, then choose Export to CSV if you want a copy.

PushPress calls someone whose plan was cancelled or completed an Ex Member, and a frozen member is a Member on a paused plan. Filters are not kept in the page address, so set them again each time you come back.

Leads who never joined

Open the Leads tab. In PushPress a lead is anyone on a trial, guest pass or intro offer who has not bought a membership. Once a lead's status changes it cannot be set back to Lead, so leave those records alone while the campaign runs.

Start with the most recent

If the list is long, run the cancelled export for the last two months first and send to them, then do months three to six. People who left recently are the easiest to bring back.

Send the three emails

In Core, tick the people on your filtered list, click Send Message and choose Email. Fill in the subject and message, and use the BCC field if you want a copy. The Communication tab also has a mass email, but it goes to all members, so use Send Message for a win back.

• Core emails come from themachine@pushpress.com. Replies go to your gym's customer service email or to the staff member who sent it, so check that inbox during the campaign.
• Core's help pages do not describe scheduling an email for later, so plan to send each email by hand on its day.
• With Grow, choose Send Email, then pick all at once, all at a scheduled time, or drip mode, and confirm. Progress shows in the Bulk Actions log, and contacts who opted out are skipped for you.
• In Grow, the From address should match your Grow account email. PushPress warns that without your own business domain, Grow emails may land in spam or not arrive.

Send the two texts

Texts from Core are one way and stop at 160 characters. Members cannot reply, and they only go to numbers in the United States and Canada. So each text needs your booking link or phone number, and asks people to mention your code word at the front desk.

• Grow texts are two way: replies land in your conversations, and a reply can start a workflow.
• Grow charges about two cents per text segment. A segment holds 160 characters, or 67 if curly quotes make it send as Unicode. Emojis and links also raise the cost. Registering your number with the carriers costs a one time fee plus a small monthly fee.
• Text only people who agreed to get texts from you. In Grow the first text must name your gym and tell people to reply STOP to unsubscribe. A STOP reply blocks further texts until the person replies START.

Your ten day plan in PushPress

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

Can PushPress run it for you?

Yes, with Grow. Its Workflows can start when a plan changes status (including Paused, Pending Cancel, Cancelled and Completed), when someone checks in, cancels or late cancels a class, when a contact is created, when a tag is added or removed, or when someone replies by email or text.

• Grow comes with Plan Cancelled and Plan Paused workflows, but they send nothing until you add your messages.
• A Wait action set to Time delay spaces the messages out. Its Advance Window counts the wait only during the days and hours you choose.
• The built in At Risk workflow flags members after about 10 days without a check in. It alerts your staff and adds them to a pipeline, but sends the member nothing, and by default it covers members only.
• Grow is a paid add on to Core, listed at $329 a month on PushPress's pricing page in October 2026.

See who came back

• Ask your front desk to note anyone who mentions your code word, since Core texts cannot be answered.
• Reports, then the Subscription Change Report, lists new subscriptions each month with name, plan and join date. It counts paid recurring plans only, leaves out trials and pauses, and has no CSV export.
• Reports, then Engagement, then Member Attendance, shows who checked in over a date range by membership status.

Watch out for

• Grow can suspend your texting if too many people opt out at once. PushPress's own pages give different limits, between 1 and 3 percent within a day, and warn against adding old contact lists to a workflow in bulk. A win back list is exactly that, so text only people who agreed to texts and start with the most recent.
• New Grow numbers have a daily text limit that rises over the first days. PushPress's pages give different figures, so check yours before you text a long list.
• Grow's daily text limit also counts replies you type in conversations. Once you hit it, even manual replies are blocked until the limit resets at midnight UTC.

Sources

• Messaging members from Core (PushPress, August 2026)
• Locating and managing members in PushPress (PushPress, August 2026)
• Member status tags in PushPress Core (PushPress, July 2026)
• Download a list of cancelled members (PushPress, July 2026)
• How user statuses are managed (PushPress, January 2026)
• Grow bulk actions: email (PushPress, April 2026)
• Grow sending address errors (PushPress)
• Grow SMS best practices, limits and costs (PushPress, January 2026)
• Grow phone number and carrier rules (PushPress, September 2025)
• Workflow triggers and the Plans workflow folder (PushPress, March 2025)
• Using the Wait action in the workflow builder (PushPress, June 2022)
• How the At Risk member workflow works (PushPress, January 2026)
• Grow phone number suspensions (PushPress, July 2026)
• Subscription Change Report and Engagement report (PushPress, July 2026)
• PushPress pricing