First impressions count—and in the fitness industry, they can make or break a member’s long-term commitment. The onboarding process is your first chance to show new members they’ve made the right choice. But if it’s clunky, inconsistent, or time-consuming, enthusiasm fades fast.

That’s where automation comes in. By setting up a smooth, automated onboarding flow, you can greet every new member with the same energy, clarity, and professionalism—without adding hours to your workload. Here’s how to do it step-by-step.

Step 1: Map Your Onboarding Journey

Before automating, you need a clear blueprint. Think through your new member experience from “sign-up” to “first workout.” Consider:

·        A welcome message or email

·        Orientation or facility tour

·        App or member portal setup

·        First training session or class booking

·        Follow-up check-ins

Write these down in order. This will be your automation roadmap.

Step 2: Set Up Automated Welcome Messages

Choose a software or CRM tool that allows you to create automated workflows.

Trigger: Member joins

Action 1: Send an instant welcome email introducing your brand, facility hours, and key links.

Action 2: Schedule an SMS 24 hours later with a friendly reminder for their first visit or orientation.

This quick communication reassures members they’re in the right place and keeps your brand top-of-mind.

Step 3: Schedule Your Orientation

Instead of endless back-and-forth to book an orientation, add an automated booking link in your welcome message. With the right tool, new members can choose their preferred time instantly, and you’ll see their appointment appear in your calendar—no manual input required.

Step 4: Deliver Resources Automatically

You don’t want members wondering “What now?” after sign-up. In your workflow, set up a sequence:

·        Day 2: Send a short “Getting Started” video or PDF with facility rules and tips.

·        Day 5: Share a beginner workout plan or class recommendations.

·        Day 7: Invite them to join your members-only group or app community.

This keeps them engaged before they’ve even formed their first workout habit.

Step 5: Check In Without Manual Effort

Set automated follow-ups to check in at strategic points—like 2 weeks and 30 days after joining. Ask if they’re enjoying the experience, if they have questions, or if they’d like a free personal training session. These touchpoints strengthen relationships and reduce early drop-off.

Step 6: Measure and Refine

Automation isn’t “set it and forget it.” Use your tool’s analytics to see open rates, click-throughs, and engagement trends. Review these regularly and tweak your messages, timing, and offers to improve results.

The Bottom Line:

Automating your onboarding ensures every new member gets a consistent, welcoming, and professional start—without adding stress to your team. Done right, it turns new sign-ups into loyal, engaged members who feel supported from day one.