Even if fitness facilities and their staff members do their best to prepare clients for the consequences of missing a session, cancellations are sometimes unavoidable for a variety of reasons. On some unfortunate occasions, customers even cancel outside of the assigned booking policy.

To help you deal with late cancellations from clients, we have configured a Session Automation to assist you in setting up an action to handle these situations.

In order to fully utilize this Session Automation, it would be essential to properly set it up. Kindly refer to this article for a complete step-by-step guide: Manage Automation: How to Give Access to Your Staff Members | Fit Pro Tracker Basics.

This automation can be set up when a client sends out a late cancellation notice.

Here are the steps to set up the automation:

Step 1: On the left menu, select the Automation tab and then click Automation Management.

Step 2: Click New Automation button.

Step 3: Type in the name of the automation.

Step 4: For the source, select Fit Pro Tracker.

Step 5: For the subject, select Sessions.

Step 6: For the trigger, select Customer has a late cancellation.

Step 7: Click the Add Action button.

Step 8: For the action, select preferred action from the options in the dropdown menu. Options available for actions are the following:

A. Add contact to campaign

B. Move contact to group

C. Assign tag to a contact

D. Assign contact to a staff

Step 9: Select target from the options in the dropdown menu.

Step 10: To save the action, click the Save button. An Added Action Successfully notification will show once you Click on the Save button.

Note: You can add multiple actions under one automation. To add just, repeat Step 7-9.

Step 11: To save the action/s selected under this automation, click the Save Automation button.

You may take advantage of this automation update to manage client’s priority level and attendance towards booked sessions, which will then be beneficial to your fitness facility’s retained business and to the assigned staff member’s time. Also, by reaching out to your clients after cancellations, you demonstrate your commitment and dedication to their fitness journey. And by doing various follow-up actions, you will get to understand the reasons behind these cancellations, which can be then helpful in assessing how to retain them and re-scheduling them for future dates instead.