Your Trial Pass Program Agent Follows Up While Your Coaches Coach
The AgentWorks Trial Pass Program Agent runs the part of your trial program that happens away from the floor. It issues the guest pass, gets the visitor ready before they arrive, and after class follows up with a membership offer built on what they told you about their goals and experience. Your coaches coach, and your front desk takes care of the room.
What it takes off your plate
Picture the evening rush. A member asks if their neighbour can try a class, and someone scribbles a pass on a card. A web form asks about a trial and sits in the inbox. The guest shows up not knowing where to park or what to bring, waits while the desk hunts for them, and walks into a class that is too advanced.
The workout goes well anyway, because your coaches are good. Then the guest leaves while the desk is checking in the next class. Some never hear from you. Others get a template pitch days later that says nothing about the half-marathon they are training for or the shoulder they mentioned. The passes are issued by hand, nobody tracks them, and you cannot say how many guests you had last month or how many joined.
What the Trial Pass Program Agent does, step by step
The Trial Pass Program Agent handles the guest's conversation from the first ask to the decision.
- Replies to the request. Whether the ask comes by text, email, website form or a member's referral, it answers straight away, asks what the guest wants from training and whether they have trained before.
- Issues a tracked pass. It creates the digital pass in Mindbody under the guest's name and sends it with a link to book.
- Matches the class. It suggests the sessions that fit the guest's goals and experience and books the spot.
- Sends the pre-visit note. The day before, it texts the class time, what to bring, where to park and who will meet them, and answers any last questions.
- Confirms the visit. On the day, it reminds the guest and lets the desk and coach know who is coming and why.
- Follows up after class. Once the class ends, it asks how the session felt, answers questions about memberships, class packs and personal training, and sends an offer that speaks to the goals the guest shared.
- Books the next step. A guest who wants to join is signed up in Mindbody; a guest who wants to talk gets time with your membership lead; a guest who goes quiet gets one more follow-up by another channel.
Your staff shake hands, give the tour and close the conversations that need a person. The agent carries the messages in between.
Where the work is recorded
An agent that cannot record its results is a chatbot. The Trial Pass Program Agent keeps a record your whole team can read.
Each guest's record in the CRM holds every message, their goals, their experience and anything they flagged, like an injury. Whoever is on the desk when that guest calls or walks in sees the whole thread and picks up exactly where the agent left off. In Mindbody, each pass shows when it was issued, whether it was used and whether the guest joined.
The next morning, your membership lead sees yesterday's guests and where each one stands, today's arrivals with their notes, and the guests waiting on a conversation. At the end of the month, you know which passes turned into members.
What your people do instead
Your front desk greets guests by name, points them to the right class and gets back to members. Your coaches welcome guests knowing what they came to work on, which is how a first class turns into a second. Your membership lead spends the day with guests who are ready to talk. No one on the team is trying to remember who visited last Tuesday.
Trials sit between the first inquiry and the first months of membership. The inquiry side is in Fitness Studios Hire Better Coaches When Recruiting Never Stops, and keeping new members active in Gym Challenges Build Loyalty When Someone Tracks Every Check-In. The agent keeps the messages and records moving so your people can make every visit count.
One next step
If guests leave your gym without a follow-up, the free Industry Assessment shows which workflow an agent should take first. To see the AgentWorks Trial Pass Program Agent alongside the other agents for gyms and studios, visit the Fitness industry page.
See where the Trial Pass Program Agent would start in your fitness business.
I'm Troy, the Fitness ambassador here. The free Industry Assessment reads your website and asks how calls, follow-ups and records happen today, then shows the first workflow worth handing to an agent like this one — and what your team gets back. Leave your email and I'll send the link.
Troy replies from fitness@agentworksstudio.com. One email with the link — no list, no drip, unless you ask for the weekly letter. Or go straight there →