Recipe No. 12 · Customer follow-up
Gym no-show follow-up text
When a member misses a booked class, automatically send a friendly SMS inviting them to rebook.
- Serves
- Gyms & studios
- Made with
- Zapier
- Prep (setup)
- ~20 min est.
- Yield
- 1–2 hrs/week saved, est.
- Level
- Beginner
- Plan needed
- Zapier: Free covers 2-step Zaps (100 tasks/mo, checks every 15 min); multi-step Zaps need Professional (from $19.99/mo billed annually, $29.99 monthly, per zapier.com/pricing). Check your plan.
- Est. SMS cost
- Via Twilio: ~$0.0083 per US text segment plus carrier fees, and $1.15/mo per local number (Oct 2026). Other SMS apps price differently, so check your plan.
- TriggerIn Zapier, create a new Zap
- Step 2Add a Filter step
- Step 3Add a Delay step so the message doesn't…
- Step 4Add an SMS action
- Step 5Include opt-out language and only text…
- Step 6Test with your own number, then turn the…
Ingredients
- Booking software with Zapier integration (e.g. Mindbody, Glofox, or Google Calendar)
- Zapier account (multi-step Zaps need a paid plan)
- Twilio or an SMS app connected to Zapier
Editor-reviewedLast checked 2026-10-16v1.0.0 · Free
Steps reviewed against current tool UIs by the editor; not yet run end-to-end in a live account. Time saved is an estimate; results vary. Costs from Axis Consulting and Twilio pricing; check current pricing.
SMS rules: only text people who gave you their number for this purpose, identify your business, and include “Reply STOP to opt out”. US business texting needs A2P 10DLC registration.
Method
- In Zapier, create a new Zap. Trigger: your booking app's 'No-show' or 'Attendance marked' event. If your app has none, use Google Sheets 'New row' and have staff log no-shows there.
- Add a Filter step: only continue if status equals 'No-show' and the member has a phone number.
- Add a Delay step (Delay For: 2 hours) so the message doesn't feel instant or automated.
- Add an SMS action (Twilio 'Send SMS'). Message example: 'Hi {first name}, we missed you at {class} today! Want to grab a spot later this week? Reply YES and we'll hold one.'
- Include opt-out language ('Reply STOP to opt out') and only text members who consented to SMS.
- Test with your own number, then turn the Zap on and review replies weekly.