Two policies, notes for members and leads, a price increase letter, and four sheets for the desk and the numbers, each cut down to the part you copy. Tell us where to send them, then change the bracketed parts and send them as your own.
Use it as your late cancel and no-show policy: on the booking page, in the confirmation email and in the member agreement. Set the window from how long your waitlist takes to fill a released spot, and check that your member agreement and local rules allow any fee before you add one.
Six lines on one page, clear enough that the front desk can say yes to “can I pause?” without asking you. Call it a freeze or a hold; the lines are the same.
Send the email the day a membership payment fails, from a named person at an address that takes replies: it assumes an innocent cause, such as an expired card, and asks for one thing. If the payment is still open on day two and the member agreed to texts from the studio, send the short follow-up.
Five short messages for a new lead who has not booked, one for each moment she goes quiet over fourteen days, and a sixth for the lead who booked a first class and did not come. Each names a specific class, asks one thing, is signed by a person and offers no discount.
Send it from the owner to every member on the same day, sixty days before the new rate starts, and brief the instructors and the desk the day before. It carries the new price and the date, one honest reason, what does not change, and a person to reply to.
For whoever runs the front desk, open to close, with the people first on every list and the building after. The opener needs thirty minutes before the first class, and the first ten of them belong to the day’s names.
The same ten steps in the same order every month, finished by the fifth working day of the next, split between the owner and a bookkeeper. It works best once the books are split by product and by partner, with instructor pay on its own line.
Twelve numbers on one page in four rows, read top to bottom on the same morning each week: money, funnel, retention, operations. Each tile carries its written definition, the same number for your own trailing months, and the name of the person who acts when it moves.
One line for each edge case, dated, and applied the same way at the start and the end of every period, so every report counts the same people. These are one studio’s rules, the ones our notes use; yours can differ, as long as they are written down and held.
Every template is taken from a studio note, cut down to the part you copy. A number in brackets is an example from an invented studio, not a standard.
These templates are yours to send, in your own name. Xyzios, the studio operating system, covers a narrower part of the same work: it watches the numbers and drafts a few specific notes for your approval, such as a kind fix-up note when a membership payment fails and a short save note for a current member at high risk, whose attendance is slipping against her own pattern. Nothing reaches a member until you tap approve, and approved messages send from your studio's own email.
