Gym, salon and spa
Gym, salon and spa CRM for membership businesses
Convert trials into members, remind them before a plan or package ends, and win back the expired. Slots, trainers and stylists stay in the same view.
Your pipeline, ready on day one
These stages come with the template. Rename, add or remove any of them.
- Stage 1EnquiryA walk-in, call or Instagram ad enquiry is captured with the service wanted and preferred timing.
- Stage 2TrialA free session or patch test is booked into a slot with a trainer or stylist and confirmed on WhatsApp.
- Stage 3JoinedThe member buys a plan or package, and validity, trainer and slot are saved on the record.
- Stage 4Renewal dueThe plan or package is close to its end, so a reminder and a call task are created.
- Stage 5ExpiredThe plan lapsed without renewal, and the member is tagged with the reason if known.
- Stage 6Win-backAn offer campaign targets expired members using their last plan and attendance pattern.
What is a gym, salon and spa CRM?
A membership CRM is built around dates: when someone tried, when they joined, how many sessions remain and when the plan ends. For a gym that is validity and attendance, for a salon or spa it is packages, appointments and staff time. Gandiv records the plan, validity, trainer or stylist and slot on each member, then triggers the calls and messages that keep revenue steady: trial reminders, renewal nudges and win-back offers for lapsed members. Owners see how many trials convert, which plans renew and which staff members bring people back, without counting registers by hand.
Why gym, salon and spa teams need one
Problem
Trials are booked on a notebook and half do not come.
With Gandiv
Trial slots are confirmed on WhatsApp with a reminder two hours before.
Problem
Memberships end silently and revenue goes with them.
With Gandiv
Renewal tasks are created ahead of the end date, with a call and a payment link.
Problem
Package sessions are counted on paper cards.
With Gandiv
Sessions used and remaining show on the member record, updated at each visit.
Problem
Nobody knows why members leave.
With Gandiv
An expired record asks for a reason, and the win-back list is built from it.
Problem
Staff commission is calculated at month end by hand.
With Gandiv
Sales and service are tagged to a staff member, so commission is a report.
Problem
Slots clash when two people book the same chair or trainer.
With Gandiv
Slot booking shows availability by staff member before it confirms.
Key features
Trials and slots
Book the trial and keep the slot
Offer free sessions or patch tests into open slots by trainer, stylist or room. The enquirer gets a confirmation and a reminder, and a no-show is called back the same day.
- Slot availability by staff
- WhatsApp confirmation and reminder
- No-show recall task
Slot availability by staff
WhatsApp confirmation and reminder
No-show recall task
Memberships
Plans with validity and freeze dates
Record plan, start date, validity and any freeze. The member record shows days left, so a front-desk person and a caller see the same facts when they talk to someone.
- Plan and validity fields
- Freeze and extension notes
- Days left on the record
Plan and validity fields
Freeze and extension notes
Days left on the record
Packages
Sessions that count themselves
Sell packages of sessions for facials, massage or personal training. Each visit reduces the balance, and a low-balance alert triggers a renewal call before the last session is used.
- Sessions remaining
- Low-balance alert
- Package expiry date
Sessions remaining
Low-balance alert
Package expiry date
Attendance
See who is slipping away
Log attendance from the front desk or a QR scan. Members who have not visited in two weeks surface in a list for a friendly call, long before the plan expires.
- Check-in log
- Absent-for-14-days list
- Trainer-wise attendance
Check-in log
Absent-for-14-days list
Trainer-wise attendance
Renewals and win-back
Call at the right time
Renewal reminders go out before expiry, and expired members enter a win-back campaign with an offer. Birthday messages and festival offers run from the same member list.
- Renewal journey
- Win-back offer campaign
- Birthday offer message
Renewal journey
Win-back offer campaign
Birthday offer message
Staff commission
Commission without the spreadsheet
Tag each sale and service to a trainer or stylist and set commission rules. Month-end totals by person come from the records, so disputes are settled with data.
- Commission rules by role
- Sales by staff member
- Month-end summary
Commission rules by role
Sales by staff member
Month-end summary
What is inside the template
Everything below is created in your workspace when you pick this template.
| Fields | Plan · Start date · Validity end · Sessions remaining · Trainer or stylist · Preferred slot · Goal |
|---|---|
| Automations | Trial reminder 2 hours before · Renewal call task 10 days before expiry · Low sessions alert at 2 remaining · Absent 14 days check-in call · Birthday offer message |
| Reports | Trial to member conversion · Renewals due this month · Expired members and reasons · Attendance by trainer · Commission by staff member |
| Message templates | Your free trial is booked for 7 am tomorrow · Your membership ends in 10 days, renew here · We miss you, come back with 20 percent off · Happy birthday, a free session is waiting |
| Call script | Hello, I am [Name] from [Club]. Your membership ends on [date]. How has your experience been, and would you like to renew with the same trainer and slot? |
Fields
Plan · Start date · Validity end · Sessions remaining · Trainer or stylist · Preferred slot · Goal
Automations
Trial reminder 2 hours before · Renewal call task 10 days before expiry · Low sessions alert at 2 remaining · Absent 14 days check-in call · Birthday offer message
Reports
Trial to member conversion · Renewals due this month · Expired members and reasons · Attendance by trainer · Commission by staff member
Message templates
Your free trial is booked for 7 am tomorrow · Your membership ends in 10 days, renew here · We miss you, come back with 20 percent off · Happy birthday, a free session is waiting
Call script
Hello, I am [Name] from [Club]. Your membership ends on [date]. How has your experience been, and would you like to renew with the same trainer and slot?
By role
Owner
- See trial conversion and renewal rate
- Track revenue due from renewals
- Review commission by staff member
Front desk and sales caller
- Book trials and confirm slots
- Call renewals and win-backs
- Log enquiries from walk-ins
Trainer or stylist
- See today's slots and members
- Mark attendance and sessions used
- Add notes after each visit
Integrations for this industry
Frequently asked questions
Can I sell both memberships and session packages?
Yes. A member can have a time-based plan, a session package or both, each with its own validity and balance.
How are renewals reminded?
A journey creates a call task and a WhatsApp reminder before the end date, with a payment link, and repeats if there is no response.
Does it handle multiple branches?
Yes. Each branch can have its own staff, slots and members, while the owner sees all branches in one report.
Can staff commission be tracked?
Sales and services are tagged to a staff member, and commission rules produce a monthly total. Payroll itself is done in your own system.
Can I send offers to expired members only?
Yes. Filter by status Expired and last plan or date, then send a WhatsApp campaign to that list only.
Start with the gym, salon and spa template
Your pipeline, fields and messages are created for you. Change anything later.