What this feature does#
Fitness360 sends automated WhatsApp reminders when memberships are about to expire or have recently expired — renewal nudges before the end date and win-back messages afterward. With editable lifecycle templates, your gym can change the wording of these messages yourself from the dashboard. You do not need to contact a developer to adjust tone, add your gym’s personality, or translate messages for your members. When a message goes out (automatically or when staff send a reminder from the member list), the system fills in each member’s name, plan, and dates using placeholders you keep in the template.
Who can use it#
Gym administrators only. Front-desk staff who are not admins can still send WhatsApp reminders from the member list, but they will use whatever message text admins have saved here. If you need a staff member to edit templates, ask an admin to update their role in Settings → Users.
Where to find it#
- Open the dashboard and go to Settings (gear icon in the sidebar).
- Select the Notifications tab.
- Scroll to WhatsApp lifecycle message templates.
You will see a list of nine templates on the left and the message editor on the right.
The nine templates#
| Template | When it is used | Automated daily schedule? |
|---|---|---|
| Expiring soon (3+ days) | General “expiring soon” reminders; mainly when staff send from the member list | No — manual / staff |
| 1 day before expiry | Reminder the day before membership ends; staff sends from member list | No — manual / staff |
| 2 days before expiry | Renewal reminder two days before end date | Yes |
| Expiry day | Sent on the membership end date | Yes |
| 1 day after expiry | Win-back message one day after expiry | Yes |
| 7 days after expiry | Follow-up one week after expiry | Yes |
| 15 days after expiry | Follow-up fifteen days after expiry | Yes |
| 1 month after expiry | Win-back about one month after expiry | Yes |
| 2 months after expiry (special offer) | Comeback offer about two months after expiry | Yes |
Seven of the nine templates are part of the daily automated lifecycle schedule. The expiring soon (3+ days) and 1 day before expiry templates are used mainly when staff send reminders manually from the member list or renewals screen.
How to edit a template#
- Go to Settings → Notifications → WhatsApp lifecycle message templates.
- Click the template you want to change in the list on the left (for example, 2 days before expiry).
- Edit the message in the text box. Use placeholders (see table below) instead of typing a real member’s name or date.
- Click Preview to see how the message will look with sample data.
- Click Save template when you are happy with the text.
Repeat for any other templates you want to customise.
How to preview before saving#
- After editing the text, click Preview.
- The sample preview shows how the message appears for a fictional member (Priya, Monthly plan, expiry 15 Jul 2026, and so on).
- Check that placeholders were replaced correctly and that line breaks and *bold* formatting look right.
- If something looks wrong, adjust the template and preview again before saving.
How to reset to default#
- One template: Select the template, then click Reset to default. This restores the original Fitness360 wording for that message only. Your other custom templates stay as they are.
- All templates: Click Reset all templates to restore every lifecycle message to the default wording.
Placeholder reference#
| Placeholder | Meaning | Example value in preview |
|---|---|---|
{{name}} | Member’s first name or full name | Priya |
{{plan}} | Membership plan in friendly wording (internal labels like “Monthly (Default)” are cleaned up automatically) | Monthly |
{{expiryDate}} | Membership end date | 15 Jul 2026 |
{{daysLeft}} | Days until expiry (positive) or days since expiry (negative) | 2 or -7 |
{{n}} | Number of days, used in “expires in X days” style lines | 2 |
{{daysWord}} | The word “day” or “days” to match {{n}} | days |
{{checkInDate}} | Check-in or visit-related date where relevant | 10 Jul 2026 |
Placeholders are replaced automatically when a message is sent. Do not type real member names or dates into the template body.
Formatting notes#
- Bold in WhatsApp: Surround text with asterisks, for example
*renew today*. - Line breaks: Press Enter in the editor; they are preserved in the sent message.
- Emojis: Supported — use them sparingly for a professional tone.
Worked example: 2 days before expiry#
Default template (before you edit):
```
Hi {{name}}! 👋
Your *{{plan}}* membership expires in *2 days* on {{expiryDate}}.
Renew now to avoid a break in access. 💪
Team Fitness360
```
After your edit:
```
Hi {{name}}! 👋
Friendly reminder: your *{{plan}}* plan ends on {{expiryDate}} — that's {{n}} {{daysWord}} away.
Stop by the front desk or reply here to renew. We'd love to keep you training with us! 🏋️
— Team Fitness360
```
Sample preview (what a member would see):
```
Hi Priya! 👋
Friendly reminder: your *Monthly* plan ends on 15 Jul 2026 — that's 2 days away.
Stop by the front desk or reply here to renew. We'd love to keep you training with us! 🏋️
— Team Fitness360
```
Best practices#
- Keep a warm, clear tone — members should know why they are hearing from you and what to do next.
- Keep messages short. One short paragraph plus a call to action works better than long blocks of text on WhatsApp.
- Do not remove key information such as the expiry date or how to renew; placeholders help you keep that consistent.
- Always preview after a change, especially if you added or moved placeholders.
- Never hardcode one member’s name, phone number, or date — use placeholders so every send is personal and correct.
Common mistakes#
| Mistake | What happens | What to do instead |
|---|---|---|
Deleting a placeholder like {{expiryDate}} | Members may not see when their plan ends | Keep important placeholders in every renewal template |
Typing {{name}} wrong (e.g. {name} or {{Name}}) | The placeholder may not be replaced | Copy placeholders exactly from the reference table |
| Expecting an instant blast to all members after saving | Changes apply to future messages only | Save early; already-queued or in-flight sends may still use the old text |
| Using internal plan names in fixed text | Members might see “monthly (Default)” | Use {{plan}} so the system shows friendly plan names |
FAQ#
Why did a message say “monthly (Default)” before? What does `{{plan}}` show now?
Older messages sometimes showed internal plan names from your plan setup. When you use {{plan}}, Fitness360 shows a cleaned-up label (for example, Monthly instead of Monthly (Default)).
Will editing templates affect messages already queued today?
Generally no. Saved changes apply to reminders sent after you save. Messages that were already prepared or sent earlier in the day may still use the previous wording.
Can I undo changes?
Yes. Use Reset to default for one template or Reset all templates to go back to the original Fitness360 defaults.
Which messages are fully automated vs manual?
Seven templates run on the daily automated schedule (from 2 days before expiry through 2 months after). Expiring soon (3+ days) and 1 day before expiry are used mainly when staff send reminders manually from the member list or renewals tools.
What happens if I leave a placeholder out?
The message will still send, but that piece of information will be missing. For example, without {{expiryDate}}, the member may not know which date matters. Preview before saving to catch gaps.