Beauty and fitness · Sample scenario
Membership expiry tracking
Memberships close to expiry are found automatically, their status is checked, approved renewal options are sent by consented message, and the reply is logged in the CRM.
Problem
Renewal dates are tracked by hand: some members are never told, and others get the same message twice.
How it works today
Once a month the manager exports a list from the membership system, checks expiry dates in a spreadsheet and messages members one by one. Frozen memberships often end up on the list by mistake.
What this scenario changes
Every day, memberships close to expiry are selected and their status is checked, and only active members receive the club’s approved renewal options and a payment link through the consented channel. The reply is logged in the CRM and a task is created for staff when needed. Frozen or suspended memberships are handled separately.
The process step by step
- Membership near expiry: Found by the daily check
- Status read: From the membership system
- Is the membership active?: Not frozen or suspended
- Options and consent checked: Approved options, channel consent
- Message drafted: Approved options only
- Message and payment link: Through the consented channel
- Reply logged: CRM record and staff task
Exception path
- Manager reviews separately: The membership status is clarified
- Message held: No automatic sending
The role of AI
Writes a short, polite message suited to the member’s history using only the approved options; it does not invent new terms or discounts.
Human approval and exceptions
Frozen or suspended memberships do not get the standard renewal message; the manager reviews the situation separately.
Frequently asked questions
Does the message offer discounts or special terms?
Only options the club approved in advance are shown; AI does not invent new terms or discounts.
When is a frozen membership tracked again?
When the status becomes “active” again, the membership returns to the normal tracking flow.
Is the payment link secure?
The link is created by the payment system itself; the message does not ask for or store card details.