# Win back Mindbody members before they quietly cancel

> Every Monday, spot paid members who have stopped showing up, send each one a personal note about the classes they loved, and brief your team.

- Workflow type: agent
- Services: Mindbody, Gmail, Slack Bot
- Categories: Sales, Operations
- Published: 2026-08-07

## What it does

- Checks every member with an active paid membership and finds who has not been to a class in 14 to 28 days, the window where a win back still works
- Writes each person a short, personal email naming the class and instructor they used to come for, and sends it from your Gmail
- Records the outreach on the member's record in Mindbody, so front desk staff can see the touch before they speak to them
- Posts a Monday summary to your studio Slack channel: who was emailed, who is now past 28 days and needs a phone call, and how many flagged members came back

## What you'll need

- A Mindbody account for your studio, plus a staff login, since client details and notes are only available to staff-level access
- A Gmail account to send the member emails from
- Slack, with the app added to the channel your studio team already uses

## Prompt

Every Monday at 8am, find the members who are quietly slipping away from my studio and win them back before they cancel.

Start by pulling my client list from Mindbody with Get Clients, paging through all results. Then use Get Active Clients Memberships to work out which of those clients currently hold an active paid membership. Only those members are in scope. Someone whose membership has already lapsed, or who only ever bought drop-in classes, is a colder and different audience, so leave them out. Batch the membership lookup across multiple client IDs rather than calling it once per client, and stay inside Mindbody's rate limits.

For each member in scope, pull their attendance with Get Client Visits, looking back about 90 days so there is enough history to see a pattern. From that history work out two things: the date of their most recent attended visit, and the class type and instructor they attended most often.

Flag any member whose last visit was between 14 and 28 days ago. Anything under 14 days is usually just a busy week and is not worth chasing. Track separately any member whose last visit was more than 28 days ago: response rates to email fall off sharply past that point, so do not email them, collect them for a phone call instead.

Before contacting anyone, check their contact history with Get Contact Logs and skip any member who already has win-back outreach logged in the last 30 days. The same member must never be chased twice.

For each remaining flagged member, write a short, warm, personal email of roughly 80 to 120 words and send it with the Gmail Send a Message operation. The email must reference the specific class type and instructor that member used to attend most often, because personalization off their own attendance history is what separates a 12 to 18 percent recovery rate from the 3 to 5 percent a generic 'we miss you' blast gets. Keep it human: acknowledge that it has been a couple of weeks, name what they used to come to, and invite them back to something specific. No discounting or hard sell unless I ask for it. One email per member.

Straight after sending each email, record the outreach on that member's Mindbody record with Add Contact Log, noting that it was an automated win-back email and the date it went out. This is what lets front desk staff see the touch before they speak to the member, and it is also what the next run's 30-day suppression check reads.

Also measure whether earlier outreach worked. Find members carrying a win-back contact log from a previous run, and use Get Client Visits to check whether they have attended a class since that log was written. Count those as recovered.

Finish by posting a summary to my studio channel with the Slack Bot Send a Message operation. List who was emailed this week, with each person's last visit date and the class they were reminded of; who is now past 28 days and needs a phone call instead, so a staff member can pick them up; and how many previously flagged members came back this week. Keep it scannable. If nobody was flagged, say so plainly rather than posting an empty report.

Note on access: Mindbody reads that return client-specific data, and all writes such as adding a contact log, require a staff user token in addition to the API key and Site ID.

## How to customize

- Change the inactivity window. 14 to 28 days suits most studios, but a twice-weekly bootcamp might prefer 7 to 21 days
- Change the day and time it runs, and which Slack channel gets the summary
- Adjust how long a member is left alone after being contacted, or change the tone and length of the email

## Example output

Monday win-back check, 8:00am

Emailed this week (4)
- Priya S., last visit 19 days ago, reminded of Vinyasa Flow with Dani
- Marcus T., last visit 22 days ago, reminded of Strength 45 with Callum
- Alex W., last visit 15 days ago, reminded of Sunrise Yoga with Dani
- Nadia K., last visit 26 days ago, reminded of Reformer Pilates with Sofia

Needs a phone call, now past 28 days (2)
- Jenna R., last visit 34 days ago, used to be a regular at Reformer Pilates with Sofia
- Tom B., last visit 41 days ago, used to be a regular at Strength 45 with Callum

Came back this week (3)
Three members emailed in earlier weeks have attended a class since we wrote to them.

Skipped: 2 members were contacted within the last 30 days and were left alone.

## FAQ

### Will the same member get chased over and over?

No. Before writing to anyone, the workflow reads that member's history of previous outreach in Mindbody and skips anyone who has already been contacted in the last 30 days. Because every email is recorded back onto the member's record, each week's run knows what previous weeks already did.

### Why wait 14 days, and why stop at 28?

Under 14 days is usually just a busy fortnight, and reaching out then feels intrusive. After about 28 days, email stops working well and a real phone call is far more likely to bring someone back, so those members are listed for a staff call instead of being emailed.

### Does it email casual drop-in customers too?

No. Only members who currently hold an active paid membership are considered. Someone whose membership already lapsed, or who only ever bought single classes, is a colder and quite different audience, so they are left out.

### How personal are the emails really?

Each email names the class type and instructor that person actually attended most often, taken from their own visit history. That specificity is the whole point: personalized win-back notes recover several times more members than a generic 'we miss you' blast.

### Can I see what went out?

Yes. Every email is logged on the member's Mindbody record, so front desk staff see the touch before the member walks in or picks up the phone, and the Monday Slack summary lists everyone who was contacted that week.

Use this prompt in General Input: https://www.generalinput.com/prompts/win-back-mindbody-members-before-they-quietly-cancel