WhatsApp reminders for gyms, sent automatically

GymFlow sends WhatsApp reminders for your gym automatically: welcome, renewal, expiry, expired, payment due and birthday messages. Members forget to renew and forget what they owe, and the right message goes out at the right time, so you do not have to remember to ask.

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The messages GymFlow sends

Welcome message

Sent once when you add a new member, with the plan, start date and member ID.

Renewal confirmation

Sent when you renew a membership, with the plan and the date it is valid until.

Expiry reminder

Starts 18 days before the plan ends and tells the member how many days are left.

Membership expired

If the member has not renewed, a message after the end date asks them to come back, for up to 18 days.

Payment due reminder

Sent when a member has an amount pending, and names the amount.

Birthday wishes

Sent on the member's birthday, if you saved their date of birth.

Member app invitation

Sent when you invite a member to the member app, with their personal link.

How the schedule works

• Reminders for expiry, expired memberships and dues are checked once a day, in the morning (about 9 AM India time).
• Each reminder repeats every 3 days, up to 7 times, then stops.
• The moment you renew a plan, its expiry reminders stop. The moment a due is paid in full, its payment reminders stop.
• A member never gets the same reminder twice on one day.
• Only members with a valid 10-digit mobile number receive messages.
• Scheduled messages are queued and sent in small batches, so a very large list can take a while to finish.

Sending a message yourself

Open any member and tap WhatsApp. Choose one of the approved messages (welcome, renewed, expiry reminder, expired, payment due or birthday), read the preview and send it. On the Dues and Reports pages, the WhatsApp button opens a ready-written message in your own WhatsApp for you to send.

Common questions

Can I change the wording of the messages?

No. The messages use templates approved by Meta, the company behind WhatsApp, so the wording is fixed. Each one carries your gym's name and the member's name, plus details such as the plan, the dates or the amount due. What you control is who you add and what you record.

Do I need my own WhatsApp Business account?

No. Messages go out from GymFlow's WhatsApp Business number, so there is nothing to register or connect on your side. The reminders appear in your member's WhatsApp like any other business message, with your gym's name inside the text. Your only job is to keep each member's mobile number correct.

How many reminders will a member get?

Expiry, expired and payment due reminders are checked once a day, about 9 AM India time, and repeat every 3 days up to 7 times. They stop when you renew a plan or the due is paid in full, and a member never gets the same reminder twice in one day.

What if I add hundreds of members at once?

Scheduled messages wait in a queue and go out in small batches, so a very large list can take a while to finish. A message that cannot be sent straight away is held and tried again later. Importing members never sends welcome messages.

Good to know

• Messages go out through the official WhatsApp Business Platform using message templates approved by Meta. The wording is fixed by those templates, so owners cannot edit the text.
• WhatsApp messages are unlimited on the paid plans, with no per-message charge. On the free plan they come with the WhatsApp add-on.
• The message buttons on the Dues and Reports pages open a ready-written message in your own WhatsApp. Those are sent from your number, not from GymFlow.
• You are responsible for having your members' permission to contact them on WhatsApp. Members can ask your gym to stop messaging them.
• When you import members, those whose plan ends soon or ended in the last two months are reminded straight away. Nobody gets a welcome message from an import.

Who it is for

Owners who spend part of every week phoning members to renew or pay. Add your members once, and the reminders run on their own. Pair it with fees and dues so every payment you record stops the right reminder.

Related features

• Fees and dues: Record cash, UPI and card payments, collect part payments and see who owes what.
• Member management: Member records, plans, expiry dates, search and filters, renewals and one-tap WhatsApp.
• Member app and workouts: A member app with a digital card, workout programs, streaks, leaderboards and rewards.
• WhatsApp automation for gyms: What to automate, the reminder schedule, a set-up checklist and what automation cannot do.

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