Kaivance spots missed sessions, checks in automatically and tells the right coach why to act, before the cancellation email.
Start with the people who need you, then scan the rest of the gym.
Live member segments synced from MindBody.
Inbound prospects who have not paid yet. Kaivance works these automatically.
View leadsNobody wakes up and quits. They miss a Tuesday. Then a week. Then the direct debit gets cancelled and your team finds out from an email.
That's not a coaching problem. It's a system problem. Your coaches are coaching. The drift happens in the gaps.
Revenue leak calculator
£135,000
lost to cancellations every year
£27,000 back in the business if you keep 20% of them.
Every member leaves a trail before they leave. Here's where Kaivance steps in, and where most gyms find out.
First visit
The 14-day window runs from their first session, not the purchase date. Welcome and first-visit reminders go out on time.
Paid, no visit
Paid trials who never walked in get chased until they book. Most systems don't even track this.
Missed session
A missed class triggers a message in your gym's tone, while getting them back is still easy.
Frequency drops
The right coach gets what changed, the member's history and the next action. One tap to take over.
Cancel request
By now the decision is made. Saving them here is a negotiation, not a nudge.
Trial funnel tracking. The 14-day window starts at each member's first visit.
19 of 25 completed trials converted to membership.
Prioritised by intervention need, then trial timing and attendance.
Not a black-box churn score. Kaivance shows you exactly what changed, so your coach walks into the conversation with a reason.
Trial stage, bookings, attendance, missed sessions and conversation history, synced from your booking system.
At The Den, members get a check-in every week, every two weeks or every month depending on how engaged they are. Coaches can override any time.
Messages fire on behaviour. You set the timing, the wording and when automation stops.
You're not getting an empty login and a help centre. We set the whole thing up around how your gym already runs.
1 week
To go live once we have access and an approver. Complex integrations take longer.
Every gym owner tries one of these first. Here's how they stack up.
| What matters | Rely on coaches noticing | Hire a retention person | Generic CRM automations | Kaivance |
|---|---|---|---|---|
| Spots drift the day it starts | When someone remembers | In working hours | Only what you pre-built | Every member, every day |
| Sounds like your gym | Yes, when it happens | Yes | Template blasts | Trained on your tone and rules |
| Coach gets the reason and history | Rarely | If they write it down | No | With every alert |
| Cost | Lost members | A full-time wage | Software plus your time | One subscription, set up for you |
Case study
Before Kaivance, trial follow-up, missed sessions and member questions all relied on someone remembering. Coaches carried admin between classes. Now Kaivance runs the front desk, trials and check-ins, and Michael sees every at-risk member from one dashboard.
“Nothing slips through the net any more. It just runs, and I am not the one holding it together.”
Gym member retention software watches attendance, bookings and trial progress, spots members who are drifting, and triggers follow-up before they cancel. It turns signals your gym already has into a daily list of who needs attention, why, and what to do next.
Kaivance goes one step further. It doesn't just flag the member. It sends the check-in on WhatsApp in your gym's voice, and brings in the right coach with the member's history attached when a person can change the outcome.
Start retention during the trial
Most cancellations happen in the first 90 days. Build the habit before the first payment rolls over.
Track paid members who never started
Someone who bought and never came in is your highest-risk member.
Follow up on the first missed session
A quick check-in after one miss is easy. Winning someone back after a month is not.
Flag attendance drops, not just cancellations
A member going from three sessions a week to one is telling you something.
Give coaches the reason, not just the name
A coach who knows what changed has a real conversation instead of a generic one.
Straight answers on control, setup and what your team still owns.
It uses signals from the systems already running your gym: trial stage, bookings, attendance changes, missed sessions and conversation history. It doesn't guess. It shows your team what changed and why the member was flagged.
Kaivance connects to MindBody, Glofox, PushPress, TeamUp, Stripe and more, and works with any booking platform that has a suitable API. We confirm your exact stack on the audit call before you buy. If a system can't support an action safely, that action stays human.
No. Messages are triggered by what a member actually did, not sent to everyone. Kaivance is trained on your tone and policies, and you approve every journey before launch. Sensitive conversations, like pausing or cancelling a membership, go straight to a person.
Yes. Kaivance handles the consistency. Your coaches handle the relationship. When a personal conversation can change the outcome, the right coach gets the reason, history and next action, and can take over any thread at any time.
Very little. We do the mapping, connections, configuration and testing. You give us your offers, policies, system access and one person who approves the conversations.
Most gyms go live within a week once we have access and an approver. Complex integrations take longer. Nothing talks to a real member until your team has tested and approved it.
Every gym's setup is different, so we work it out with you on a call. Book one, bring a real lead or member journey, and we'll show you what Kaivance would take off your team. If it isn't worth it for your gym, we'll tell you.
Book a free retention audit. Bring one real member journey. You leave with a plan, whether you buy or not.
Nothing goes live until you approve it. Every message, action and handoff tested with your team first.
30 minutes with the team that builds Kaivance. We onboard a small number of gyms each month so every launch gets built properly.
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