This article will explain how Personal Training Managers can use InTouch to define a pre-set call plan for trainers to follow up with clients and set up automated emails and/or text messages to be sent on behalf of trainers.

Personal Training Managers can use InTouch Follow-Up to:

Send automated emails and text messages to PT Clients
Set up followup phone call reminders for Personal Trainers

Personal Trainers can use InTouch Follow-Up to:

Build relationships with their clients by personally following up with them between training sessions

Health clubs focus on engaging members in personal training services to help them achieve their fitness goals. Since a large component of personal training is for the trainer to build a relationship with their clients, best practices are for trainers to schedule future tasks after a PT session and then personally follow up with each client.

However, InTouch FollowUp also provides Personal Training Managers with the ability set up automated emails and text messages that are sent on behalf of trainers to their PT clients. PT Managers can also define a pre-set call plan for personal trainers so they are reminded to call their clients and follow up on specific days.

Sending Automated Emails and Text Messages to PT Clients:

As a PT Manager you can set up automated emails and text messages to be sent to PT clients on specific days once they become a Personal Training Client. These emails are a great way for your club provide additional health and fitness tips to PT clients and can be sent on behalf of your trainers.

To set up automated emails and text messages for PT Clients:

Click on the FollowUp tab > Personal Training follow-ups
Click on the PT Clients group at the bottom of the screen
Click on 'New Email' or 'New Text Message' under FollowUp Links
For a New Email:
1. Add your content in the body of the email and insert merge fields as needed
2. Select 'Owner Name' and 'Owner Email' in the 'From Name' and 'From Email Address drop downs
3. Enter a subject for the email
4. Enter the day you want the email to be sent
5. Set the email status to be 'On'
6. Send a test email to preview the email (note the preview names and links are dummy data for preview only)
7. Save your changes
  
  NOTE: We have added some default email content to give you some ideas of value-add info for your PT clients. You may also choose to edit one of these automated emails instead of creating new ones.
For a New Text Message:
1. Add your content. You will be able to select merge fields as well as add text.
2. Enter the day you want the text to be sent.
3. Change your status to 'On' (or keep Off until ready for text to start sending automatically).
4. Click Save. Your text message follow-up will be sent between 3-4:30pm of the day you select. (This means it's best to set Day 2 as the first day for any text followup).

Setting Up FollowUp Phone Call Reminders for Personal Trainers:

As a PT Manager, if you find that your trainers are not scheduling their own calls and tasks to remind themselves to follow up with their clients, you can set up followup call reminders and have a pre-set call plan for your trainers.

To set up your automated call reminders:

Decide on the days you want your personal trainers to call their clients after they become a PT client
In InTouch FollowUp, click on the Follow-Up tab > Personal Training follow-ups
Click on the PT clients group at the bottom of the screen
Click on 'New Call' under FollowUp Links
Enter the day you want trainers to call their clients
Change the status to be 'On'
Save your changes
Reminders for these calls will appear on your personal trainers' Agenda in InTouch FollowUp on the day they are due to be completed.

Set Up Personal Trainers as Lead Owner for PT Client

If you are setting up automated emails, text messages and phone call reminders, your trainers need to be set as as the lead owner for all their PT clients. This is especially important if your PT sales person is different from your trainers.

To set a trainer as the lead owner for their client:

Search for the PT client > PT Clients
Click on the PT client's name
In the Lead Owner drop down select the client's personal trainer
Save changes

This will ensure that all email and text messages are sent on behalf of each client's trainer and that phone call followup tasks appear on your trainers' Agendas.

Personal Training Client FollowUp Best Practice:

When setting up an automated followup schedule for PT Clients, consider the most common PT package that people purchase and set automated followups accordingly. For example, if you normally sell a package of 5 training sessions, set up automated emails to go out once a week for 5 weeks. If you normally sell a 3 month PT package, set up automated emails for a 3 month period.

We recommend that you only set up automated emails for the duration of a client's initial PT package. After clients have used their first PT package up, your trainers should be following up one-on-one with each of their clients, building a relationship between training sessions and giving them the personalized attention they expect.

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