Automated reminders nudge members before their visit, before a renewal, and after a missed payment. Keeps you out of "I forgot" land.
The default reminder schedule
Out of the box, Run a Call sends these. You can edit any of them.
Before a visit window opens
| Timing | Message | Channel |
|---|---|---|
| 30 days before | "It's almost time for your spring tune-up. Pick a date." | Email + SMS |
| 7 days before | "Just a reminder — your tune-up window opens next week." |
Before annual renewal
| Timing | Message | Channel |
|---|---|---|
| 30 days before renewal | "Your membership renews on April 1." | |
| 7 days before | "Quick heads-up: your $179 annual charge will run in 7 days." | Email + SMS |
Around payment failures
| Timing | Message | Channel |
|---|---|---|
| On failed charge | "We couldn't charge your card. Update it here." | |
| 3 days after failed charge | Second reminder | SMS |
| 7 days after | "This is the final notice." |
After a missed visit
| Timing | Message | Channel |
|---|---|---|
| End of visit window | "You didn't schedule your spring tune-up — should we book it for you?" |
Editing reminder copy
Settings → Memberships → Notifications → [reminder] → Edit.
You can change:
| Field | What it does |
|---|---|
| Subject line | Email only. |
| Body copy | The reminder text. |
| Timing | Relative to the event. |
| Channel | Email, SMS, or both. |
| Enabled | Whether the reminder fires at all. |
Adding a new reminder
If you want a reminder Run a Call doesn't ship with (e.g. "Two weeks after enrollment, send a check-in"):
- Settings → Memberships → Notifications → + New reminder.
- Pick the trigger (enrollment, visit, payment, renewal, cancellation).
- Set the delay (relative to trigger).
- Pick the channel and write the copy.
- Save.
Short codes in the copy
Use template variables to personalize:
| Variable | Example |
|---|---|
{{customer.first_name}} | Hi Sarah, |
{{membership.template_name}} | Comfort Club |
{{membership.next_visit_date}} | April 15 |
{{membership.renewal_date}} | April 1, 2027 |
{{membership.amount}} | $179 |
See Templates and short-codes for automations for the full list.
Per-customer opt-out
Customers can mute reminders from their portal: "Just text me before visits — no email."
If they reply STOP to an SMS, all SMS reminders for that customer stop. Email continues.
Suppression rules
Run a Call won't send a reminder if:
- The customer just paid (no need for the "renewal is coming" email).
- The visit is already scheduled (no need for the "time to book" email).
- The customer canceled (no follow-ups).
You don't have to configure this — the suppression is automatic.