Someone who registered for a gym trial but never visited needs different help from someone who attended three classes and is comparing plans. Treat the trial as a sequence of decisions, not a single sales deadline.
This is a proposed workflow to configure and test with your business. It does not assume that Dots already has access to your sales systems.
Help the trial member take the next useful step
Define the result, the records the agent should use, and who owns the decisions. Keep the opportunity state in a shared tracker your team can inspect, with stable IDs, current sources, and the next action.
Prepare the information Dots needs
Trial state
Registration date, trial terms, visits, expiration, and current paid membership status.
Practical preferences
Stated interests, preferred class times, access questions, and agreed contact channels.
Current options
Class availability, membership prices, joining terms, approved offers, and staff appointment slots.
Ownership
The team member responsible for each trial and the route for coaching, service, or billing questions.
Verify app access before assigning work. Configure recurring tasks explicitly. Define action permissions before sending or changing records.
If a needed connection is unavailable, use an approved export for research and draft preparation. Keep source timestamps visible and require a current system check before an action depends on price, availability, or status.
Build the agentic workflow
1. Reconcile the trial list
Remove existing members and duplicate registrations. Distinguish booked visits, attended visits, and no-shows using actual attendance records.
2. Identify the next obstacle
Use the person’s stated questions and trial progress. A scheduling problem needs availability information; a billing question needs current terms.
3. Prepare relevant assistance
Draft a class suggestion, orientation reminder, or membership comparison from approved information. Avoid inferring a health condition or personal goal from attendance alone.
4. Hand off when a conversation matters
Alert the assigned staff member when the person requests coaching, raises a complaint, or needs a plan exception. Preserve the context so they do not have to start again.
5. Verify enrollment and retention
Stop trial acquisition messages after confirmed membership. Check subsequent participation and cancellations when evaluating whether the process produced durable value.
A worked example
Illustrative scenario; this is not a reported customer result.
A trial member attended once and says evening classes fill quickly. Dots finds verified alternatives and prepares a staff follow-up. It does not respond with an unrelated joining discount or promise a place that is unavailable.
A starter instruction for your dot
Review trial registrations against attendance and paid memberships. Identify the next practical step using stated preferences and current class information. Draft useful messages for review.
Do not infer health conditions, pressure members, or alter billing. Escalate coaching questions and complaints. Stop trial messages after confirmed enrollment.
For a repeating check, add a time, time zone, end date, and where results should arrive. Ask for confirmation that the schedule was saved. Define which exceptions deserve a notification and when the workflow should stop.
Measure the commercial result
Track registered-to-attended trials, trial-to-paid conversion, retained memberships, cancellations, and acquisition cost. Compare cohorts with similar trial terms, and include any joining discounts in the economics.
Keep the handoff clear
Use only the information needed for the commercial workflow. Health advice, exercise suitability, and sensitive personal discussions should stay with appropriately qualified staff and the business’s established processes.
Begin with a small, reviewable pilot. Inspect the records and actual outcomes before expanding its scope. Give the agent enough authority to complete the agreed work, with clear ownership of exceptions.
Talk to Looski about this workflow. We can help map the data, integrations, decisions, and measurement before implementation.
Frequently asked questions
Should every trial member receive the same offer?
No. Use their actual trial progress and expressed questions to choose the next step. Someone who has not booked a visit may need orientation rather than a price promotion.
What confirms that a trial converted?
A verified paid membership under your business’s enrollment rules. A positive reply or completed agent task is not enough; check the membership system and later retention.