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Clean up paused memberships and pull a 7-day no-check-in at-risk list with your gym software's AI assistant
Sarah Muehler, owner and coach of Mac-Town Fitness Company (Mac-Town CrossFit) in McPherson, Kansas, on a PushPress webinar
Using the AI Assistant inside PushPress Core, she asked for "a report of all members with a paused plan without a restart date" and got 140-some members. She audited the list herself, removing people she wanted to keep and noting how long ago they paused to spot warm-ish leads, then told it to "resume and cancel all members on that list" as a bulk action and double-checked afterwards. About every two weeks she asks for "a list of all clients who haven't checked into any type of session for 7 days," checks with coaches whether people came but didn't check in, and uses it to catch system problems. Near month end she asked for current revenue against a target and how to get there; it listed open invoices, members who hadn't checked in and paused plans to reach out to.
PushPress AI Assistant: no price in our data. Our DIY build with an exported member list: ChatGPT Free $0; Go $8/mo; Plus $20/mo; Pro $100/mo · Claude $17/mo billed annually ($20 monthly)
Medium · or we do it from $149/mo
PushPress AI Assistant
The problem
Over the years she paused members' plans without a restart date, so many sat in limbo and still showed in her membership. She also wanted to spot members who had stopped coming.
What happened
She says the early beta was slower than doing it by hand and that it now speeds things up. She doesn't automate personal contact: "That's us reaching out and communicating." No time or money figures are given. This is PushPress's own webinar about its own product.
Quoted in the source: Sarah Muehler, owner and coach, Mac-Town Fitness Company. Source: PushPress: How Other Gym Owners Are Using AI to Reclaim Their Time (PushStart webinar hosted by Zach Forrest) (2026-07-30) · Added 2026-10-19.
How to set it up yourself
- What Mac-Town Fitness Company does: Sarah Muehler asks the PushPress AI Assistant for members with a paused plan and no restart date, audits the list by hand, then bulk resumes and cancels them; about every two weeks she pulls a list of clients with no check-in for 7 days and has her team reach out personally. The steps below are our DIY build for gyms without a built-in assistant.
- Export your member list and recent check-ins from your gym software as a spreadsheet. Delete phone numbers, emails, payment details and health notes first, keeping only a member ID or first name, plan status, pause date, restart date and last check-in date.
- Upload the file to ChatGPT or Claude with the prompt below. Go through the lists yourself: remove anyone you want to keep, ask coaches who actually came in without checking in, and note who might be a warm lead.
- Make any cancel or resume changes yourself in your gym software, then re-export and double-check the counts. Reach out to at-risk members personally; don't let the tool contact anyone.
Copy-paste prompt
This file is my {GYM NAME} member export as of {DATE}. Make two tables. 1) Members with a paused plan and no restart date: ID, plan, pause date, days paused. 2) Active members with no check-in in the last {7} days: ID, plan, last check-in date. Use only what's in the file; never guess a date or status, and mark blanks as [MISSING]. Don't recommend cancellations; just list. At the end, list any rows that look like data problems (for example an active plan with no check-ins ever).One short email a day: 3 new AI use cases from real small businesses, each with its source and setup steps, plus a Tool of the Day. Free, no spam, unsubscribe anytime.
Rather not do it yourself?
We'll set this up in your tools, in your voice, tested. $149/mo with setup included (6-month minimum), or $497 pay-once. Satisfaction guarantee: we'll fix it until it works. Pay-once setups: or we refund your setup fee. $149/mo plan: cancel in the first 30 days and we refund your first month. Terms. We reply within 1 business day.
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