Gym Orchestrator
30+ ready-made journeys, designed for BJJ gyms
The Gym Orchestrator turns the things that happen at your gym — a new member signs up, a card declines, a student misses class for two weeks, a belt is awarded — into automated journeys. We ship 30+ ready-to-use templates built specifically for BJJ academies. One click activates a template; from then on the gym runs the journey for you, every time the trigger fires.
Front-desk agent
Answered an after-hours call and booked a trial — Sofia, Sat 10am
Manager
Asked you 1 question it wasn’t sure about — in your weekly brief
Billing agent
Rolled 3 siblings onto one family bill — Reyes family
Retention agent
Flagged 3 blue belts 6 months from their next stripe
Front-desk agent
Confirmed Saturday trial attendance with 4 parents
You approve the calls that matter. The agents do the rest.
It watches for the student about to drift and fires the win-back before they’re gone — and runs 40+ other journeys without you lifting a finger.
30+
Ready-to-use templates designed for BJJ gyms
16
Categories — billing, retention, voice, onboarding, broadcasts, more
One click
Activate a template — the journey runs from that moment on
How it works in your academy
The agent does the work. You approve what matters.
Something happens at your gym
A new member signs up. A card declines. A student misses two weeks. A belt is awarded. A class is cancelled. The orchestrator listens for these triggers.
A journey activates
The matching template fires. It can send SMS, send email, post to the inbox, create a staff task, send an alert, hand off to the AI receptionist — or any combination, in any order, on any schedule.
Branches handle the variations
Card declined → wait 1 day → text → wait 2 days → email → wait 3 days → staff task. New member → welcome SMS → schedule first class → 7-day check-in → 30-day belt-progress preview. Every branch is editable.
You see every run
The Execution Log shows every journey that fired, every step that ran, every message that sent. The Dashboard shows how many journeys are running right now.
Real scenario · student retention
You catch the drift at day 14, not after they’re gone.
Before
A blue belt stops showing up. You notice three weeks later when you finally look at the roster — by then they’ve mentally quit.
With the agent
Seven days quiet, the retention agent sends a warm “haven’t seen you” text. Fourteen days, a personal note from the head coach. You get a heads-up before it’s a cancellation.
Front-desk agent
Answered an after-hours call and booked a trial — Sofia, Sat 10am
Manager
Asked you 1 question it wasn’t sure about — in your weekly brief
Billing agent
Rolled 3 siblings onto one family bill — Reyes family
Retention agent
Flagged 3 blue belts 6 months from their next stripe
Front-desk agent
Confirmed Saturday trial attendance with 4 parents
You approve the calls that matter. The agents do the rest.
The Template Library — What's In It Today
Real templates, real names. Every gym on a paid plan can activate any of these in one click — and every one below maps to a live row in the orchestrator library.
Billing & Recovery (5)
Card Declined Recovery · Past-Due Recovery · Upcoming Payment Reminder · Plan Upgrade Offer · Comp Membership Expiring.
Retention & Win-Back (5)
Member Lifecycle Retention · Class Booking Cycle · Private Lesson Cycle · Belt Advancement · Cancellation Response.
Engagement & Celebrations (4)
Member Celebrations · Birthday Celebration · Referral Reward · Suggestion Received Confirmation.
Onboarding & Documents (4)
Member Onboarding Lifecycle · Membership Card Delivery · Program Enrollment Confirmation · Agreement Renewal Reminder.
Voice & Inbound (6)
Inbound Call Handler · IVR outcomes — trial confirmed · trial reschedule requested · class attendance confirmed · class cancellation requested · voice opt-out requested.
Broadcasts (3)
Class Cancelled Broadcast · Schedule Change Broadcast · Manual Campaign Broadcast.
Leads & Sales (3)
Lead Journey · Trial Journey · Guest Pass — Welcome + Follow-up.
Events, Surveys, Staff & Ops (6)
Event Reminder + Follow-up · Email Tagged Event Photos Digest · 30-Day Member Feedback · NPS Survey (Quarterly) · New Staff Welcome · Platform Ops Alerts.
Triggers BJJ Gyms Actually Have
You don't bend BJJ Track to fit a generic SaaS automation tool. The triggers are the events at your academy.
Member Triggers
New member created · stripe earned · belt eligible · belt test scheduled · attendance milestone · attendance streak · inactive N days · birthday · membership anniversary · family member added.
Billing Triggers
Payment failed · invoice unpaid · subscription cancelled · upcoming payment · plan upgrade eligible · external billing expiring.
Schedule & Event Triggers
Class cancelled · class rescheduled · schedule changed · event registration · event invite accepted · event cancelled · event photo identified (for tagged-photo digests).
Inbound Triggers
Inbound call received · inbound after-hours · inbound member conversation · inbound unknown · Google Business review created · staff task overdue · A2P brand status changed.
Built For Edit, Not Just Activate
Every template is a starting point. Open it in the orchestrator canvas and rewrite the message, change the wait time, add a branch, plug in your own voice flow.
Step Types
Send SMS · Send Email · Wait N hours/days · Branch on condition · Create staff task · Post to inbox · Trigger voice flow · Update member field · Send in-app notification · Webhook out.
Conditional Branches
"If member belt is white" / "if member is a kid" / "if attended in last 7 days" / "if family plan." Branches mean one template handles many situations.
Quiet Hours & Stop Conditions
Set per-template quiet hours (no SMS before 7am). Stop conditions auto-exit the journey when a goal is met (e.g. card recovered, member checked in).
Exclusivity Groups
Mark templates as "only one of these can run per member" — so a member doesn't get a win-back text the same day they get a billing-recovery text.
Why Activating Beats Building
The templates are written in BJJ-instructor voice, in BJJ-specific words, with BJJ-specific timing — because BJJ-instructor-trained product people wrote them.
"Belt", Not "Achievement"
The Belt Test Reminder template says "your belt test is scheduled for Friday" — not "your performance review is scheduled."
"Mat Time", Not "Activity"
The Attendance Milestone template celebrates "100 classes on the mat" — not "100 sessions logged."
Family-Aware
The Family Member Welcome template knows to address the parent, mention the sibling, and offer the family discount automatically.
Kids-Class-Safe
Kids templates default to texting the parent's number, never the minor's. Quiet hours skip school-day mornings.
What\'s Real Today
More members. More money kept. More time on the mats.
- 30+ ready-to-use templates designed for BJJ gyms — every one live in /dashboard/process-builder
- One-click activation — pick a template, hit activate, the journey runs from that moment
- Visual canvas to edit any step — change copy, change timing, add a branch, remove a step
- 10+ step types (SMS, email, wait, branch, task, voice, webhook, notification, update field, post to inbox)
- Per-template quiet hours, stop conditions, and exclusivity groups
- Execution Log shows every run · Dashboard shows what's running right now
- Voice flow steps drop straight into a journey (kids inquiry → AI conversation → SMS confirm)
- No code, no SQL, no Zapier — same backend as your members and your billing