Stage 02 — Convert & Retain
You've been paying for a platform you half-use, with automations that still require someone to manage them. We audit what you have, cut what isn't working, and rebuild it as a system that runs.
Audit First
See the waste before we touch anything
Airtable + Claude
Purpose-built, not repurposed
Member Onboarding
30-day automated sequences
Retention Signals
Flag at-risk members automatically
Most fitness operators use HubSpot — or Mindbody, or Salesforce — for about 15% of what it offers. The rest is shelfware. And meanwhile, new members aren't getting onboarded properly, at-risk members are churning without a single flag, and staff is manually doing what should be automatic. You're paying $400–$1,200/month for the privilege.
Set up once, broken since. Nobody noticed because nobody checked.
Built during onboarding, sitting in draft. Revenue sitting with them.
Paying monthly fees for connections your team forgot existed.
Staff time going to follow-up and outreach that a system should run.
The Audit-First Approach
Every Custom CRM engagement starts with a teardown. We map your current system — what you're paying for, what you're using, what's actually running, and what's sitting idle. You'll see exactly what's costing you vs. what's delivering value before we rebuild anything.
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Every tool, every integration, every fee — mapped and categorized
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What's actually being used vs. what you're paying for
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Which automations are live, broken, or never turned on
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Clear picture of what to keep, cut, and rebuild
The connective tissue of the entire revenue system — from audit to a running operation that doesn't require babysitting.
01
We audit your current stack and revenue lifecycle. Clear picture of what to keep, what to cut, and what to rebuild — before any work begins.
02
We design the CRM architecture around your operation: member journey stages, automation triggers, staff touchpoints, reporting views.
03
Airtable as the database and workflow engine. Claude as the intelligence layer — drafting messages, flagging risks, generating reports. Built for you, not from a template.
04
New members enter a structured first-30-days sequence. Day 1 welcome. Week 1 check-in. Class feedback. Goal nudge. All automatic. All personal.
05
The CRM tracks engagement — visit frequency, class attendance, response rates. When a member goes quiet, it flags them before they cancel and triggers re-engagement.
06
When a member lapses or a payment fails, the CRM passes them to Revenue Recovery automatically. Nothing falls through the cracks.
Not a HubSpot replacement for its own sake. A purpose-built system that does what your current CRM promised — at a fraction of the cost, with none of the bloat.
Deliverables
Why Airtable + Claude
No vendor lock-in
You own the system. It runs on tools you control.
Built for your operation
Not a generic template — designed around how your club actually runs.
Fraction of the cost
Airtable + Claude costs a fraction of HubSpot at full capability.
Grows with you
Add stages, automations, and integrations as the business grows.
Lifecycle
Without the Custom CRM, the Agentic SDR has nowhere to hand off to. Revenue Recovery has no signal to act on. Stage 2 is the infrastructure that makes everything else possible.
The SDR fills the pipeline. The CRM converts it and retains members. Recovery catches what slips through. Each stage runs on the data from the one before it.
The audit is the first step. It costs you nothing to know.