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Membership automations for Capitan gyms

Goal: Welcome new members, reduce churn, and target by plan — using memberships that sync from Capitan.

What syncs

  • Membership plan (as a membership product in Patch)
  • Start and end / next billing style dates from Capitan
  • Active vs ended status
  • Group memberships: one Patch membership per covered member

Memberships refresh on the scheduled sync (about every 6 hours), so membership changes are not instant — unlike check-ins and payments, which arrive within minutes.

Not-yet-started memberships activate in Patch after their start date appears on a later sync.

Automation ideas

Goal

Suggested trigger

Tip

New member welcome

Membership Started

Intro email/SMS: hours, waivers reminder, how to book

Renewal / billing nudge

Filter on upcoming end / next bill, or Membership Ended

Confirm Capitan dates look right for the plan

Members-only offers

Active membership filter

Combine with check-in or purchase history

Win back lapsed members

Membership Ended + no recent check-in

Pair membership + visit inactivity

Group / family plans

Membership Started per covered member

Each covered member can get their own journey

What to expect

  • Plan names come from Capitan — fix naming in Capitan if it looks wrong in Patch.
  • Removing someone from a group membership expires their Patch membership on a later sync.
  • For lifecycle messaging, prefer Membership Started / Ended over guessing from free-text contact fields.
  • Waiver documents don’t sync as files; Capitan waiver flags on the contact can still help with “has active waiver” style filters.

Example journeys

  1. New member pack — Membership Started → welcome → day 3 “book your first class” if no booking/check-in yet.
  2. Expiry save — Approaching end / Membership Ended → renewal offer → if still expired and no check-ins, win-back.
  3. Active climber nurture — Active member + check-in streak or recent check-ins → upgrade or referral ask.