CoachBot Video Transcripts-34
Red Carpet Challenge Party Overview
All right, this is the last video in this section. This is it. This is going to be a blast. This is talking about the party. All the assets for this are linked down below, and this party is a big deal for several reasons. One, it's an opportunity to recognize the winners and challenges for their hard work. Give out all their prizes, okay, cultivate a better community, get video testimonials. This is an incredible time to give video testimonials and then just have a blast together. Right now, this party should be scheduled at the very end of the challenge, either the Saturday at the end of it, or within a week of it. Don't stretch and push out the challenge party. Try to do it as soon as possible at the end. Okay? Link below is our party prep guide with links to everything you might need for the party.
Make sure again, that you're getting before and after. So after nutrition orientation, before, remember this when you did your meeting with them. You need to get before picks, and then at the end, we need to make sure we get after picks. Okay? So if you can get one little pro tip on this down below with a prep guide. I'm just going to go ahead and link it down there. Everything is in there. So it's a PDF. It's got everything. So everything from literally playlists to meals that you could make if you want to do a potluck, all this stuff, everything's in there, mocktails. You name it, it's all in there. So it's all in one PDF. Go ahead and use it. It's pretty dope, pretty sick. It also has links to things. If you need to get red velvet ropes or you need to get backdrops, it's all in there.
Okay? And one pro tip on this, if you can get the big fake checks for the winners, you're going to want to use that for, you know, those fake checks, the big ones that they hold, and you probably saw it in the presentations and stuff. If you can get those, those would be amazing because they are fantastic for getting picks that you can post online and for them to post as well, which then creates more attention driven to your gym and potentially for more referrals. So go out, absolutely smash it. Have a blast with this love on your members and really enjoy it because this is an opportunity, again, to love on your members. Show them exactly what you're about, give them more value in what they have. And then also, this is your opportunity here to get everyone integrated into supplements and start using supplements. If you haven't done this before, it will be absolutely amazing. You're going to love it. You're going to make a lot of profit from this, and your members are absolutely going to have a blast. So go out this again, if you need to make sure you have all of the assets, make sure you go through the checklist, start your hype sequence, work with your coach, and have fun with it.
Pre-launch Checklist (HighLevel)
All right, what is going on guys? In this video we're going to go through the go high level features that you need to prepare for the launch of the red carpet challenge. Alright, below this video, there's going to be a link to download this document which contains both the pre-launch checklist as well as the launch checklist. Alright, for this video, we're going to go through these steps together. So first we're going to request that the go high level assets are in your account through a gym launch support ticket. So if you log into your go high level account and you go into automations on the left hand side here, you should see a folder called Red Carpet Challenge. If you have a bunch of activity in here, you can just search in the search bar red carpet challenge, and you should see it pop up.
If you do not see this in your account, then you can click on this support tab right here and put in a request to the support team that you need access to the red carpet challenge. Go high level assets, they should get back to you shortly. Once you have access to that, you want to follow the next step, which is edit the three, which is actually four red carpet challenge workflows. Alright? They're all going to be in the folder called Red Carpet Challenge, which you can see right here, red Carpet Challenge. Inside of this folder, there's going to be four workflows that you need to thoroughly go through to make sure that you're okay with all the content in there. Alright, so we're going to go through this together. We're going to click on this folder, and then here are the four that you see.
So just starting right at the top, we have two that are promotional. So marketing, we have hype here, internal SMS campaign and then an email campaign. So all the SMSs are together, all the emails are together and both of these will fire off simultaneously. Then once you actually start the challenge, anybody that's participating in it will get both of these campaigns. Again, all the SMS together, all the emails together. So it's going to be critical that you take some time and go through these thoroughly every single step and make sure that what you're sending your clients for, either promotional or actual challenge fulfillment is in line with what you want to send. Alright? So what that looks like is we're going to open this up and we're going to just go through step-by-step here. So first of all, this edit right here,
Down here you have the second step, which is edit your dates. Alright? So there's going to be very important dates that are included in these four workflows. It's going to be important that you update both of them together. Alright? So that's where we're starting. This second step right here says edit. Choose a Sunday. So this is when promotion will start. We want promotion to start on a Sunday. So all you do is open this up and then it's going to default it to March 17th, 2024. You want to click on this and change it to whatever Sunday you're going to launch. So if it's June July, you just hit this little arrow, pick a date, say it's June 9th, and then you want it to stay at 7:00 PM So once that is squared away, you're going to go ahead and knit save. I'm not going to do that just for the sake of not saving this change, but you go ahead and knit save and then continue to work your way down. So this add to add to hype internal email, don't worry about that, don't worry about the tags, don't even worry about the wait steps, but it will give you a good idea that this is going to be sent 14 days before
That event. Alright? So before that Sunday that you select here, this is going to go out 14 days before this date, and then you just open up this, you can see a little text icon, you open that up and this is the first text that's sent. You can see custom values in here. So this is going to auto-populate the gym name and then just go ahead and read through all of this copy, make sure that it's all online, make changes if you want to, and then just step by step, go through all of these. So I'm not going to go through all of 'em just for the sake of not making this video too long, but you want to go through and
See that this is okay. This is going to be sent 12 days out so you can see it waits 14 days, sends this text, then waits 12 days, sends this text. So just so you understand, this text will be sent and then two days later this text will be sent and then five days later this text will be sent. So go ahead and just work your way through, click on all these. If you want to make any changes, go ahead and make them and then hit save down here. Now, once you go through all of these and you get down to the bottom,
You're going to make all the changes and then you're going to hit save up here. You don't have to worry about publishing it yet. I would hold off on that, but go ahead and save just all of the edits that you make are saved, right? And then just rinse and repeat those same steps throughout all of these. Alright, to give you an idea, here's the email so that it's a little bit different. Again, 14 days out. So these are going to be sent out simultaneously. Texts are going to be sent out and emails are going to be sent out. This is what the text preview looks like. You can see here's a little bit different. There's a subject line
And then here's the text. Now here's the emails. Now the emails are a little bit longer, okay? So go ahead and read through this. If there's anything that does not apply, it's going to be highlighted for you. Any customizations is going to be highlighted, any link updates. So if there's a link here, click to join the link. You're going to want to find that Facebook group, highlight this, and then there's a little attachment link. If you open that up, you're going to want to put in your URL here. Anywhere there's a hyperlink. So anywhere that there's a blue underlined section, again you want to highlight it, click on this attachment and then you'll be able to throw in your custom link there. So they can click on it inside the email and be redirected to whatever page you're going to. And there's going to be notes in here with links to certain trainings.
Again, make sure you go through that. If it doesn't apply to the client, delete it out. And again, anything highlighted as things you want to customize. So you would go through all of these and then once you've made all your edits, go ahead and hit save and then that'll update it there. Alright, so those are both of the email sequences and the text sequences for marketing. Alright, the next one we want to go through is the actual fulfillment. So once people are in the challenge, what are the texts and emails they get sent? Alright, so workflow three and four. Again, texts and emails. So opening this one up. Similar process, don't worry about any of the triggers, but right here, edit set one day before the challenge starts at 7:00 PM Alright? So again, click on that, find the day that you want this to be triggered.
Change your date, change your time to be 7:00 AM 7:00 PM one day before the challenge starts. And then again, work your way through and then follow the steps. Here's the first text that gets sent. Read all of that. Make any edits, hit save at the bottom and then continue to follow the prompts. Right here it says select the Monday. The challenge begins at 12:00 AM So you want to go ahead and change that, get it updated, text message, read it, continue your way through, and then all the way at the bottom, it's going to save right here to select the day of the month for the red carpet party. Alright, so what day is the red carpet party? You want to go ahead and pick the date right here for that. Alright, and this does look a little bit different, but just make sure you pick your day.
So if it's on the first of the month, go ahead and hit the first. If it's on the third, you can change this and you can change the time and make sure that's in line with whatever your party is. Once that's all edited, go ahead and hit save. And then same exact thing for emails. Not to waste too much time here, but go through the same steps anywhere that says to edit a day, it's going to have a description for what the day is, edit it, read through your emails, subject lines only, change the highlighted parts and any hyperlinks with attachments, work your way through all that. And then again, day of the party, save all of that and then all those campaigns will be completed and they all should still be in draft. Continuing way down here, again, we want to make sure that we don't forget to change any of the dates that are in those workflows.
So make sure those are all line. Next, we want to publish all four workflows. Alright, what that looks like, nothing's going to happen yet until we follow the steps in the next video. But for now we want to prepare, make sure these are not in draft because if you go through the steps in the next video and these are in draft, nothing will happen. Alright? All you need to do is hit these three dots right here and then it's going to have a publish workflow. Hit confirm, and then you're going to see if this turn green and stay published. Make sure that all four of these all stay published. Alright, next you want to set up your red carpet challenge calendar. So if you plan on using a separate calendar, you're going to want to follow these steps. So we're going to go into settings, we're going to go into calendars, we're going to go to the red carpet goal setting calendar and hit these little three dots right here to open up the settings.
Hit edit, and now we're going to go through and we want to make sure this is all correct. Alright, so scrolling down on the first page, you're going to see select team members. This is going to have a default gym owner user in here, but you're going to want to delete that out if you see that there. And then select the actual users that you want to be associated with this calendar. Alright? So if there's more than one person, feel free to select more than one person here and then it's going to round robin between them. If you do not have any team members in here, the calendar will not work. Alright, so go ahead and pick your team member, then move over to the availability tab here. I would recommend keeping all of these times and days wide open because we're going to hone in the availability in the actual user settings.
Okay? So keep this all open, don't worry about editing this. And then down here at the bottom of the page, this is the last step for the calendar. We want to make sure that the meeting intervals and durations match, right? So if you want the meeting to be 30 minutes, then have 30 minutes, 30 minutes. If you want it to be 15 minutes, change this to 15, 60 minutes. And so on minimum scheduling notice this is for the availability. You want to be shown on the calendar. Do you want any appointment to be booked inside of two hours? If you need more time, more heads up, then you can extend this to multiple hours or multiple days even. And then date range, how far out do you want to be able to book? Is it four days, five days, six days, and so on. And then do you plan on being able to have more than one person booked in a time slot?
If you want three or four appointments to be booked at the same time, feel free to change that number past one. Alright? Once all those changes are done, then on the top right here, you can hit save and it'll save the availability there. That is the calendars. But then we want to make sure we update the user availability. So any users that you have associated with this calendar that you've selected right here, we want to make sure that their individual user availability is also updated because even though the calendar is wide open here, we want to hone in the availability inside of each user profile. So for example, if my team member is gym owner for the sake of the test, then I'm going to want to go into the gym owner profile, which is under my staff right here.
Hit that, find that profile. So here's the gym owner profile, hit edit, and then scroll down to where it says user availability. Now this is where you're going to want to hone in your specific availability. Alright? So for this gym owner, if they're only available 8:00 AM 9:00 AM Monday, Tuesday, Thursday, Friday. That's what I'm going to select. If you need to take days away, add days, add times, copy, certain days of the week to other days of the week, it's all pretty self-explanatory. Once you update your specific availability here, go ahead and hit save. And then that availability will show on the calendar that user's attached to. Alright? And then if you have multiple users, just do those same steps on multiple profiles so you can have everybody have different availability and they all talk to each other.
So that takes care of all of these. Last step before going through the launch checklist is updating custom values. Now there are five custom values here, three red carpet calendar, custom values, and then two Facebook custom values. So we want to search these and make sure that this has all the correct information in it. So what we do is make sure you're in settings, go down to custom values. From here you can just search. So you can see the first three start with red carpet. So I'm going to just search here and put in red carpet. And you can see all three populate here. This is the custom key. And then you can see the value is going to be blank. So we want to make sure that we go through whatever your date is. You want to hit the three dots there, edit custom value, and then in the value we want to put what the announcement date is, right? So June, whatever fifth, 2024 in whatever format you'd like, hit that, hit update. And then you should see it populate under your value. Do that. Same thing for red carpet calendar and red carpet. Facebook link. Facebook link should be easy to find. Updating the calendar link. If you're not sure where to find that, go back to calendars,
Find your red carpet calendar right here, hit the three dots, go to share. And then this permanent link right here, you want to copy that. So that's going to be the link that you use for your calendar. If you want to test it, you can open up browser, you can paste that link in there and make sure the availability. Availability looks good.
Once you have that link, you can save that for responding to texts and emails to get people scheduled. You can give it out to your team, but definitely go back into custom values and put it in that custom value right here. So I would edit that, paste that in there, and then save that. Alright? And then the last two that you need to update is your Facebook business page and Facebook group link. All right? Again, you should know how to find those. Grab that link from Facebook and then just search in the custom values inside of high level Facebook. And then there they, both of those are edit the value, put your links in there and save all of that. So all of these custom values auto-populate in all the areas that this code is. Okay, so that concludes the pre-launch checklist. The next video, we're going to go over the specific steps of how to upload a list and how to actually launch this thing.
Steps To Launch (HighLevel)
All right guys, in this video we're going to go over the red carpet challenge and the steps to actually launch the play. Alright, so before we get into this, we have to make sure that we followed the pre-launch checklist and completed all these steps. If we did not do this, I would not move forward through this video. Alright, complete all the steps. Then we can go into launch. There's going to be a link below this video to this document that first has the pre-launch checklist steps, and then under it we'll have the launch checklist steps, which is what we're going through in this video now. Okay, so first you're going to want to get a contact list with the members information that you're going to enroll in the campaign. So anybody that you want to get the hype sequence for SMS and for email, any current members, you want to download that from your CRM, preferably in a CSV file because that's what's going to work the best.
And then upload that into high level. Alright, so for the sake of the test here we have an example and this is what it should look like. So you should have columns with first name, last name, phone number, and email. If your CRM exported it with your first name and last name being together in the same box, it's not that big of a deal, I will show you how to account for that. If it's separate, that's fine too. Just make sure it's consistent across the board. If you have all of your contacts with first and last name together, then make sure it's for all contacts and if they're separate, make sure they're separate for all contacts. Once you have your list here, you want to make sure that you save this as a CSV file. So it's going to look slightly different if you're using Apple versus Google versus Microsoft.
But either way you want to go and either do a safe as or do an export, and either way you're going to want to select CSV file. Alright? Go ahead and save that. Save it to wherever you're going to find it when we upload it to high level, name it, whatever you'd like to name it to find it. I'm going to export and then you're going to navigate into your high level account. You want to go into contacts on the left hand side here, you want to hit this little up arrow that says import contacts. And then from here there's going to be a hyperlink that says upload a file. You can either drag from somewhere else in your computer into this screen or you can click this hyperlink and it'll open up the file box. Alright, from here we're going to select this file, which as you can see the kind of type it is.
Type of file it is, it's A CSV. Okay? So it's only going to work if there's a CSV highlight that it open. You're going to see the green box, meaning that it took the file type and then we're going to map the information. So this is go high level saying, okay, this is what the header was from the file, this is what the information is in that column. Can we treat this as a first name? So as long as it all makes sense in your screen that these are a first name, these are a last name, these are phone number and these are email. Then you can hit next. If you have information combined, like first name and last name combined, then you can select
Name here and it will separate out the first name and the last name. Okay? Once that's all set, you can hit next, you can import this, whatever makes sense for you. So I'll call it red carpet challenge. I'm going to create a list of the contacts from the import. I'm going to open up advanced, and then I want to add new and existing contact records, finding it from an email and finding it from a phone number. So it should look like this. This one's selected. Find primary by an email, secondary by phone, just so it can recognize if the contact already exists inside of high level. It won't create a duplicate. It'll look for existing contacts and then merge them together. Alright, next we want to go ahead and we want to add new contacts to workflow. And then as long as your red carpet challenge workflows are active, if you put in RCC, you should be able to see all the workflows here.
Alright? You want to enroll it in the hype internal SMS workflow, not the email. Do SMS. Okay? And now remember, as long as that's published and that date is set for when you want the promotion to start, which should be 14 days before the challenge is live, all these contacts are going to go right into that workflow and they're going to wait there until that date. Then when that date hits, then it's going to send out the promo. So you doing this early is not going to hurt anything. You can do this as early as you want to and those contacts will sit there and nothing will happen until that event start date takes place. Alright? So go ahead and hit that. Hit submit file being processed. You can click here to view the progress. It'll take you in and you can see this is the step that just happened.
You can see that it's completed. If your list is longer, you might see it pending for a couple minutes, but then it will switch over to complete when it's done. Alright? You could show stats here if you want to see if anything failed or if there were accounts that were updated versus created, if there was existing contacts, if any of that matters to you, then once that's done to just double check to make sure everything is looking correct, you can go into opportunities and you can go to Red Carpet Challenge and I'll take this filter off, go into opportunities, red carpet challenge, and then you should see all the contacts that you just enrolled in that workflow sitting right here in all clients. This does not mean that any of the text messages and emails got sent yet. This is just, they're enrolled in the campaign and they're waiting. If you want to triple check, you can go into automations, you can go into the red carpet challenge and then you can look and see in these campaigns how many are enrolled. The number of enrolled here should match the number of clients on your list. And then if you open this up,
You will see them sitting right here in the wait 14 days out section. Alright? The reason why you're not seeing it on my screen is because the date that it was set forward was in the past. So if that happens, all the contacts will run through and hit the end of the workflow and dump out and none of the texts and emails will be sent because the event date was in the past. So if that does happen to you, then just double check that this is the correct date in the future, at least 14 days out. And that shouldn't happen.
They all, you should, if you have 200 members and you just enrolled 200 people, you should see 200 as a number right above this wait step that as soon as it's 14 days out from this event, everybody will get the texts and emails. Okay, now you are live. So once that date hits, everything will be rocking and rolling. Alright? Now a couple more things to go over here. Just really quickly. Remember that you have your calendar to use, alright? So if you are going to schedule out meetings and calls from your calendar, you can do that in your calendar settings with that link. So again, go to calendars, find that red carpet goal setting calendar, hit share, and then this is the link that you want to book anybody to or to text out to have themself book, right? They can go right in here and they can select the dates and times and go through and put down their information and then pipelines, right?
So once everybody is being sent out those hype campaigns, the goal of all of this is going to be to take all the clients that are in this stage, move them over to booked appointment when the appointment's booked, and then once they come in, move them over to either purchase subs, participating without subs, or not interested. If for whatever reason anybody's not interested at any time, slide 'em over and keep track there. Get everybody to book, get everybody to show. And then they have the choice of either going into not interested, participating with without subs or participating with subs, right? So the goal of all this is to clear out this stage and have no clients left in here, have all of them booked and showed, and then have all of them either exist inside of this one, this one or this one, alright? And you could simply drag and drop to keep track of where they're all at. Okay? That's just a way to stay organized. Alright, that is everything I got. Again, the link to this document is below this video. Good luck. Bye.
DFY Nurture Introduction
What's going on guys? My name is Brent. I'm part of the Gym Launch team and I'm super excited to welcome you to Done For You Nurture. Now in this video, this is going to be a short video, just doing a quick introduction of really what to expect, what the goal of this service is, and ultimately what you need to do moving forward, what your action steps are. So first of all, we're going to go over the goal. The goal of this service is to give you time back. That's the number one goal we want to do. This is a done for you service, meaning we're doing something that you're used to doing or that you should be doing. I want to be very clear here that we are not you, the gym owner, the one in the gym that understands the brand, that can speak directly to the leads and the members is going to be the most effective person.
Most of the time people in this service are going to see similar or even slightly less, slightly worse results in the schedule rate and the show rate of leads, okay? However, if you add up all the time that it takes you to nurture somebody five hours, 10 hours, 15 hours, 20 hours a week, we're going to give you that time back, okay? So if you're used to seeing 40, 50% of leads come in the door, 40, 50% of leads, schedule appointments, maybe you'll seek 30, maybe you'll see 35%, maybe you'll see the same. But the goal here is that you now have 10, 15, 20 hours a week back to now do something else. And that's where Jim Millers have this crazy lever to pull of. We will do something that's going to be good enough that will get you leads in the door without you doing barely any work.
And now you can take your time and you can focus on the next biggest thing, whether that's generating more leads in different sources or focusing on sales and getting your sell rate up, or maybe working on retention and hosting events or working on the intro journey of a lead, whatever the case may be. That's the lever here that we're going to pull is that we're going to do nurture. That takes a lot of time from you. We're going to have average similar results of what you see, and then you're going to be able to take that time and now do something that's going to affect the business even more. So overall with us doing our thing, you doing your thing and focusing on something new, the overall business is going to grow from this point forward. Okay? So that's the whole goal. I want to be super clear.
Now, there are cases that we do outperform the gym owner that I just don't want to make sure that's not the expectation going into this that you should expect to see similar or even slightly worse results. And if you happen to be the minority that we are able to outperform you as a gym owner, then fantastic. That's icing on the cake. But the goal here is giving you time back to focus on the next most important thing, okay? Now, expectations. Here's what we have. We have three things that you should expect coming into the service besides time back, okay? Our goal is to get leads through your door. Obviously we're going to generate leads,
We're going to take those leads and we're going to get as many people scheduled as possible. And then out of those scheduled, we're going to try to get as many people to show and walk through your door as possible, okay? Usually we will do that through a variety of different things leaning into go high level for automatic text messages and emails. But then also we have a team, a human team that will be calling these leads, alright? So as soon as they opt in, we'll be calling them, we'll be calling them to confirm their appointment. We'll be calling them multiple times a day, even if they have not scheduled yet. And all of this approaches of how to get leads to schedule and show are going to be constantly optimized. So there will be a video further into this portal that shows you the specifics of exactly what the cadence is of what we're currently doing, of how many times we're calling your leads when we're calling them, how quickly you can expect us to call them.
But just overall expect that we are constantly testing, we're constantly iterating and making sure that we are split testing and improving to make sure we're not overly nurturing and we're not under nurturing leads. Okay? Now the second thing here is that this is your gym. We fully understand that when our team is calling one of your leads, we represent your gym and your brand and we don't take that lightly. We have made sure the onboarding process is extremely thorough. We're incorporating as many of your pictures, your team, your names into the process as possible, but then also understand that we still are a human team. So there still will be errors and mistakes and things that are missed throughout the journey, okay? That's to be expected. But just know that we have processes in place to constantly make sure that we have high expectations with our team, we have high standards, we have low tolerance, and we're going to do everything in our power to make sure that every single call is as perfect as possible, but human error does occur.
Okay? So just try to think of full picture of if you've reviewed 50 calls and two or three or five of them happen to be not perfect, we will take that percentage any day, alright? However, just overall understand that we understand we're representing your brand and we don't take that lightly and we know if we make a mistake that is a bad look on your part. And then also if you make a mistake, if you don't do your part, then our team won't be as effective either. Okay? And then the third thing here is that your time is insanely valuable. Alright? So I already touched on this previously. The goal here is to give you time back. However, I want you to understand that there are a few instances that we are going to require some of your time, alright? There's going to be updates you're going to need to make, there's going to be times that you're going to be tagged in and just know that when we ask you to do something, there's no better way to do it.
That you have this power as a gym owner where you should be more effective than any other human being on the planet. We're going to do as much as we possibly can, but there's going to be certain times in the process that only you can do something. So just know that we're very selective of what we're asking you to do, but then if we do ask you to do something, make sure that you consistently do it so that we can both be super effective right now. Next steps here, next steps for you after you finish this video is I want you to go through the entirety of this training. Watch every single video. I try to shorten as many of the videos as possible and cut out anything that you don't need to know. So everything in here is very relevant and you should be aware of.
And the second thing in here, when I go over your responsibilities, all three things are going to include check and go high level daily. Alright? That's really all that you need to do, alright? So just make sure you keep that in mind. If your account is live right now and you're watching this video, make sure right now today you have it blocked off in your calendar. Or if a team member is managing that, you make sure that they are held accountable to checking, go high level daily and completing the handful of tasks that we're asking you to do on a daily basis. So as long as you do those two things, complete the training and check go high level daily. We should have no problems at all. I'll see you in the next video.
DFY Expectations( Updating Opportunities)
What's going on guys? In this video, what we're going to do is we're going to walk through the done for you nurture expectations. Alright? The agenda here is that we're going to do a little introduction, lay some ground rules down. We're going to look at what our part is, what services we're providing, the cadence of the calls, the texts, the overall service, just the details of what we are doing, and then ultimately what your part is and what's expected of you to make sure this service runs very smoothly. Alright? So first of all, some little ground rules here. I want you to understand that this is a partnership, alright? So what that means is we both have responsibilities to do if we drop the ball, if we don't do our job well, if it's going to make you and your gym and your brand look bad, if you drop the ball, if you don't make the updates and take action when you're tagged in, we're not going to be able to do our job effectively.
Alright? So we need to make sure the second point here is that we have crystal clear communication so that we know exactly what you're expected to do and that you know exactly what we're expected to do, so that we can basically be in lockstep here handling our own worlds, but then have this seamless transition between both. That's really the only way that we see this working. Now, our part, alright, so the nitty gritty of what the details are of the service, alright? First of all, we are going to call every lead that doesn't self schedule, that cancels an appointment and then NoShow is an appointment, alright? What that looks like is first when a lead opts in, we're going to double dial them. We're going to call them twice within five minutes, alright? And we're going to do this between 8:00 AM and 8:00 PM your local time zone.
Alright? So if you're in Eastern, it's going to be eight to eight. If you're in Pacific, it's going to be eight to eight, okay? We're not going to call a lead that opts in the middle of the night just because it seems a little bit disrespectful and we don't get great results from that. So we will call 'em 8:00 AM the next day if they opt in anywhere the night before. Alright? And the second bullet here is that we're going to call every lead two times a day for seven days. Alright? So there's going to be buckets here of leads. Leads that never self scheduled, leads that canceled an appointment and never rescheduled or leads that no showed. We're going to call all of them two times a day for seven days. We're going to leave voicemails and we're going to do everything that we can to get ahold of that person.
Alright? That's bucket one. Those are be calling two times a day, all leads. Second thing here is that we're going to call to confirm every appointment 24 hours beforehand. Alright? We're going to call, so if you have an appointment for tomorrow at 6:00 PM we're going to call today at 6:00 PM call up the lead, leave a voicemail if they don't answer and try to get them to confirm the appointment. We will use what's called a location blurb in this where when you were onboard for the service, you would've given us a blurb of exactly what you would tell a lead on the phone of how to describe your location of your gym to somebody who's familiar with the area.
So we are down the road from Walmart, across from a Dollar General and just be very descriptive with your terms, but you want to speak the familiarity of the community. Alright? So you would've already submitted that we work that into the script for the calling team, that when our callers are calling and we get them on the phone and we leave a voicemail, we're using that location blurb that we sound as close to you as possible, okay? And then the third thing here is that we're going to respond to all incoming texts 24 7, alright? We do mean 24 7, alright? With calling, we're not going to call 'em middle of the night, but if somebody does send a text at one o'clock in the morning, it's pretty safe to assume that they're awake because they sent us the text. So our team's going to go ahead and pick that up and respond to that text message even if it is in the middle of the night.
Okay? Now your part, right? We're going to do all of those things ourself without any of your help. Here's what we need you to do. All three involve checking your go high level account daily. And I do mean daily. We want to do this in as real time as possible. So in a perfect world, as soon as anything happens, you're on it and you take care of it. At a worst case scenario, do it once every 24 hours, schedule it into your day. Shouldn't take any longer than 15 minutes max, sometimes as little as five, okay? If you're having an admin, do it. Just make sure you mark it on their calendar. The first thing here is to respond to messages. Alright? So what this means is that our team's going to handle 24 7 text support, respond to any kind of text messages coming in. However, there's going to be some questions that our team isn't comfortable to answer. Very nitty gritty, specific type things of do you take childcare?
Can I bring my son with me? Something like that, that our team has been trained on, we're going to pass that over to you. There's a very clear way that you're going to be able to determine what's your responsibility and what's not. All three of these points are going to be in separate videos right after this, walking you through exactly what that looks like and go high level. So don't worry about the details of it. Now, I just want to give you a heads up that your responsibilities are responding to some messages through text. The second thing here is to update your appointment outcomes. What that means is simply letting the team know when an appointment shows up or no shows, alright? So that if they nohow, we can continue to work them and call them. And if they do show up, we can back off because you've taken it from there.
Alright? Again, later video will show exactly what that looks like and how to do that. And then the third thing here is confirm appointments. Alright? So the same thing as the text messages. We're going to confirm all the appointments, however, there's going to be certain situations that require a little bit more nudge from the gym owner going kind of outside the system, possibly using your old cell phone and just kind of breaking through, saying you're the gym owner and making sure they're going to show up. Alright? So there are certain times that we're going to require that of you, but overall, 80 90% of all of this will be handled by the
Team. We'll just tag you in when absolutely necessary. But the biggest thing out of these three is to update your appointment outcomes. That's going to be absolutely crucial and close to as real time as possible, right? If an appointment was for now, and right now, you mark it as no-show. Our team can pick it up and call while it's fresh versus you waiting a couple days to update it. And then now our team is calling three days later when the lead possibly forgot all about even having an appointment, okay? So that's what we need from you guys. Like I said, there's going to be future videos here to break down all three of these things so that you know exactly how to work, go high level and do these actions properly. But that's everything for this video. See you guys in the next one.
Managing Responses (Pt 2/3)
What's going on guys, in this video we're going to go over part two of three of the things you need to do as the gym owner to make sure that the done fee appointment setting service is running as smooth as possible. Okay? So this is going to be all about managing responses, alright? There's going to be certain times that you're tagged in as the gym owner to respond to messages that the done few team isn't super confident doing. We want to answer as many questions as possible on your behalf, but if it's something that we're not sure about or not confident about, we don't want to guess and we want to just make sure we notify you, okay? So this is how this process works.
There is going to be a needs response stage to make it very clear for you to know what conversations you're responsible for answering versus not. We are going to review, we're going to be submitting notes in the client profile and we need you to review those notes that you know exactly what you're going to be answering. You need to obviously respond to the lead if it's your responsibility, and then you can choose to either hold onto that lead and see them through the entire journey. If you want to schedule them yourself and have them show, then great. If you want to just have a one-off, answer to a question and then hand that lead back to the done for you team, that's totally fine too. Now, lemme show you how the process works. Here is an example for you guys. This is a real account done for you, Jim leads pipeline.
Alright? This are going to be the main pipeline you're working out of. It should be the first one in your pipeline dropdown here under opportunities. Alright? Now, once you're there, you might see some cards here that are under the needs response stage. Alright? This is your queue that these are the opportunities that you're responsible for answering. Alright? So it's super clear here. I wouldn't recommend going into the conversations inbox and looking there, that gets a little messy since there's a lot of action happening in there. I would recommend looking at the opportunities here, and these are the three that you need to take action on. So for example, Theresa here, if we click on her name, you come into her profile. Now there's a lot of action here. There could be some phone call recordings and it's just going to take a lot of time for you as the gym owner to figure out what do they need me for.
But if you go here to notes and you click on notes, there should be a note from the done for Team explaining what the question was that we didn't know how to answer. So for this specific example, the leads asking if we have childcare tag notified. So what that means is they obviously asked if the gym has childcare. We didn't have a note about that. So what we said on the phone or through text is, I'm not really sure. I'm going to reach out to the coach and we'll get you an answer as soon as possible. Alright? So that's how we leave it for the lead. And then what we do is we tagged notify, and then the gym owner will get an automatic text message directly to their cell phone saying, Hey, this lead needs a response from you. So it happens in real time
That the opportunity will move over to needs response. So you'll be notified in real time, but if you're in the middle of a session or in a meeting or something, then you could just jump in. You can go right into the opportunities and all the cards that are under need response are the ones that you're responsible for. Alright? So you have your note here. You have an idea of what you need to respond to. So then you simply can send a text message of like, Hey, it's the coach I know that my team asked me, said that you were asking if we have childcare. You go ahead and answer as a gym owner, yes or no, give them some details about it. And then once you replied once and you've answered that question, you don't have to wait for them to respond right after you take action on it and it's done.
Then you can choose, do I want to keep ownership of this lead? And if so, you don't have to take any other action. You can have a back and forth with them and get them scheduled. Or if you want to be as hands off as possible, just respond once, answer their question and then before they even reply, you can take that card and move it over to done for you leads. Okay? What that does, I'm not going to drop it in there just now, but if I did drop it in there, what that would do is that would tag the done for you team that, hey, this lead is now yours. It'll enroll them back in the power dialer to be called twice a day for seven days. And if they happen to reply to the text that you sent, the done for you team will pick it up again, right? Because now you've answered the question, we're moving past that part of the conversation. Okay? So it's just really choose your path of, do you want to be hands off, have a one-time reply and hand it back to us, or do you want to see it all the way through? Now that is it for the managing the responses. I'll see you guys in the next video.
Confirming Appointments (Pt 3/3)
What's going on guys? And this is the final video. Part three of the things you need to do as the gym owner to make sure that the done fee appointment setting service is running as smooth as possible. This one is going to be all about confirming appointments right Now to be clear, the FU team is confirming appointments already, right? When we schedule or if they self self-schedule, we are sending them automatic reminders about their appointments. We will be conversing with the lead through text message if they reply to any of those text messages. And we are also calling them 24 hours before their appointment. If they have an appointment at 6:00 PM we'll be calling them at 6:00 PM the night before. We'll be leaving a voicemail if they don't respond. But here's where you come in. You as the gym owner are very powerful, right? You have a superpower as a gym owner.
Usually the leads more than anybody, you know the gym more than anybody. You know how to answer questions. And when you say that you're the gym owner, doing something for the lead usually resonates a lot stronger with that lead. Okay? So what we want to do is reserve the right to tag you in the morning of, it'll make the biggest impact on the show rate, alright? We've tried this both ways. We've tried the gym owner not doing any kind of confirmations and then we've tried the gym owner confirming every appointment in the morning of, and there is a very clear impact that if the gym owner does confirm appointments, the morning of their show rate does get a bump. So it is absolutely required, no, but if you are not happy with your show rate or you want to try to strive for the best show rate possible, I would heavily recommend confirming every appointment in the morning of, and we have a system to make it as simple as possible for you.
Now what are you going to say? So here's the deal. To make this as effective as possible for you, you need to customize. So we need to stay away from copy and paste text message. We need to stay away from generic templates. We want to make it, if you're going to take the time to do the confirmation, we want it to be extremely effective, which means we need to customize it. Second thing is we need to use a separate number from go high level. It is absolutely 100% not worth it for you to manually send a text message from go high level, from the same number that we've been calling and texting them for days because it's going to get lost in the mix. It's not going to be as powerful. What we see is the most effective is that as a gym owner are going outside of the system, you're hopefully using your personal cell phone and texting the lead directly. Because what that does is it's a different number, it's a different thread. And if you're using your personal cell phone number could possibly be a blue bubble. If it's apple to apple, which is extremely powerful, so heavily recommend using your personal cell phone for this. If not, you could use a Google Voice number or something. That's a good second best. But I would definitely stay away from just using the same go high level number. It's almost not even worth doing at that point
Then. And then the third thing is be consistent. If you are going to do it, please do it every single time so that we can understand how that impacts your show rate. If you're not going to do it, don't do it at all. So then we can see what your show rate looks like and then see if you should be adding it in or if you are doing it, be consistent about the method and how you're actually sending it. Be consistent because if you're just going to wing it every time and you're going to use a different phone number, do a text message one time a picture, the next time a video, the next time we're going to have no idea what actually works for you or not. So be really consistent. Do it for a pretty long period of time, two or three weeks.
And then if your share rate's not great, you could always switch out. Instead of sending a customized selfie, you send a customized video and then you do that for two or three weeks and see how that impacts the show rate, right? You only want to change one variable at a time. So those are my asks. Customize everything. Use a separate or personal phone number and then be consistent no matter what you do now. So here's the whole script and the whole approach. We recommend the most customized, most time consuming thing because it's the most powerful, okay? A customized video of you taking 30 seconds with your cell phone as a selfie and recording like, Hey Johnny, this is Brent from a b, C Fitness. So I had an appointment for later today at three o'clock. I'm just reaching out as the gym owner. I know my team's been reaching out, but I wanted reach out myself and just make sure that we're good to go for the appointment.
If you could just send me a thumbs up quick, I'd really appreciate it. Just so I can prepare for your meeting and then send that to them, right? Just do that a couple of times first thing in the morning for the appointments that you have, and I guarantee your show rate will be much higher than if you didn't. Okay? Now, if you don't want to do that, if you don't like being on video, if you don't have the capabilities, if you don't have the time, then a good second best is to send a voice message or a customized selfie, right? We have some gym owners that hold up a sign as a dry erase board and we'll put the lead's name on the dry erase board and put the time and then just take a picture of it and then send them a text message with that picture and then do that for all of them.
That works pretty well. Or the third thing is if you really don't want to do any kind of media, any kind of videos or pictures, then please just send a customized text message. Make a customized, don't just copy and paste. Make sure you're saying the lead's name and saying the time of the appointment because we don't want it to be generic, it's not worth it. Okay? So here's two examples for you. Hey lead name, this is Jen, the owner of Spark Fitness. This is my direct line, I just want to confirm that we're still on for today at 10 30. Another good one is, Hey lead. It's Ryan, the owner of Atlanta Personal Fitness. My team's been reaching out to you, but I just wanted to reach out to you myself to make sure that we're all set for your orientation today. Give me a thumbs up so I a prayer for you. Similarities
Between these. You want to drop your name, you want to make sure they know that you're the owner. You want to drop their name. You want to acknowledge that hey, I know you are getting texts from my team. Just so if they feel some kind of sense of overwhelm, it makes sense to them that okay, they have a team that's confirming the appointments, but it's actually very special that there's also the gym owner that's taking time out of his day to respond. So very good to have both of those and acknowledge that and then always end with a direct question. Hey, are you going to make it right? Don't throw in, let me know or hope to see you soon. End with a direct question and we'll make it a lot more likely they respond. Alright? Now what's the actual method of you doing this?
How do you stay organized? How do you get notified? Here's the system. So pulling up the opportunities section when you're logging in to go high level for the day and you scroll over, there's this section called called needs your confirmation and your confirmation attempted. Alright? So what this does is you have your stage here, which are all of your upcoming appointments, alright? They're going to be here automatically for you as soon as it's 24 hours before our team will be calling, okay? Calling leaving a voicemail or confirming the appointment that they answer. Then 12 hours before this card will automatically slide over to needs your confirmation. So that's your trigger to this is your to-do list if there's anybody here to confirm those appointments. When that happens, you'll also automatically get a text message from go high level saying, Hey, this appointment needs confirmation. Alright?
So you'll get it both ways. If you have somebody else that could do the confirmations, we can set up the number and the alert to be sent to them. Okay? So two different ways, again, in real time you'll get the alerts, but then you'll get your to-do list right here in this stage. Now the best practices, you sit down at 8, 9, 10 o'clock in the morning, whatever makes sense for you. And you go through all of your appointments that you're in this stage. As soon as you do it, as soon as you record the video, take a picture of the selfie, send the message, then you drag the card from needs your confirmation to your confirmation attempted. Alright? So that's a way for the gym owner stay to organized. Okay? This is my to-do list. You drag it over when it's complete, okay? Also, if you're holding somebody else, another staff member accountable, you can log in to go high level at any time.
And you can see did they do it yet? If they didn't, it's going to be in this. If they did, it's going to be in this. But it is a manual action that your team or you need to drag the cards from one to the other when you complete it. Okay? And then it'll sit here. And then once the appointment is live, it's the time of the appointment, the card will automatically move over to unmarked appointments and then that's your trigger to update the appointment to showed or no showed. And that wraps up our confirmations and that wraps up the three tasks that you need to do to make the service run as smoothly as possible.
How to Leverage Your Extra 20 Hours Per Week
Alright guys, in this video we're going to tackle how to leverage your extra 20 hours per week. Alright? On average a gym coming into done for you from doing Nurture on their own will see similar or even slightly worse total throughput. Alright? So a gym owner might be holding down the fort, handcuffed each other, their phone twenty four seven, not being present with their friends and family, and they might be producing a 45% schedule rate and a 40% show rate. Phenomenal. So 18% of total leads are showing up to the gym. Alright? Now with done for you, they might be seeing a 50% schedule rate, maybe slightly higher, but 30% show rate. So quite a bit worse, meaning that instead of 18% of leads we're at 15% of total leads showing up to the gym. So that's overall a 16% decrease in total throughput, which means a 16% decrease in total sales.
But since the Gym Lord's on Done for you get an average about 21 plus hours a week back, the question here is, can you take action with 21 hours per week and do higher leverage activities that would make up for that 16% dip? And then some, alright? That's exactly what happens with most of our clients. So an extra 21 hours per week leads to higher retention, stronger community, better team, higher frontend cash, higher close rate, and increase in overall revenue. So the gym does better, even if total throughput on paid leads decrease. And we'll take that trade off every time. If the gym net positive grows, we'll take that. So the main question here is, what are the highest leverage activities that you can do with your 21 hours that you found that are new per week back? So this happens in your gym? Alright, so we've put together a training for you guys going in depth on three evergreen systems that you can install in your gym as soon as possible.
So all three of these plays are organic lead gen plays that require zero ad spend. So we're not going to ask you to spend any more money and they will produce 10, 20, 30% more leads in the top of the funnel so that even if you see a 10% dip in show rate with leads from paid ads from done for you, you'll getting maybe 20% more leads from other sources, which means you'll be net positive, right? 10% decrease from done for you, but 20% increase in total leads. That's exactly what happens on the majority of the accounts in done for you. And you'll be net positive all without working your leads. So taking away the one thing that's the most miserable for gym owners, right? That sounds pretty good to me. So in the next section, this is just the introduction. We're going to cover how to execute on these three plays. Here's the action items. Alright, so here's what you need to plan on for the future plan to deploy each of these systems over the next month. Alright? This is the best kind of onboarding period that we find we've done for you this next week. So these next seven days or so, we want you to dive into the done for you training. You should have already completed this. Go back and review them. Make sure that your team's educated on them. You have a
System. You know how to hold your team accountable to doing the three things that we need to inside of high level to make done for you work properly. So that's first and foremost prep to go live. Make sure that you go live. Make sure that the system's working week two. So once that's all done, done for you is working properly, you'll understand your responsibilities, how the system works, and if you delegated any of those responsibility, your team's doing it. Week two is to execute on the first play here. Alright? So this next video that you'll be watching is play one. Alright? It's mini play one. You do not need to do this play until week two. Alright? So from the end of this video, you actually don't even need to watch them. It would almost be a distraction for you to watch them right now.
So just know week two. So about a week or two after watching this video, you're going to deploy that play. Then week three, you're going to deploy the second play. And then week four you're going to deploy the third play. So we're going to stagger this most important thing is done for you, but then these three plays are going to be deployed over the next three weeks. So you can make up for that possible dip in total throughput. So best thing to do, pro tip here is to go into your Google calendar or wherever you keep track of your schedule and set a reminder one week out, two weeks out, and three weeks out from the time of watching this video to come back to this place and watch these videos to deploy them. Assume you're going to forget and just put it somewhere where a week from now you're going to see that and you're going to remember to come back to this spot. So that is all in this video. We'll see you guys in the next one.