Predict gym member churn and send WhatsApp win-backs with OpenAI and ClickUp
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Rahul Joshi
Description
Quick overview
This workflow scores gym members’ churn risk using Google Sheets data, sends personalised WhatsApp win-back or renewal offers generated by OpenAI, creates follow-up tasks in ClickUp, and handles incoming WhatsApp replies by classifying intent, updating logs, and notifying staff.
How it works
Runs every day at 7 AM to load gym settings plus member, check-in, and offer history data from Google Sheets.
Calculates a churn-risk score per active member based on visit drop-off, days since last check-in, and membership expiry, then selects eligible members who are not opted out and not in a cooldown window.
Uses OpenAI to generate a short personalised WhatsApp message (plus trainer call notes), then sends the offer via WhatsApp and creates a ClickUp follow-up task for the assigned trainer.
Appends each outreach attempt to the Google Sheets “Offer Log” to track the offer code, send status, and cooldown timing.
Builds daily WhatsApp digests for the owner and each trainer from the scoring summary, sends them via WhatsApp, and appends a daily snapshot to the Google Sheets “Retention Daily” tab.
Triggers on incoming WhatsApp messages, looks up the member and latest offer in Google Sheets, then uses OpenAI to classify intent (accept, freeze, callback, stop, or question/other) and draft a reply.
Updates Google Sheets (offer status and/or member opt-out), creates the appropriate ClickUp task for renewals or callbacks, replies to the member on WhatsApp, and notifies the trainer or front desk when staff follow-up is needed.
Setup
Create a Google Sheet with tabs named “Members”, “Checkins”, “Offer Log”, and “Retention Daily”, then replace REPLACE_WITH_GOOGLE_SHEET_ID in all Google Sheets nodes.
Set up credentials for Google Sheets, OpenAI, WhatsApp Business Cloud, and ClickUp in n8n.
Replace placeholders for WhatsApp Phone Number ID and owner/front desk numbers, and set your ClickUp team/space/list IDs.
Update the built-in configuration values (gym name, timezone, renewal link, thresholds, cooldown days, and offer definitions) to match your gym’s policies.
Ensure your “Members” sheet includes the fields used for scoring and routing (member_id, status, phone, join_date, expiry_date, plan/plan_price, trainer_name/trainer_phone, language, opted_out), and test both the scheduled run and the WhatsApp reply trigger before activating.
This workflow was created by Rahul Joshi and shared publicly on the n8n community template library. n8nFind indexes it for discovery — the workflow remains the property of its original creator.