Membership Cancellation Saver · Fitness, Wellness & Salons
Answer cancellations kindly and keep members who just need a pause
Reads why a member is leaving, suggests one fitting alternative from your list or none, and drafts a respectful reply that staff approve before it's sent.
Free account to start. Buying and running live need a paid plan.
- Starts when your form or app sends it something
- 1 AI step
- A person approves before it acts
- About 15 min to set up
Sound familiar?
The job, before and after this agent.
What it feels like today
- “Members cancel over price when a pause or cheaper plan would have kept them.”
- “Cancellation replies depend on who's at the desk, and some come across pushy.”
- “Cancellations slip through and get processed late, which means billing complaints.”
What you get with the agent
- Each cancellation reason read and sorted
- One save offer from your own list (pause, cheaper plan, coach session) only when it fits, and none for moving away, health reasons or members who just want to cancel
- A respectful reply explaining exactly how the cancellation goes ahead under your policy, with no guilt or pressure
- Staff approval or edits on every reply
- A note on the member's HubSpot contact and a Slack to-do so the cancellation is processed
Before
A cancellation form lands in the inbox. Someone replies days later, either pushing too hard or forgetting to mention the cheaper plan.
After
Staff open a ready reply that honours the cancellation and offers a pause once, if it fits. They approve, and the front desk gets a to-do to process it.
How it works
The whole workflow, step by step.
When your cancel-membership form posts a request, AI reads the reason. It picks one save offer from your own list only when it fits: a pause, a cheaper plan or a coach session. It offers nothing when the member is moving away, leaving for health reasons or just wants to cancel. It drafts a respectful reply that explains exactly how the cancellation goes ahead under your policy, with no guilt, pressure or fake urgency. A staff member approves or edits every reply. The approved reply is emailed, logged as a note on the member's HubSpot contact, and posted to Slack with what staff need to do next. It never cancels or changes billing itself.
- TriggerCancellation request from your form
- AI stepRead the reason and draft a respectful reply
- LogicA cancellation request?
- Not a cancellation:Not a cancellation
- Cancellation:Staff approve the reply
- OutputNot a cancellation
- Human approvalStaff approve the reply
- Approved:Email the reply
- Rejected:Handled personally
- OutputHandled personally
- OutputEmail the reply
- App callFind or add the member in HubSpot
- App callLog the cancellation on the contact
- App callTell staff what to do next
- OutputReply sent
This is the workflow that opens in your workspace when you set the agent up. Every step can be edited.
- Step 1Cancellation request from your formYour cancel-membership form posts each request (member, email, membership, reason, comments) to the workflow's webhook URL.
- Step 2Read the reason and draft a respectful replyAI reads why the member is leaving, picks one save offer from your list only when it fits (none for moving away, health reasons or a member who just wants to cancel), and drafts a respectful reply that explains how the cancellation goes ahead.
- Step 3A cancellation request?Spam and other requests are set aside; cancellation requests wait for a staff member to approve the reply.
- Step 4Not a cancellationThe run history keeps the submission and why it was set aside.
- Step 5Staff approve the replyA staff member reads the member's reason and the drafted reply in Reviews, edits it or removes the offer, and approves it. Nothing is sent before that.
- Step 6Handled personallyRejected replies are kept in the run history; nothing was sent, logged or posted.
- Step 7Email the replySends the approved reply to the member, with replies going to your front desk.
- Step 8Find or add the member in HubSpotCreates the member's HubSpot contact, or updates the one with the same email.
- Step 9Log the cancellation on the contactAdds a note with the reason, the offer made (if any) and the reply sent to the member's HubSpot timeline.
- Step 10Tell staff what to do nextPosts the cancellation, the offer made and the follow-up staff must do (process it in billing, watch for a reply) to your front-desk channel.
- Step 11Reply sentThe run history keeps the request, the approved reply and the HubSpot note.
Example run
What goes in, and what comes out.
Example with fictional data
Comes in
A fictional member on an $89 unlimited plan: “Too expensive right now. I'm only making it in once a week, but I do like the classes.”
The agent produces
Draft confirms how the cancellation proceeds under your policy and mentions once that your once-a-week plan is an option if they'd prefer it, with nothing else needed to cancel. Waits for staff approval, then logged in HubSpot with a Slack to-do.
What you need
Everything it takes to run it.
About 15 minutes from purchase to live. A checklist above the canvas takes you through each step.
Plan
Included in Enterprise; on other paid plans it's $79 once. Agents run live on paid plans, from Basic ($39/mo).
Your AI key
Connect any of 14 AI providers on your own key. Your provider bills usage directly, at cost; we add no markup.
Checklist
- A paid plan (agents run live on paid plans).
- An AI provider key (Settings → AI Providers).
- HubSpot and Slack, connected in Settings → Integrations.
- A cancellation form on your site that posts to the webhook, plus your cancellation policy and allowed offers.
Setup, about 15 minutes
- Connect your AI provider. The AI steps run on your own key (OpenAI, Anthropic, Google and more). Add one in Settings → AI Providers.
- Connect HubSpot. Connect the HubSpot account where you keep members (Settings → Integrations → HubSpot).
- Connect Slack. Connect the Slack workspace your front-desk team uses (Settings → Integrations → Slack).
- Write your policy and offers. Open “Read the reason and draft a respectful reply” and replace the placeholder with your cancellation policy, allowed offers and sign-off.
- Add your front-desk inbox. Open “Email the reply” and enter the inbox members' replies should go to.
- Pick HubSpot and the Slack channel. Open the two HubSpot steps and “Tell staff what to do next”, pick your accounts and the front-desk channel.
- Test it with Dry Run. Press Dry Run: the agent runs on sample data with no messages sent and nothing written to your apps.
- Switch the trigger on. Open the trigger, copy the webhook URL and signing secret into your cancellation form, and switch it on.
Is it a fit?
Who it's for, and what it won't do.
Built for
- Gyms and fitness studios with monthly memberships
- Salons and spas with membership plans
- Wellness clubs using HubSpot
What it doesn't do
- It doesn't cancel, pause or change billing: staff do that in your billing system.
- It honours the cancellation: no guilt, pressure, fake urgency or repeated offers, and no offer at all when the member insists.
- It's non-clinical: it gives no health or injury advice to members leaving for health reasons.
- It never sends a reply before a staff member approves it.
- It doesn't read the member's reply; replies go to your front desk.
We list the limits up front so you can decide before you buy.
Price
$79 one-time
Per workspace. It never renews.
- Included at no extra cost on Enterprise.
- Buying and running it live need a paid plan, from Basic ($39/mo).
- Dry Run costs nothing: simulated AI and app calls, nothing sent.
- AI usage is billed by your own provider, at cost. No AI credits to buy from us.
One-time agent purchases aren't covered by the 30-day money-back guarantee. Refund policy
FAQ
Questions about Membership Cancellation Saver.
Will it pressure members to stay?
No. It offers at most one alternative, once, and says clearly that nothing else is needed to cancel. Members who just want to cancel, are moving away or leaving for health reasons get no offer.
Does it cancel or change billing?
No. Staff process the cancellation in your billing system as usual; the Slack to-do makes sure it's done.
What's needed?
HubSpot, Slack, a cancellation form that posts to the webhook, and your policy and allowed offers. Setup takes about 15 minutes.
Is it worth the price?
It's a one-time purchase that never renews, and every cancellation gets a consistent, kind reply with the right offer when there is one. Live runs need a paid plan and your own AI key; Dry Run is free.
Does it cancel the membership?
No. It replies and tells staff what to do; staff process the cancellation in your billing system as usual.
Will it argue with members?
No. It offers at most one alternative, once, and says clearly that the member doesn't need to do anything else to cancel (or the one step your policy requires). Members who just want to cancel, are moving away or leaving for health reasons get no offer.
Is every reply checked?
Yes. Every reply waits in Reviews for a staff member to approve or edit it.
Is this a subscription?
No. Membership Cancellation Saver is a one-time purchase of $79 per workspace and never renews. The Enterprise plan includes it at no extra cost. Running it live needs a paid plan (from Basic ($39/mo)), and your AI provider bills you directly for usage.
Can I test it before it touches real data?
Yes. Once it's set up in your workspace, Dry Run plays every step on sample data with simulated AI and app calls: nothing is sent and nothing in your apps changes. Switch the trigger on only when you're happy.
Put Membership Cancellation Saver to work.
Free account, no credit card. Your Agents page opens with Membership Cancellation Saver ready to buy and set up, then Dry Run it before it goes live.