Automated Lead Nurture Follow-Up for Personal Trainers
Every morning, WebRun checks the lead tracker in Google Sheets for new enquiries and leads who have not yet booked, drafts a personalised follow-up email in Gmail for each one based on how long they have been waiting, and flags any lead who has been unresponsive for over 14 days for a decision on whether to close them out.
How do I automatically follow up with personal training leads who have not booked yet?
WebRun checks your lead tracker in Google Sheets each morning for unbooked enquiries, verifies against TrueCoach to skip anyone who has already signed up, and drafts a personalised follow-up in Gmail for each remaining lead segmented by how long they have been waiting. All drafts are held for trainer approval before sending.
- Every lead gets a timely follow-up within 24 hours of their enquiry
- Leads who have already converted are never messaged as a prospect again
- Stale leads over 14 days are flagged for a close decision, keeping the pipeline clean
Built for personal trainers · online fitness coaches · gym owners · fitness studios
What does WebRun do on every run?
The exact actions WebRun takes, in order - in plain language, so you can adjust anything.
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WebRun signs in and gets to work
Opens
docs.google.com/spreadsheetsin a real browser with your saved login - no setup, no API keys. -
1
Google Sheets - check lead tracker for unbooked enquiries
google.com
WebRun opens Google Sheets to check lead tracker for unbooked enquiries. - Open the lead tracker sheet and filter for enquiries with no booking confirmed
- Note each lead's name, enquiry date, last contact date, and any interest details they shared
- Segment leads by days since first enquiry: 1 to 3 days, 4 to 7 days, 8 to 14 days, and over 14 days
Done when All unbooked leads are segmented and ready for follow-up drafting.
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2
TrueCoach - verify which leads have already booked
truecoach.co
WebRun opens TrueCoach to verify which leads have already booked. - Check TrueCoach to confirm whether any leads have already signed up as a client
- Mark confirmed clients in the sheet so they are not contacted as a lead again
- Note any relevant onboarding context for leads who are very close to converting
Done when Leads who have already converted are marked and excluded from follow-up drafts.
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3
Gmail - draft follow-up messages for review
gmail.com
WebRun opens Gmail to draft follow-up messages for review. - Draft a personalised follow-up for each unbooked lead, adjusting the tone by segment
- For leads in days 1 to 3, send a friendly check-in referencing their stated goals
- For leads in days 4 to 14, include a specific value point or a limited-time offer to prompt action
- For leads over 14 days, draft a final check-in and flag for trainer to decide whether to close
- Save every draft unsent for the trainer to review before sending
Done when Follow-up drafts are saved in Gmail, unsent, ready for trainer review.
How is each run configured?
Secure by default
Connect once, stays signed in
WebRun signs in once and keeps each session in a persistent environment, so every run picks up right where it left off.
Every action is checked against this policy before it runs.
Questions, answered
Will it send emails to leads without my approval?
No. Every follow-up is saved as a Gmail draft and held for your review. No lead receives any message until you approve and send it.
What if a lead enquired through a different channel, like Instagram or WhatsApp?
Log all inbound enquiries to the Google Sheet manually or via another automation. WebRun works from the sheet as its single source of truth for leads.
Will it message someone who has already signed up?
No. WebRun checks TrueCoach each morning and marks any lead who has already converted, so existing clients are never contacted as a prospect again.
Related templates
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