At Booking Board, we believe the best training centres are built on relationships, presence, and community. Whether it's martial arts, CrossFit, or functional training, everyday life is about people – not systems.

That is why we shape our booking and administration solutions around the way you run your centre. When communication with members happens automatically at the right moments, there is more time for what truly matters. Rules Boxing Club wanted to create a cohesive thread throughout the member experience from the very first session onwards. We turned that vision into reality.

Rules Boxing Club has always been a place full of energy, commitment, and community. The trainers work purposefully to ensure every member feels seen, motivated, and part of the club. The owner wanted to create an experience where members were not merely training, but being guided, supported, and celebrated throughout their entire membership.

Even so, it could be a challenge to keep track of the moments when it was most beneficial to contact members. New members would sometimes miss introductory sessions, existing members could lose motivation, and former members quietly drifted away without anyone managing to reach out in time. These are well-known challenges that many centres struggle with. Rules Boxing Club had three clear goals: to give new members a reassuring and inspiring start, to retain existing members, and to invite former members back in a personal way.

When the club came to us with concrete ideas about how they wanted to communicate with their members, we took them on board. Booking Board was already part of the club's daily life, but we now developed the tools so they could send the desired emails and messages automatically, precisely when the club wanted them. Every touchpoint felt personal, while staff could spend their time doing what they do best: creating training experiences and strengthening the community.

A reassuring and motivating start

When a new member steps through the club's doors, the experience should feel simple, inspiring, and welcoming. With the new customisations, each member automatically receives a welcome email from the club that greets them, explains introductory sessions, booking, and the club's rules.

During the first eight weeks, members attend the intro class one to two times a week, where they learn technique, meet trainers and fellow members, and gradually become part of the community. After eight weeks, the system automatically follows up with an email or a phone call: "How are you getting on – are you ready to join the regular classes?"

From the members' perspective, the club feels attentive and engaged, while staff can focus on training and community rather than administration.

Retention – feeling seen and valued

Once members have been with the club for a while, it is about maintaining motivation and strengthening the community. The system sends automatic follow-up emails at 2, 4, 6, 9, and 12 months with questions such as:

• "How is your training going?"
• "What motivates you?"
• "What do you think of the club?"

After a year, members receive a special greeting or an invitation to an event that shows the club sees and appreciates their efforts. Members are also regularly invited to social activities such as morning boxing sessions, workshops, running groups, and club gatherings. The system keeps track of who has received which emails and invitations and at what times, so communication always feels personal without trainers having to spend time on manual tasks.

Former members are invited back

A third wish from the club was to give former members the opportunity to return. The system automatically sends an email one week after cancellation with a personal invitation, so former members experience the club remembering and valuing them.

Quarterly newsletters keep them up to date on events, workshops, and club news, while annual open-day events give them the chance to rediscover the community. Everything happens automatically but feels personal, and the relationship with former members is strengthened in a natural way.

The result

With the new customisations, Rules Boxing Club now has full visibility across all members – new, existing, and former – and an automated plan for communicating with them through Booking Board:

• New members receive a reassuring and inspiring start.
• Existing members are retained through relevant, automated follow-up touchpoints and social invitations.
• Former members are invited back in a personal way.

The system handles the practical side, while members experience attentiveness and personal attention. Staff can concentrate on what they are passionate about – namely training, community, and motivation.

At Booking Board, everything starts with the people at the centre. Whether it is martial arts, CrossFit, or functional training, it is about creating motivation, community, and great experiences so that members feel seen and valued.

Would you like to experience how Booking Board can work at your centre?

Do you have an idea or a problem that could make everyday life easier?

Write to us here and we will find a solution together.

Booking Board