Support Tip: Create and Send a New Email to Your Gym Members

Lately I’ve gotten a few calls asking how to go about creating and sending a new email to a gym member. Let’s put this into an example and then walk through how it’s accomplished.

You’re hosting a special seminar for your members and want to get the word out. This isn’t a recurring email, but rather a one time communication. Here is the quick walk through:

From your Zen Planner Dashboard

Setup > Document Templates (under Communication) > + Add A Template > a pop-up will appear and you will select the following:

email templates zen planner add a template zen planner1

  • Report: The report you choose is important in determining what information is available when creating the email and the records you can select from when sending the email. Try to align the Report selection with the content of the email. For example: if the email is generic communication to your members select “People”, if the content is about memberships select “Membership”, etc.
  • Format: Select “Email Message”
  • Edit “Name” and “Category”: The Category will allow you to easily find this template in your Document Templates list in the future
  • Save and Edit ContentYou will now be directed to the blank email template where you can edit the email message to your members.Key tips when creating your email message:
    • Utilize the “Tag” pull down menu in the tools bar. Tags will auto-populate with the student’s information.
    • You can add hyperlinks, images, media files, and much more.
    • Continuously click on “Save Changes” while editing the email, so you do not loose any work you’ve done!

send email zen plannerWhen you are ready to send your email, click on the blue link: “Send Emails”. You will then be directed to a report for you to choose who to send the emails > select the records you want to send the email > click on “Send ’email name’ ” > you will be directed back to the email template to review > click on “Send ‘x’ Emails Now”.


Check out our latest eBook, Fitness Business Management Time Traps to Avoid. This guide will help you identify which tasks are taking up too much of your time, how to avoid these traps in the future and, most importantly, how creating efficiencies can help you better build relationships with your members.

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2 responses to “Support Tip: Create and Send a New Email to Your Gym Members”

  1. Chris B says:

    When is this new user interface going to be rolled out?

  2. Kinnick Wheaton says:

    This coming Wednesday! For any additional questions regarding the update please contact our Customer Advocate team help@zenplanner.com.

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