Every gym, studio, and fitness business has them: leads that showed interest but never booked. Maybe they filled out a form, asked about pricing, or walked in for a tour and then disappeared. Manually following up with these cold leads is tedious, inconsistent, and easy to deprioritize when your front desk is already stretched thin.
That's where AI-powered lead re-engagement comes in. With Replify's Campaign Manager, you can launch an automated outbound sequence that reconnects with inactive leads over time using phone and email, without your staff lifting a finger.
In this tutorial, we'll walk through exactly how to set up the Re-engage Inactive Leads campaign template from start to finish. Whether you're new to AI sales software or already running campaigns, you'll have a working re-engagement sequence live in minutes.
Watch the full walkthrough
Why AI Lead Reactivation Matters for Fitness Businesses
Most fitness businesses lose a significant percentage of their leads before they ever convert. These aren't bad leads. They're people who raised their hand and then got busy, forgot, or needed a nudge at the right time.
The problem is that manual follow-up doesn't scale. Your front desk team can't realistically call, email, and text hundreds of old leads while handling walk-ins, member questions, and daily operations.
AI outbound changes the equation. Replify's Campaign Manager automates multi-channel outreach (phone and email) across your entire lead list, personalizing each touchpoint while your team focuses on closing the conversations that matter. Brands like Gold's Gym DC Metro saw 10X lead growth and UFC Gym streamlined operations across locations using this exact approach.
How to Set Up an AI Lead Re-engagement Campaign
Here's a step-by-step breakdown of the process shown in the video above.
Step 1: Open Campaign Manager
Log into your Replify portal and navigate to Campaign Manager from the left-hand panel. If you already have active campaigns running, you'll see them listed here. Click to create a new campaign.
Step 2: Choose the Right Campaign Template
You'll land on the Template Selection screen. For lead reactivation, choose Ongoing Sequence. This is the right fit because you want to re-engage inactive leads over a longer period and potentially reach each contact more than once.
From the template library, select Re-engage Inactive Leads. Before selecting, you can confirm which outbound channels the template uses (phone, email, or both) and make sure they match what you've configured on your account.
Click Use Template, give your campaign a recognizable name, and hit Create Campaign.
Step 3: Review Template Defaults and Set Your Campaign Goal
Once inside, you'll notice template defaults have already been applied throughout the campaign. Anywhere you see a green prompt that says "please review this template value and customize it for your needs," that's your signal to double-check the content and tailor it to your business.
You can also add internal notes for your own reference.
The pre-built campaign goal is designed to re-engage leads who previously showed interest but never booked, then move them toward a conversation or appointment with your front desk. Interested leads get transferred directly to your team, so you're not just sending messages into the void. You're driving real conversations.
Step 4: Configure Your Campaign Schedule
Set when your campaign begins running. You can schedule a future start date or launch immediately. You'll also set the time of first outreach. Choose a window when your audience is most likely to engage. For most fitness businesses, mid-morning tends to work well.
Step 5: Set Up Delivery, Timing, and Outreach Pacing
The template pre-selects phone and email as delivery channels. If your contacts have both, leave this as-is for maximum reach.
The first outreach is pre-configured as an email check-in that references the contact's first name and asks if they're still interested. You can always swap this to a phone call after running a few simulations.
Outreach pacing controls how many attempts the campaign makes per contact before stopping. The template default is four attempts, which is a solid starting point.
You can customize your follow-up frequency using plain English. For example:
- Day 1: Email
- Day 3: Phone call
- Day 7: Email
- Day 12: Phone call
This spaces outreach more aggressively up front and then tapers over time, which mirrors how urgency naturally fades and avoids overwhelming your contacts.
Step 6: Configure Email Provider and AI Behavior
The default email provider is Replify's built-in email service. If you use a third-party provider, you can switch it here.
On the next page, you'll find Behavioral Rules, where you can add campaign-specific knowledge or additional AI instructions. The template defaults are solid for most re-engagement use cases, but this is where you'd add context like current promotions, specific talking points, or objection-handling guidance.
Step 7: Set Contact Eligibility Criteria
This is an important step. You want to make sure you're not reaching out to people who've already opted out or completed the desired action.
Configure your eligibility criteria to automatically remove contacts if they:
- Say no or request to unsubscribe
- Schedule an appointment
- Get transferred to the front desk during a campaign conversation
This keeps your outreach clean and ensures you're only contacting people who haven't already converted or opted out.
Step 8: Review, Simulate, and Test
Before going live, the summary page lets you review your entire configuration. Take advantage of the Simulate feature. Even without real contacts added, you can run simulations using a test profile to preview exactly what your outreach will look like.
The simulation shows you the first outreach email (subject line and body), lets you simulate replies, and previews subsequent outreach steps. Run this as many times as you want until you're confident everything looks right.
This is worth spending time on. Once a campaign goes live, you can't go back and edit the configuration.
Step 9: Add Contacts and Go Live
When you're ready, add contacts to your campaign. Replify supports several methods:
- CSV import (include phone and email fields)
- Email import
- API integration (connect with your CRM or existing software stack)
- Inbound contacts (automatically funnel new leads into the campaign)
- Manual entry
After uploading, confirm your field mapping (first name, email, phone) and finalize the import.
Before hitting Go Live, do one final review of your configuration. When you're ready, click Go Live.
Step 10: Monitor and Manage Your Campaign
Once live, you'll see contact statuses move through several stages:
- Planning: The AI is preparing outreach based on your configuration
- Awaiting Execution: Messages are scheduled and ready to send at your specified times
- In Progress: Outreach is actively being delivered
As outreach continues, you'll see each contact's progress bar advance through the sequence. Contacts who convert, get disqualified, or meet your removal criteria will update automatically.
If you want extra control, you can enable manual review to approve each individual message before it gets sent.
From the campaign dashboard, you can:
- View Outreach History for each contact
- Pause, remove, or add contacts at any time
- Monitor performance via the Performance tab (channel distribution, total contacts, phone vs. email metrics)
- Review your full AI configuration at any time
Start Re-engaging Your Leads Today
If you've been sitting on a list of leads that never converted, an AI-powered re-engagement campaign is one of the fastest ways to turn that list into real revenue. The setup takes minutes, the outreach runs automatically, and your team only gets involved when a lead is ready to talk.
Want to see how Replify's AI outbound engine works for your fitness business? Book a demo and we'll walk through it together.
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