Your CRM is set up, so every new member gets connected automatically. This step is about everyone else - your current members, your coaches and staff, and the people who used to train here. A few minutes now and your whole community is on the same page.
You joined BoxEx. That is a benefit your members now have. But they will not feel it, use it, or talk about it if they never hear about it. This step is how you make it real for them.
You have three things to post or send. Each one takes about five minutes. Do all three today if you can - the announcement lands harder when it comes from multiple directions at once.
Timing matters here: your members receive their BoxEx welcome email the moment you upload your member list. Post and send this announcement the same week as your upload, so the email they half-noticed becomes the email they go find.
Post to Instagram and Facebook today. Pick one of the options below or mix them together. Fill in your gym name and post as-is - do not overthink it.
Tip: Use a photo from inside your gym or a shot of your athletes training. Real photos outperform stock images every time.
Big news for [Gym Name] members. We just joined the BoxEx network - which means your membership now travels with you. Find a participating CrossFit gym anywhere in the country, show up, and train. Your first class at each gym in the network is on them, and you book it from your phone instead of calling around. Link in bio to see the full network. #CrossFit #BoxExchange #[YourGymName]
Half our members travel for work, and they always ask me where to train. That is why [Gym Name] just joined BoxEx - a nationwide network of CrossFit gyms that support each other's members. Travel for work. Visit family. Take a trip. Your membership comes with you. We are connected now. #CrossFit #BoxExchange #[YourGymName]
Your [Gym Name] membership now works at CrossFit gyms across the country. We joined BoxEx. #BoxExchange #CrossFit
A 30-second mention during class warmup or cooldown hits differently than a social post. Say it out loud. Your members trust your voice more than their feed. Here is a simple script to read or adapt.
"Hey - quick thing before we get started. [Gym Name] just joined a national network called BoxEx. If you ever travel and want to keep training, you now have a free class every year at any participating CrossFit gym in the network. You got a welcome email from BoxEx with your activation link - dig it up, or grab me after class and we'll get you activated. Takes about a minute."
Send this through your CRM or email list to your active members. This is a one-time announcement - not a campaign. Keep it short and let the benefit do the work.
Subject: Your membership works in other cities now
Hey Team!
[Gym Name] is now part of BoxEx - a national network of CrossFit gyms that welcome each other's members.
What that means for you: when you travel, you have a free class every year at any participating BoxEx gym. So the next time you're gone for a week, you don't have to skip training or make do with a hotel gym.
You got a welcome email from BoxEx with your activation link - go set it up when you get a minute. Can't find it? Search your inbox for "BoxEx" or just ask your coach.
[Gym Name]
Copy This EmailNot everyone sees the first message. A reminder on a different day of the week catches the people who missed it. Set it and forget it.
Hey Team!
In case you missed it - [Gym Name] is part of BoxEx. As a member here, you have a free class every year waiting at any participating BoxEx gym when you travel.
Search your inbox for "BoxEx" to find your welcome email and activate in about a minute. Questions? Just ask your coach.
[Gym Name]
When a member asks about BoxEx, or a traveling athlete walks in, or someone calls to drop in, your coaches are the ones standing there. If they know the plan, every one of those moments becomes a win. If they don't, it becomes a shrug. Briefing your team is the most important two minutes on this page - the whole network runs on people feeling welcome the second they walk in.
Subject: Big news for the gym - and what it means for you
Team,
Quick one, but an important one. We just joined BoxEx, and I wanted you to hear what it is from me before our members start asking you about it.
Here's the short version. BoxEx is a nationwide network of CrossFit affiliates. Our members can now train at any gym in the network when they travel, and their first class at each one is free, and we host athletes from other gyms when they pass through town. Here's why I did it. Every box has been on its own from day one when it comes to the business side, and this is a hundred-plus of us deciding to stop working that way.
I brought us into it for a simple reason. It makes our members' training bigger than these four walls, and it brings new people through our door. Both of those are good for us, and both of those run through you.
What it means for you. When our members travel, their training doesn't stop. They find a box wherever they land, reserve a class ahead of time, and train a real coached session instead of doing hotel-gym burpees - one class at each gym in the network, anywhere they go. They come back consistent and fired up, with a story to tell. That's a win for you as their coach. And when you travel, you've got that same access.
When a member asks you about it. They're each getting an email inviting them to set up their access. If they ask you, keep it simple: "It's a network of CrossFit gyms - when you travel, you can train at any of them. Check your email, it takes two minutes." Point them back at their invite. You don't have to be the expert on it. If someone's got a real question, send them my way.
When a visitor shows up. This is the part I really need you on. Athletes from other gyms are going to start reserving spots in our classes, and their first class with us is on us. When one shows up, welcome them like a member who's been away. They already reserved, they're expecting to be here, and they picked us out of every gym in the city. Introduce yourself, get them squared away before class, and treat them like one of ours for the hour. How we treat visitors is exactly how we get talked about.
How we catch reviews. This is how a gym like ours gets found, and you're the one in the room when it matters. A visitor is never more likely to say something good about us than right after a great class. So when the moment's there, ask - nothing scripted or salesy, just "Hey, a quick Google review really helps us out." That's all you have to say. Same goes for our own members after a PR or a milestone. You see those moments before anyone else does, which makes you the most important person we've got for this.
None of this changes how you coach. Keep running great classes. All I'm asking is three things: point members at their invite when they ask, make the visitors feel at home, and help us catch a review when the moment's right.
I'm proud we're part of this. I'm glad we're in it. Thanks for helping me get it going. Thanks for helping me make it land.
Copy This EmailFront desk quick reference: Member asks → "it works when you travel, check your email or I'll set you up." BoxEx visitor (booked ahead) → welcome them like a regular, the review request is automatic. Any walk-in or caller wanting to train → first class free, we ask for an honest review after.
You have two lists most gyms never touch: members who cancelled, and people who looked but never joined. BoxEx gives both a real, specific reason to look again - not "we miss you," but "something actually changed here." Send each group one email this month. These are written to bring people back, not to sound nice.
Subject: Something changed at [Gym Name]
Hey [First Name],
I'm not going to pretend this is a "we miss you" email. You left for a reason, and a guilt trip isn't worth your time.
But something real changed here, and it fixes one of the most common reasons people drift away from a gym: life gets in the way and the routine breaks.
[Gym Name] joined BoxEx, a national network of CrossFit gyms. Your membership here now works in cities across the country. Travel for work, visit family, take a vacation, and you can train at a CrossFit gym wherever you land: every year, a free class at every gym in the network, booked from your phone, no scrambling.
The thing that used to interrupt your training doesn't have to anymore.
If you've been thinking about getting back to it, this is a good moment. No pressure, no hard sell. Reply to this email or call us at [phone]. Ready to just come back? Here's where to start: [link].
The door's open.
[Owner Name]
[Gym Name]
Hey [First Name],
I sent a note a week or so back and wanted to make sure it didn’t get buried. The short version: [Gym Name] joined BoxEx, a national network of CrossFit gyms, so a membership here travels with you everywhere. Every year, a free class at every gym in the network when you’re out of town.
And since you’ve been gone, some other things have changed around here too:
What’s new at [Gym Name]:
1. [New equipment: “new bikes and a full rack of new barbells”]
2. [New coaches or programs: “two new coaches and an Olympic lifting class”]
3. [New class times: “5:15am classes, back by popular demand”]
And because we’d honestly love to have you back:
[Your welcome-back offer: “your first week back is on us” works]
If that sounds like the gym you remember, plus some, the door’s open. Reply here or call us at [phone].
[Owner Name]
[Gym Name]
Subject: You looked at [Gym Name] once. Here's what's new.
Hey [First Name],
A while back you checked out [Gym Name] and it didn't end with you joining. Timing, price, life - it happens, and there are no hard feelings on my end.
I'm reaching out because a lot has changed since then.
[Gym Name] is now part of BoxEx, a national network of CrossFit gyms. As a member here, your membership travels with you: every year, a free class at CrossFit gyms across the country when you’re out of town. Most gyms around here can’t offer that.
So the membership you looked at before is worth more than it was: same coaching, same community, plus national access built in.
Want to take another look? Reply here or grab a time to come in: [link]. First session is on us.
[Owner Name]
[Gym Name]
Hey [First Name],
I reached out a little while ago and wanted to make sure you saw it: [Gym Name] is part of BoxEx now, so a membership here works at CrossFit gyms across the country. Every year, a free class at every one of them when you travel.
And since you last looked at us:
What’s new at [Gym Name]:
1. [New equipment: “new bikes and a full rack of new barbells”]
2. [New coaches or programs: “two new coaches and an Olympic lifting class”]
3. [New class times: “5:15am classes, back by popular demand”]
And to make taking another look easy:
[Your offer: “first session’s on us” works]
If the timing’s better now, come see it. Reply here or grab a time: [link].
[Owner Name]
[Gym Name]
Open with gratitude - it is the truth and it lands: "Hey Team - first, thank you. This gym is what it is because of you, and we just found a new way to say it." Then use the announcement copy above. Email subject line: You just got a new travel benefit. Send the email and post the caption the same day.
Use the follow-up copy in the section above (copy button on it). Schedule it in your email tool and your social scheduler for 12 days from today, then check this off - future you already handled it.
The line for class:
"Quick heads up - we joined a national network called BoxEx. If you travel and want to keep training, you have a free class every year at any CrossFit gym in the network. You got a welcome email from BoxEx - dig it up, or grab me after class and we'll get you activated."
Then forward the coach letter (in the coach section above) from your own inbox - it covers what BoxEx is, what to say when members ask, how to welcome visitors, and how to catch reviews.
Step 3 of 4 - about 10 minutes