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. Three posts or emails today and all of them hear it from you the same day.
You joined BoxEx, so every member on your list now has a free class at every box in the network, every year. Nobody books one if they never hear about it.
You have three things to post or send, and each one takes about five minutes. Do all three today if you can, because a member who sees it in class, in their feed, and in their inbox the same week is the one who remembers it.
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 it as-is. Do not overthink it.
Tip: Use a photo from inside your gym or a shot of your athletes training, not a stock image.
Big news for [Gym Name] members. We just joined the BoxEx network, so every year you get a free class at every CrossFit gym in it, 100+ boxes across the country. Headed out of town? Pick a gym, book the class from your phone instead of calling around, show up, and train. Link in bio to see the full map. #CrossFit #BoxExchange #[YourGymName]
Every week somebody here tells me they are headed out of town and asks where to train. That is why [Gym Name] just joined BoxEx. It is a network of 100+ CrossFit gyms, and as a member here you get a free class at every one of them, every year. Work trip, the in-laws, a week at the beach, you book the class from your phone and go. #CrossFit #BoxExchange #[YourGymName]
Your [Gym Name] membership now comes with a free class at 100+ CrossFit gyms across the country, every year. We joined BoxEx. #BoxExchange #CrossFit
A 30-second mention during warmup or cooldown reaches the members who never read a post. Say it out loud. Here is a simple script to read or adapt.
"Hey, quick thing before we get started. [Gym Name] just joined a network of CrossFit gyms called BoxEx. Every year you now get a free class at every gym in it, so the next time you travel and want to keep training, you pick a gym and book a class from your phone. 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. You send it once. Tell them what they have and how to use it, and leave everything else out.
Subject: Your membership works in other cities now
Hey Team!
[Gym Name] is now part of BoxEx, a network of 100+ CrossFit gyms across the country that give each other's members a free class every year.
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. Do it 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. Schedule it now and you're done with it.
Hey Team!
In case you missed it, [Gym Name] is part of BoxEx now. As a member here, you have a free class every year at every gym in the network, 100+ boxes, for whenever 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 what to say, the member books a class and the visitor gets welcomed. If they don't, the member gets a shrug and goes back to their phone. Briefing your team takes two minutes and matters more than anything else on this page, because a visitor who gets a proper welcome the second they walk in is the one who books with you again the next time they are in town.
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 network of 100+ CrossFit gyms. Every year, our members get a free class at every gym in the network when they travel, and we host athletes from other gyms in the network 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 I would rather be one of a hundred gyms backing each other up than keep doing it alone.
I brought us into it for a simple reason. Our members keep training when they travel instead of taking the week off, and athletes from other gyms get a reason to walk through our door. Both of those are good for us, and both of them happen in your class, not mine.
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 coached class instead of doing hotel-gym burpees. It's one free class at each gym in the network, every year, anywhere they go. They come back without having lost a week, and usually with a story about how the other gym does things. And when you travel, you've got that same free class waiting.
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, and every year you get a free class at any of them when you travel. 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 question I should answer, send them my way.
When a visitor shows up. This is the part I really need you on. Athletes from other gyms in the network are going to start reserving spots in our classes, and their class with us is free, once a year, the same way our members get a free class at their gyms. 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. A visitor who has a great hour here tells their whole gym about it when they get home, so how we treat visitors is exactly how we get talked about.
How we catch reviews. Most people pick a gym they've never walked into by reading the reviews, and you're the one in the room when somebody has a reason to write one. 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. Thanks for helping me get it going.
Copy This EmailFront desk quick reference: Member asks → "you get a free class at any gym in the network every year 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 is free no matter what, and we ask everyone for an honest review after.
You have two lists most gyms never touch: members who cancelled, and people who looked but never joined. Now you have something specific to tell them that was not true the last time they heard from you: a membership here comes with a free class at every box in the network, every year. Send each group one email this month.
Subject: Something changed at [Gym Name]
Hey [First Name],
[Owner Name] here from [Gym Name]. Quick one, because something changed here since you left and I wanted you to hear it from me.
It takes care of one of the reasons people drift away from a gym: a work trip or a week at the in-laws' breaks the routine, and the routine never comes back.
[Gym Name] joined BoxEx, a national network of CrossFit gyms. Your membership here now comes with you when you travel. 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.
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.
A lot has changed here since then, and I wanted you to hear it from me.
[Gym Name] is now part of BoxEx, a national network of CrossFit gyms. As a member here, you get a free class at every gym in the network, every year, for whenever you’re out of town, and only gyms in the network can offer that.
So the membership you looked at before is worth more than it was: same coaching, same people, plus the free class at 100+ boxes when you travel.
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 a thank-you, because it is true: "Hey Team, first, thank you. This gym is what it is because you keep showing up, and we just added something to your membership." 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 software and your social scheduler for 12 days from today, then check this off.
The line for class:
"Quick heads up, we joined a network of CrossFit gyms called BoxEx. If you travel and want to keep training, you have a free class every year at every 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."
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