ApproveThis manages your Xoda approvals.

Why Your Gym’s Approval Process is Killing Momentum

Let’s face it: gyms and health clubs aren’t exactly zen gardens when it comes to approvals. Personal training packages stuck in email threads. Membership cancellations lost between front desk staff and managers. Lead follow-ups delayed because someone forgot to click “approve.” Xoda handles the heavy lifting of member management, but when decisions get bottlenecked, even the best CRM can’t save you from chaos. That’s where ApproveThis comes in – not as another app to juggle, but as the missing link to automate approvals where your team already works.

What Happens When You Stop Playing Approval Tag

Xoda tracks leads like a pro and manages member status changes in real time. ApproveThis adds decision-making muscle to those events. Together, they turn “Hey, can someone approve this?” into a process that actually works while you’re busy running a gym. Here’s the breakdown:

Xoda’s Gym Management Superpowers

Track leads from first website visit to membership sale, manage cancellations/suspensions, and keep member records updated across locations. But when a lead needs manager review or a cancellation requires finance sign-off? That’s where things get sticky.

ApproveThis’s Approval Playbook

Custom workflows that automatically route decisions to the right people (or approve things instantly based on rules). Think: “If a personal training package exceeds $1K, require regional manager approval” or “Escalate unresolved cancellation requests after 48 hours.” Plus, approvers can sign off via email – no app logins required.

4 Ways This Combo Makes Gyms Less Annoying to Run

1. No More “Golden Lead” Black Holes

When a new lead hits Xoda (say, a corporate wellness inquiry), ApproveThis can:

• Auto-create an approval task for the sales manager
• Attach lead details + membership history
• Approval threshold: Automatically approve leads under $500/month for instant follow-up

Real impact: A 25-location chain reduced lead response time from 2 days to 4 hours by routing high-value leads to managers while letting staff handle standard sign-ups.

2. Cancellations That Don’t Haunt Your Revenue

Member cancels in Xoda? Trigger an approval workflow requiring:

• Front desk confirmation of exit interview completion
• Finance team review of outstanding balances
• Auto-approve if no balance due after 24 hours

Real impact: One gym group recovered 12% of cancellation revenue by catching unpaid fees before members left.

3. Suspensions That Don’t Screw Up Your Capacity Planning

When a member pauses their membership via Xoda, ApproveThis can:

Require gym manager approval for suspensions exceeding 60 days, auto-approve shorter requests, and notify staff to free up class spots. No more overbooked Pilates sessions because someone forgot a suspension was ending.

4. Approvals That Actually Create Leads

Reverse the flow: When a custom training package gets approved in ApproveThis, push it as a new lead to Xoda for sales follow-up. Perfect for upsells that require manager input but shouldn’t vanish into spreadsheet land.

Setup: Less Painful Than a Foam Roller Session

Using Zapier, connect Xoda and ApproveThis in 15 minutes:

1. Pick a trigger (e.g., “New Lead in Xoda”)
2. Set conditions (e.g., “If lead value > $500”)
3. Map Xoda data to ApproveThis request fields
4. Test with a live lead → approval → CRM update

Pro tip: Use ApproveThis’s calculated fields to auto-flag high-value leads or members with past-due balances during approvals.

Who Benefits? (Spoiler: Everyone Except the Coffee Machine)

Sales Teams

Get hot leads approved before they cool off. Example: Personal training leads from Xoda auto-route to managers based on location and package price. Approvers get email alerts with client stats – approve/deny in one click.

Operations Managers

Stop chasing down signatures for member status changes. Suspensions/cancellations in Xoda auto-create approval tasks with checklists (equipment returned? final payment processed?). Vacation delegation ensures no delays when managers are OOO.

Finance Teams

Embed payment checks into approval workflows. Cancellation approved in ApproveThis? Automatically push updated billing status to Xoda without manual data entry.

The Nerd Stuff You Actually Care About

No extra licenses needed: Approvers (even external accountants) can approve via email without Xoda logins. Real-time tracking: See every pending decision in ApproveThis’s dashboard – no more “Where’s that cancellation form?” Audit trails: Every approval/rejection is logged with timestamps and reasons. Try getting that from email threads.

Bottom Line: Fewer Meetings, More Members

Xoda tells you when things change. ApproveThis ensures those changes don’t turn into bottlenecks or revenue leaks. It’s not about adding more processes – it’s about making existing ones actually work while your team focuses on member experience.

Ready to stop being a professional approval nag? Register for ApproveThis or grab a demo. We’ll even help you build your first Xoda integration – no corporate jargon included.