When your gym switches to Kilo GMS, your members need to hear about it from you twice. The Announcement email tells members the change is coming, and the Details email walks them through activating their accounts once launch arrives. This article provides both templates, ready to customize and send.
What You Can Do with These Templates
Announce the switch to Kilo GMS before your launch date
Set member expectations about what will change and when
Give members step-by-step activation instructions at launch
Point members to the Kilo mobile app and web login
Reduce launch-week questions by answering them in advance
Announcement vs. Details: Which Email Does What
Announcement Email | Details Email | |
|---|---|---|
Purpose | Tell members the change is coming | Tell members how to activate and use Kilo |
When to send | Ahead of your launch date, during the transition | At launch, when activation emails go out |
Key content | What Kilo is, why you're switching, rough timeline | Activation steps, login instructions, app download, dashboard tour |
Placeholders to fill | Gym name, implementation date | Gym name, booking cutover date, activation email arrival date/time |
Send the Announcement first, then follow with the Details email once your athletes are about to receive their activation invitations.
Email 1: The Announcement
Send this ahead of your launch to introduce the change. Replace [Gym Name] and [Implementation Date] before sending.
Dear [Gym Name] Members,
We hope this email finds you well and motivated on your fitness journey. We have some exciting news to share that will enhance your experience at [Gym Name].
In our constant effort to improve and streamline our services, we are thrilled to announce that we will be implementing a new member management software called Kilo. This state-of-the-art system is designed to make your membership management experience smoother, more convenient, and user-friendly.
What Can You Expect from Kilo?
Kilo offers features that will simplify your interactions with the gym and help you stay focused on your fitness goals:
Easy Check-In: Streamlined check-in processes to get you into the gym faster and with less hassle.
Online Booking: Schedule your classes and training sessions conveniently from the comfort of your home or on the go.
Billing and Membership Management: Effortlessly view your membership, update your payment method, and track your package usage.
When Will Kilo Be Implemented?
We are currently in the process of transitioning to Kilo, and we aim to have it fully operational by [Implementation Date]. During this transition period, our team will be on hand to assist you with any questions or concerns you may have.
How Will This Affect You?
Rest assured, our primary goal is to enhance your gym experience. We understand that adapting to a new system may require a bit of adjustment, and we are committed to providing you with all the necessary support and guidance to make this transition as seamless as possible.
In the coming weeks, you will receive detailed instructions on how to access and use the Kilo platform. Our team will also be available for any in-person or remote assistance you may require.
If you have any immediate questions or concerns about this transition, please do not hesitate to contact us.
We appreciate your continued support and dedication to [Gym Name]. Together, we look forward to reaching new fitness milestones with the help of Kilo.
Thank you for being part of our fitness community!
Email 2: The Details
Send this at launch, when your athletes are about to receive their Kilo activation emails. Replace [Gym Name] and both [INSERT DATE] placeholders before sending.
Dear [Gym Name] Members,
We hope this message finds you well. We're thrilled to announce that the time has finally arrived to introduce you to our brand-new member management software, Kilo! As we strive to enhance your gym experience and provide you with more convenient and efficient services, Kilo is here to transform the way you interact with our facility.
As of [INSERT DATE], all classes will be booked using Kilo! Please carefully read the steps below for how to get access to Kilo.
Accessing Kilo
To get started with Kilo, you'll soon receive an activation email in your inbox. Please keep an eye out for this important invitation and check your spam/junk folder if it doesn't arrive by [INSERT DATE/TIME]. Here's what you need to do next:
Click on the activation button within the email, and follow the simple prompts to set up your Kilo password.
Once you've activated your account and created a password, you can access Kilo anytime by visiting app.usekilo.com or downloading the Kilo mobile app (just type in Kilo Gyms to your app store).
On the login screen, enter your email address and the password you've just set up.
Just in case you missed the note... download the Kilo Gyms mobile app! It is available in both the Apple and Google app stores.
After logging in to Kilo
Your Athlete Dashboard in Kilo is designed for easy access to all key features:
Account: Update your contact details and manage payment methods seamlessly.
Packages: View your current membership package, track credit usage, and stay on top of your plan.
My Events: Quickly view and manage your upcoming and past class reservations, including one-click cancellations.
Schedule: Browse available classes, see when they're happening, and easily register for those included in your membership.
Documents: Sign waivers and contracts with ease, and download them anytime for future reference.
Kilo has been designed to make your gym experience more seamless and focused on achieving your fitness goals. We're excited to get started!
Should you have any immediate questions or concerns regarding this exciting transition, please don't hesitate to reach out. We're here to assist you every step of the way.
Thank you for your continued trust in [Gym Name], and here's to achieving your fitness goals together!
Before You Hit Send: Placeholder Checklist
[Gym Name]: appears multiple times in both emails
[Implementation Date] (Announcement): your target go-live date
[INSERT DATE] (Details): the date all class booking moves to Kilo
[INSERT DATE/TIME] (Details): when members should expect their activation email
You can also adjust the feature lists to match what your gym actually uses. If you don't use the Documents feature, for example, remove that bullet rather than raising questions you'll have to answer later.
Frequently Asked Questions
When should I send each email?
Send the Announcement ahead of launch and the Details email at launch. The Announcement prepares members for the change and promises instructions to come. The Details email delivers those instructions and should land right around the time athletes receive their Kilo activation emails.
Can I edit the templates?
Yes, and you should. Fill in every placeholder, adjust the feature lists to match your gym's setup, and make the voice your own. The templates are a starting point, not a script.
What should members do if they don't receive their activation email?
Have them check their spam or junk folder first. The Details template includes this instruction along with an expected arrival date, so most members will self-serve. Members who still can't find the email can contact your staff.
Where do members go to use Kilo after activating?
app.usekilo.com on the web, or the Kilo Gyms mobile app. The app is available in both the Apple and Google app stores. Members log in with their email address and the password they created during activation.
Are there printable materials to help members download the app?
Yes. Kilo's Design Team offers a mobile app flyer and an email signature design, both with QR codes for iPhone and Android. You can request and customize these through the design request page on the Kilo website, under the In Gym tab.
Helpful Tips
Search both emails for every bracket before sending; a stray [INSERT DATE] undermines an otherwise polished launch
Send the Details email close to when activation emails actually go out, so members act while the instructions are fresh
Post the app QR code flyer at your front desk during launch week to catch members who skim email
Keep both emails in your records; they double as scripts for staff answering in-person questions during the transition
When This Is Most Helpful
Your gym is preparing to launch Kilo GMS: the Announcement email starts the countdown with your members
Activation emails are about to go out: the Details email makes sure members know what to look for and what to do
Launch week brings a flood of "how do I log in" questions: resend the Details email or use its steps as your front-desk script
Members are slow to adopt the mobile app: the app download reminder and QR code materials give them an easy path
If you have questions about launching Kilo GMS or communicating the change to your members, our Support team is happy to help. Reach us at hello@usekilo.com.