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Playbook · Personal training

Enquiry triage for personal trainers

Sort every enquiry by what it is, so the owner’s phone only rings for the kinds that need the owner and the rest land with the office.

Use this templateBrowse the library

Start the 14-day trial, then find it under Templates → Library. It installs into the client you choose, switched off, with its checklist.

Steps
8
Client fills in
6
Accounts
3
Starts
From a form, within seconds

Uses

Every step, in order

Branches show each arm; a step indented under one runs only on that arm. The words are the template’s own, and the client’s fields fill them in.

Why this workflow

A small business’s contact form takes everything: new work, existing customers, suppliers, sales pitches, job seekers. When one person reads them all in order, the job that matters waits behind the noise, and when everyone reads them, nobody owns any. Sorting on arrival puts each kind in front of the one person who handles it.

  1. Starts whenA form is sent
  2. BranchA red flag?
  3. IfIf red flag
  4. TextText the owner: a person must reply
  5. TextTell them a person will call
  6. StopStop: handed to a person
  7. IfIf otherwise
  8. AgentSort the enquiry
  9. BranchA kind the owner handles?
  10. IfIf yes
  11. TextText the owner
  12. IfIf no
  13. EmailSend to the office

What each client fills in

Business name
How messages sign off.
AI model
The model the client’s key can use.
Kinds of enquiry
Comma-separated, the words the business uses: new job, quote, existing customer, supplier, job seeker.
Kinds the owner takes
Comma-separated; these reach the owner’s phone, the rest go to the office.
Owner’s mobile
Texted when something needs a person now.
Office email
Where everything else goes.

The accounts it needs

Each is the client’s own, stored encrypted and never copied between clients. Until one is added the client’s checklist shows it, and nothing runs.

  • platform.claude.com → Settings → API keys → Create key, in the workspace that bills this client.

After you install it

It lands switched off. The client’s checklist holds exactly this:

  1. Pick the client’s form that starts it
  2. Connect the client’s Twilio (SMS), for “Text the owner: a person must reply”, “Tell them a person will call” and “Text the owner”
  3. Connect the client’s Anthropic, for “Sort the enquiry”
  4. Connect the client’s Resend (email), for “Send to the office”
  5. Fill in Owner’s mobile (Texted when something needs a person now)
  6. Fill in AI model (The model the client’s key can use)
  7. Fill in Business name (How messages sign off)
  8. Fill in Kinds of enquiry (Comma-separated, the words the business uses: new job, quote, existing customer, supplier, job seeker)
  9. Fill in Office email (Where everything else goes)

What it does not do

  • Red flags come first. An enquiry that mentions “chest pain”, “dizziness”, “fainting”, “short of breath” goes straight to a person and is never sent a booking link or an automatic answer: for personal trainers these are signs the right answer is emergency or professional care, not an appointment.

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