For Gym Operations Managers ·
What you'll accomplish
By the end of this guide, you'll have Claude configured as a gym-specific assistant that already knows your gym's name, pricing, policies, communication tone, and common tasks. Every social post, email, job posting, and training document you generate will be on-brand from the first draft — no more explaining your gym every single time you open a new chat.
What you'll need
Go to claude.ai → click "Sign Up" → enter your email and set a password. Verify your email when prompted. You'll land on the main Claude chat interface.
What you should see: A clean chat interface with a text input at the bottom and Claude's greeting at the top.
In the left sidebar, look for "Projects" — it appears below your recent conversations. Click "New Project."
What you should see: A project creation screen with fields for a project name and project instructions. Troubleshooting: If you don't see Projects, you may need Claude Pro. With the free tier, you can still get most of the benefit by pasting your gym context at the start of each conversation using the method in Step 4.
Give it a clear name like "[Your Gym Name] Operations" or "Gym Content + Ops." This keeps your gym work separate from other Claude conversations.
This is the most important step. In the "Project Instructions" box, write a description of your gym and how you want Claude to help. Here's a template — fill in your specifics:
You are an operations assistant for [Gym Name], a [type of gym — e.g., "franchise Planet Fitness location" / "boutique CrossFit studio" / "independent health club"] in [City, State].
About our gym:
- Membership pricing: [e.g., "Basic: $10/month, Classic: $25/month, Black Card: $25/month"]
- Hours: [e.g., "Open 24/7" or "Mon-Fri 5am-10pm, Sat-Sun 7am-8pm"]
- Staff: [e.g., "3 full-time, 8 part-time front desk, 6 personal trainers"]
- Key amenities: [list 3-4]
- Cancellation policy: [e.g., "Members can cancel anytime with 30 days notice. We offer a free 30-day freeze once per year."]
Communication style:
- Tone: [e.g., "friendly, energetic, not corporate — like a knowledgeable friend"]
- We avoid: [e.g., "pushy sales language, guilt-tripping members about attendance"]
- Our typical member: [e.g., "working adults 25–55 who want a no-frills gym with good equipment"]
I'll ask you to help with: social media posts, member emails, job postings, staff training documents, performance reports, and member communication templates. Always write in our voice and reference our specific policies and pricing when relevant.
Click "Save" when done.
What you should see: Your instructions are saved to the project. Every conversation you start in this project will automatically have this context.
In the project screen, look for a "Files" or "Upload" option. Upload:
Claude will reference these files in every project conversation.
What you should see: Documents appear in the project sidebar, marked as available for Claude to reference.
Click "New Conversation" inside your project. Type: "Write this month's member newsletter. We have [current promotion or event] happening. Keep it under 200 words."
What you should see: Claude's response will include your gym's name, reference your pricing or policy if relevant, and match the tone you described — without you having to re-explain any of it.
Copy these into your Claude Project for instant results:
Social media calendar: "Create a 4-week social media calendar for [this month]. We have [promotion/event] coming up. Include caption drafts for each post."
Win-back email: "Write a win-back email for members who haven't visited in 30 days. Offer a free personal training session. Keep it under 150 words."
Staff SOP: "Turn this verbal procedure into a training document: [paste your description of the process]"
Owner report narrative: "Write a 3-paragraph owner report summary using these numbers: [paste your monthly stats]"
Complaint response: "A member complained: [paste complaint]. Write a professional response I can post publicly or reply by email."