Follow up on failed membership payments
Every failed gym payment gets a polite message and an owner, and frozen members are left alone.
Finance · Gyms and studios · On a schedule · Updated
Works with
- Slack
- Stripe
- PayPal
Slack
Stripe
PayPalHow do you follow up on failed membership payments?
To follow up on failed membership payments, set a morning Loop. Maito reads payments that failed since yesterday from your billing, groups them by reason and retry date, skips frozen members, flags access deadlines, drafts a short text for each member, and posts them in Slack for approval.
How it's done today
The owner checks the payment processor now and then and texts members from their own phone.
What Maito does
- List payments that failed since yesterday
- Group them by reason and retry date
- Check membership status and freezes
- Draft friendly messages for approval
Example
Loop run: Daily 8:00 AM · Failed payments
11 payments failed overnight, $869 in total. • 6 expired cards ($534) • 3 insufficient funds ($195) • 2 declined by the bank ($140) The processor retries insufficient-funds payments on Oct 22 and 25. Expired cards won't retry until the card is updated. 9 texts are drafted, for example: Hi Sam, your $89 membership payment didn't go through. Update your card here and you're all set. Reply if you need help. Catch: 2 of the 11 are on a freeze that started Oct 1, so they should not have been charged at all. I skipped them and listed them for a refund check. Also, Tyler B. failed twice in a row, and under the 7-day rule his access locks tomorrow. From the membership system. Approve the 9 texts, Marcus?
@Maito send the 9. Don't lock Tyler, he's been here 4 years. I'll text him myself.
9 texts are sending. I've flagged Tyler's account so the lock needs your decision first, and I'll check the 2 frozen charges with you tomorrow.
Maito (8:00 AM):
11 payments failed overnight, $869 in total.
• 6 expired cards ($534)
• 3 insufficient funds ($195)
• 2 declined by the bank ($140)
The processor retries insufficient-funds payments on Oct 22 and 25. Expired cards won't retry until the card is updated.
9 texts are drafted, for example: Hi Sam, your $89 membership payment didn't go through. Update your card here and you're all set. Reply if you need help.
Catch: 2 of the 11 are on a freeze that started Oct 1, so they should not have been charged at all. I skipped them and listed them for a refund check.
Also, Tyler B. failed twice in a row, and under the 7-day rule his access locks tomorrow. From the membership system. Approve the 9 texts, Marcus?
Marcus (8:20 AM):
send the 9. Don't lock Tyler, he's been here 4 years. I'll text him myself.
Maito (8:21 AM):
9 texts are sending. I've flagged Tyler's account so the lock needs your decision first, and I'll check the 2 frozen charges with you tomorrow.
How to set it up
- Ask your agent
“Every morning at 8, list membership payments that failed since yesterday with the reason and retry date. Skip frozen members. Draft a short text for each and post them in #front-desk for me to approve.”
- Connect billing
- Stripe
- PayPal
- Connect SMS
- Twilio
- Use membership software
- Mindbody
- Glofox
No MCP server needed. Ask your agent to save a skill with the steps, then add the login or API key in Settings → Vault.
Not connected yet? Your agent sends you a link to sign in.
What it won't do
It doesn't retry or refund payments. Those stay with your team and the processor.
Questions
No. It drafts the texts and you approve before they go out.
Members on a freeze. It lists them separately so you can check for refunds.
Stripe or PayPal for payments and Twilio for texts. Membership software like Mindbody or Glofox works through a skill with a login in the Vault.
