Approval Queue
In short
The studio agent watches every student and works out who is worth emailing. It never sends anything on its own — you send every email yourself from Gmail.
The six New Student Funnel emails are written and dropped straight into your Gmail Drafts automatically, each sync. You review them there and send. Retention Nudges are different: they land in the Queue for you to approve, and approving one creates the Gmail draft. Dismissing one teaches the agent not to suggest it again.
What happens, in order
- 1A sync runs — Bookings and purchases come in from Momence. Recommendations are only worked out during a sync — nothing happens in between.
- 2Every student is checked — The six New Student Funnel rules below are applied to everyone. They are fixed rules, not judgement.
- 3The agent looks at the rest — A shortlist of lapsing students is passed to Claude, which decides who deserves a Retention Nudge.
- 4Funnel emails auto-draft — The six fixed funnel emails are written and placed straight into Gmail Drafts during the sync. You review and send them from Gmail — the app never sends anything.
- 5You review Retention Nudges in the queue — Each nudge card carries the reason it was raised and an editable draft. Approving creates the Gmail draft; dismissing records your reason and feeds it back to the agent.
The six fixed emails
These fire on fixed rules about passes and attendance. No judgement is involved — if a student matches, the email is written and dropped into Gmail Drafts automatically. They cover a new student from their first free class through to the end of their pass.
Free Class Followup
Sends when someone attends their first ever class, it was free, and they have not bought anything yet. Queued within a day of that class.
The email thanks them for coming in and offers the 3 class pass.
Offer Reminder
Sends when the Free Class Followup was drafted 5 to 7 days ago and they still have not bought. The offer is good for a week, so after that it stops.
The email a warm, low-pressure reminder that the 3 class pass offer is about to expire, naming the date.
New Student Check-in
Sends when they are on the 3-for-$45 pass with classes left but have not been in for over a week.
The email a gentle check-in reminding them how many classes they still have. Withdrawn automatically if they come back.
Pass Check-in (1/3 Classes Left)
Sends when they have one class left on the 3-for-$45 pass and are still coming regularly.
The email asks how the first two classes went, before the pass runs out.
3-Class Pass Ended
Sends when they finish the 3-for-$45 pass with nothing active to follow it, and came recently.
The email lays out what comes next — drop-in, 5-class, or unlimited.
5-Class Pass Ended
Sends when they finish a 5-class pass with nothing active to follow it, and came recently.
The email suggests the next option based on how often they have been coming.
The one email the agent decides
The Retention Nudge is the only recommendation based on judgement rather than a rule. It goes to students who used to come and have drifted away. Everything else above is off-limits to the agent.
Who it looks at
Only students who have actually paid for something before, are not currently in the new-student funnel, and have not been nudged in the last 30 days. A student gets shortlisted if their health score has dropped, their pass is about to expire or has just run out, they have no access left but were here recently, or they are simply overdue against their own booking rhythm. At most 12 students are looked at per sync, most urgent first.
What it knows about them
Their health score and state, everything they have bought, how many classes they have been to, how long since their first and last class, and their personal booking cadence — so “overdue” means overdue for them, not against an average. It also reads your hand-written notes on their profile, every email they have already been sent, and any recommendation you previously dismissed, along with the reason you gave.
How it decides
It is asked to nudge only when it clearly fits, and to say nothing at all otherwise — no nudge is the expected answer for most students. It must not re-raise something you have dismissed unless the situation has genuinely changed. Whatever it decides, it has to explain in one sentence, and that sentence is the reason shown on the queue card.
Limits that protect students from over-emailing
- One nudge per student, per month — A Retention Nudge cannot reach the same person twice in 30 days.
- Five nudges a day, studio-wide — Caps how much the agent can generate on any one day.
- Four-day cooldown between emails — Nobody receives two emails back to back, whatever triggered them.
- Never the same email twice — Once an email has been sent or dismissed for a student, that type will not come back.
- Stale suggestions expire — Anything sitting in the queue for more than 3 days is re-checked and replaced or withdrawn.
- New students are ring-fenced — Anyone on a trial or 3-class pass is handled by the fixed rules only — the agent cannot touch them.
Recommendations appear only when a sync runs, so a student who comes to class after the day’s sync is picked up on the next one. You can also run the analysis for one person at any time from their student profile.