DBR & WhatsApp
Database reactivation with WhatsApp
With database reactivation you put an old list back to work. Leadgains approaches old leads, ex-members or dormant contacts via WhatsApp with a 10-day pass, books appointments with interested people and cleans up your database at the same time.
Brief overview
Leadgains approaches old leads, ex-members or dormant contacts via WhatsApp with a 10-day pass. Anyone who shows interest will be included in the DBR follow-up. Anyone who sends STOP will be deregistered.
- The list is cleaned up to usable mobile phone numbers.
- We check which numbers are active on WhatsApp.
- The WhatsApp volume builds up quietly.
- If you are interested, the AI will try to book an appointment.
Calculate your potential revenue
This calculator uses the same KPI ranges as the Leadgains Profit Calculator. First enter the economic values and then adjust the KPIs. This gives you a quick view of what a cautious, expected and strong scenario could produce.
How does the flow work?
DBR only works well when the volume is controlled and the club knows what responses can come in. Leadgains therefore first warms up a new WhatsApp number and then sends a limited number of messages every day.
We check WhatsApp numbers, send out the offer, recognize interest and let the AI book the appointment.
When someone calls or has doubts, confirm that the action is real and immediately try to capture a moment.
The lead can claim the pass, ask questions, bring a buddy or send STOP. Each answer determines the next step.
| Moment | What's happening? |
|---|---|
| For the campaign | The list is cleaned up to contacts with mobile phone number. We then check whether those numbers are active on WhatsApp. We ignore SMS, because the conversion is lower and the cost per message is higher. |
| Warm-up WhatsApp number | A new linked WhatsApp number is built up over 1 to 2 weeks. We start around 15 messages per day and gradually scale to a maximum of about 50 messages per day. |
| Send out daily | The daily volume depends on the capacity of the club and the age of the list. Older frames often contain more waste; With younger lists we take more into account direct follow-up pressure in the club. |
| No response | If someone does not respond to the first DBR message, there will be no additional follow-up by default. |
| STOP or unsubscribe | When someone sends STOP, that person is set to DND. That person will then not be included again in a subsequent reactivation. |
| Interested in the pass | When the AI recognizes that someone is interested in the 10-day pass, the person enters the opt-in stage as a new lead in the pipeline. From that moment on, the club can also follow up itself. |
| Questions or objections | The AI answers questions about the club, prices, conditions and practical matters. If someone asks whether the pass is really free or what conditions are attached to it, the AI will explain this transparently. The AI then sends you again to book an appointment. |
| Appointment booked | After booking, the AI asks if the lead would like to bring a buddy. The lead then receives information about what to bring and links to add the appointment to Google Calendar, Apple Calendar or Outlook. |
Some people claim the pass. Others send STOP or call the club asking if it is real. Then feel free to confirm that it is real and use the moment to make an appointment immediately.
DBR not only delivers agreements. It also cleans up old data, as incorrect numbers, opt-outs and irrelevant contacts become visible.
WhatsApp messages
The examples below show the Dutch DBR messages and follow-up messages. The first DBR templates are active in the WhatsApp template settings. The follow-up will be sent automatically when someone shows interest, but has not yet booked an appointment.
Starting message: standard 10-day pass
This is the general DBR template for clubs without a specific new concept.
Starting message: Milon Circuit
This is the DBR template when the campaign revolves around the new Milon Circuit.
31 minutes after opt-in with no response
When someone shows interest but does not respond further, a short check follows to elicit a response.
D1: pass is active from today
This follow-up starts when someone wants the pass, but has not yet booked an appointment.
D2: reset start date
D2 follows when the person has not yet come by or has not yet captured a clear moment.
D3: last attempt before the pass expires
D3 is the last standard attempt in this passing sequence. The tone remains practical: the lead can still have the start date adjusted.
Conditions of the 10-day pass
The 10-day pass is free, but is not framed as a non-binding “just come and exercise for ten days without follow-up”. The club uses this as an entry point to correctly place someone in the system and immediately choose the appropriate membership.
When someone asks if it is really free, if there are any conditions attached or what happens after those 10 days, the AI will answer transparently. The AI explains that the person can try for 10 days for free, but will be correctly entered into the system on day 1 with a suitable membership.
"Today we will put you correctly in the system with the membership that suits you best. You don't pay anything yet. If you don't like it within 10 days, we will cancel everything free of charge. If you like it, it will continue from day 10."
This is how the AI explains it
- The lead gets 10 days for free to discover the club.
- On day 1, a membership is chosen that suits you best.
- The lead pays nothing on day 1.
- If the lead decides within those 10 days that it is nothing, everything will be canceled free of charge.
- If you like it, your membership will automatically continue from day 10.
Important in the club
- Make this light and clear: this is the standard procedure for the 10-day pass.
- Make it clear that there is little risk for the lead, because they only pay from day 10.
- Avoid making it sound like someone just comes to train for 10 days for free without choice or follow-up.
- When someone asks if there is a catch, calmly explain the procedure.
Related help docs
These pages tie into database reactivation and help with follow-up, unsubscribes and appointment management.
Explanation of opt-out, DND and why STOP is stricter than regular follow-up removal.
Use this when a contact should not be followed up automatically.
Overview of regular lead follow-up with timing, templates and stop rules.
Practical guide to making an appointment yourself when someone contacts you directly.
Frequently asked questions
From the moment the AI recognizes interest in the 10-day pass. This can happen through a button click, a positive reply or a message that clearly shows the person wants the pass. The person then enters the opt-in stage.
Confirm it is real. This is an opportunity to ask when the person wants to come by and possibly book an appointment yourself.
SMS in this context usually has a lower conversion and higher cost per message. That is why DBR focuses by default on contacts that are active on WhatsApp.
The contact is set to DND and should not be automatically included in a subsequent reactivation. See also What happens at STOP or DND?.
The normal DBR follow-up is then no longer necessary. The appointment confirmation and reminders take over. The AI also asks if the lead wants to bring a buddy and provides practical information, such as what the lead should bring and calendar links.
Use normal procedure to remove someone from follow-up when further follow-up is no longer useful. See Remove someone from follow-up.