36 Chambers

What Slack sends your team

Every message our bot sends, and what to do about it.

Your school channel

Who sees it: everyone at your school on Slack, and Tiernan.

Team jobs go here, like trials and Monday numbers.

Direct messages

Who sees it: the programme director for that site.

Jobs for one person go here, like new leads and calls.

Sometimes a direct message goes to the channel.

This happens if the bot can't tell the site, or the person isn't on Slack yet.

Texts from unknown numbers do this most.

No one owns these, so use the eyes and tick below.

Show you've got it

Slack can't show who has read a message.

So add a quick emoji. Then no one calls a family twice.

Press and hold a message to add one.
On a computer, hover and click the smiley.

  • Eyes means "I've got this"Add it when you start.
  • Tick means "done"Add it when it's sorted.
  • Buttons answer questionsIf a message asks something, tap a button. Slack shows who tapped.
  • Ask in the threadReply under the message, not as a new post.

Every day

The ones you'll see most. Tap a message to open it.

Trials todayCall each family before their trial Nothing to add

School channel7:30am on trial days. 5pm the night before for trials before 9am.

A list of today's trials, and who still needs a call.

Confirmed means they tapped "See you there" on WhatsApp.

Read replies means the family wrote back.

What to do
  • Call every family by 12 noon on the day.
  • For trials before 1pm, call the night before.
  • Under Read replies, read the chat first.
  • Call from the LeadConnector app. The name ticks itself.
your-schoolexample
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36 ChambersAPP07:30
Trials today · Thursday 29 October
Call before trial (1)
17:20  Ava · Juniors 9-11 · ⬜ call by 12:00
Read replies (1)
18:10  Leo · Youth 12-15 · Asked if he needs a uniform · ⬜ call by 12:00
Confirmed (2)
16:00  Isla · Tiny Champions 3-4 · ✅ called 09:42
19:15  Daniel · Adults 16+ · ✅ called 10:05
Call today for tomorrow morning (1)
09:30  Max · Little Champions 5-8 · call by 21:00
4 booked · 1 to call · 1 reply to read · 2 confirmed
Please call every family before their trial: by 12 noon, or the evening before for trials before 1pm. Names tick when you call from the LeadConnector app.
Under Read replies, read the chat first. Tap a name to open their contact.
1 replyTrial brief

Made-up names. Two-site schools get one part of the list per site.

Trial briefRead it before each trial Nothing to add

School channel, under the listA few minutes after the list.

More about each trial: their goal, why now, and any worries.

It comes from their forms and their messages.

What to do
  • Read it before each trial, so you know why they came.
Threadyour-school
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36 ChambersAPP07:35
Here's a bit more about each of today's trials
16:00  Isla · Tiny Champions 3-4
Goal: Make friends, burn off energy  (form)
Worries: Very shy with new people  (form)
18:10  Leo · Youth 12-15
Goal: Self-defence  (messages)
Why now: Having a hard time at school  (messages)
19:15  Daniel · Adults 16+
Goal: Improve fitness, self-defence  (form)
Worries: Not being fit enough  (form)
From the lead form, the personalisation form and their own messages. Updated through the day as bookings change.
Showed, No-show and Did they join?Tap the buttons after each trial Tap to answer

School channel, on the same listAs each trial starts.

When a trial starts, Showed and No-show buttons appear on its line.

One tap updates GoHighLevel.

After Showed, a Did they join? menu appears.

What to do
  • Tap Showed or No-show in class or just after.
  • You can mark it in GoHighLevel instead.
  • Then pick a membership, Still deciding, Waiting list or Not joining.
  • Not joining and Still deciding ask why. One line is plenty.
your-schoolsame message, 18:30
36
36 ChambersAPP07:30 (edited)
Trials today · Thursday 29 October
Mark attendance (1)
18:10  Leo · Youth 12-15
ShowedNo-show
Attendance
✅  16:00  Isla · Tiny Champions 3-4 · Showed, marked by @Alex · joined on Monthly by @Alex
✅  17:20  Ava · Juniors 9-11 · Showed, marked by @Alex
Did they join?
4 booked · 2 showed · 0 no-show · 1 to mark
Buttons appear on each trial once it starts. Tap Showed or No-show, or mark it in GoHighLevel as usual. After a Showed, answer Did they join? on that line. About 30 minutes after the last trial, one recap in this thread picks up anything left.
Evening recapTap what is left Tap to answer

School channel, under the listAbout 30 minutes after the last trial.

Trials not marked yet, and anyone with no join answer.

If it's all done, it doesn't post.

What to do
  • Tap an answer for each one.
  • Anything left comes back on Monday.
Threadyour-school
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36 ChambersAPP20:45
Recap · 1 trial to mark
One tap each updates GoHighLevel. Anything left comes up again on Monday.
Daniel · 19:15 · Adults 16+
ShowedNo-show
New lead cardCall them if they don't book Nothing to add

Direct messageThe moment a lead comes in.

One card for each new lead.

It ticks as they book, sign the waiver and fill in their forms.

What to do
  • Most people book by themselves within 5 minutes.
  • If they don't, call them.
  • Tap Get contact notification to open them in the LeadConnector app.
  • Ring from the app and the card shows Called.
36 Chambersdirect message
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36 ChambersAPP13:52
🆕  New lead · Sophie Turner for Max (7)
Interested in
kids
Came from
Meta Ads
Training reason
Confidence
Phone
07700 900412
Came in at 13:52 on Thu 29 Oct
📞 Call from the LeadConnector app. Tap Get contact notification and this lead pops up there in a few seconds.
⬜  Trial booked · not yet
⬜  Waiver signed · not yet
⬜  Personalisation done · not yet
⬜  Called · by 2:57pm
Get contact notificationWhatsApp message
Call reminderCall by the time shown Nothing to add

Direct message, under the lead card5 minutes after a lead who hasn't booked.

If they haven't booked by now, they most often won't.

So this buzzes your phone. LeadConnector buzzes too.

Where calls are tracked, they count in the Monday numbers.

What to do
  • Call by the time shown.
  • The clock only runs in calling hours, so night leads are due next morning.
  • Use the LeadConnector app, or the call won't count.
Threadon the lead card
36
36 ChambersAPP13:57
@you 📞 Not booked yet. People who haven't booked by now usually won't on their own, so please give Sophie a call.
Call by 2:57pm · use the LeadConnector app so it counts.
Text, email or missed callReply or call back Add eyes, then a tick

Direct messageA text, email, call or voicemail to your GoHighLevel number.

Someone got in touch, but not on WhatsApp.

Messages within 30 minutes join up, so you get one ping, not five.

The last line tells you who they are:

  • Card: ... They are an enquiry. Their card's name and stage come next.
  • No card yet: not a form enquiry. They never filled in a form.

No card often means a member, a parent, or someone new who rang.

What to do
  • Tap the name to open the contact.
  • Reply or call back from GoHighLevel.
  • If it lands in the channel, add eyes first so no one doubles up.
  • Add a tick when you've replied.
your-schoollanded in the channel
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36 ChambersAPP19:00
💬  2 messages from an unknown number (voicemail, text)
Latest, 18:14:
I'm calling about Ella. I'd like to cancel her membership, she won't be coming any more.
No card yet: not a form enquiry · first 18:00
👀1✅1
1 reply"Called back, passed to the owner"

An unknown number has no site. So at a two-site school, it goes to the channel.

Every week and month

The Monday check-in and month-end.

Monday check-inAnswer everything in the thread Add a tick when done

School channelEvery Monday at 9am.

Last week's numbers. They match the weekly email.

The thread lists jobs still open.

That means trials to mark, join answers and ended FEO challenges.

On the first Monday of the month, it adds the waiting list.

What to do
  • Open the thread. Each item is a tap.
  • Ask questions in the thread.
  • Add a tick when the thread is clear.
your-schoolexample numbers
36
36 ChambersAPP09:00
Weekly check-in · 2 November
Last week · 26 Oct to 2 Nov
📥  Leads: 14
📅  Bookings made: 6  (trials on any date)
🥋  Trials that took place: 5 showed, 2 no-shows
🎉  Joined: 3 new members, 0 FEO
📞  Leads called in time: 60% (3 of 5 who didn't book)
⏰  Trialists called in time: 86% (6 of 7)
Same numbers as the weekly KPI email. Trials that took place are counted on the day of the trial.
🎬  Content last week: 2 of 4 targets met
2 trials still need marking from the last two weeks. Tap Showed or No-show on each one in the thread below.
3 students have no join answer yet. Pick their membership, Still deciding or Not joining for each in the thread.
Reply in this thread with any questions.
✅1
6 repliesLast reply today
Month-endMark trials, then fill in the form Add a tick when done

School channelThe day before month-end. 5pm on the last day. Then the 1st and 2nd.

Joins count in the month they are marked.

So before the month ends, the bot lists what's left to mark.

On the 1st, a short form asks for numbers only you know.

That means things like total members and money taken.

Your report goes out on the 3rd.

What to do
  • Mark everything in the thread before the month ends.
  • On the 1st, tap the button and fill in the form.
  • Add a tick when the form is in.
your-school1st of the month
36
36 ChambersAPP09:03
📊  October 2026 wrap-up · Your School
6 numbers still to fill in: total members, members on freeze, cancellations, revenue, instructor costs, non-media marketing.
Fill in your October numbers
Your report goes out on the 3rd. The form asks only for what is missing. Anything still to tidy in GoHighLevel comes up in this thread.

Now and then

These only come when a person is needed.

Who is this trial for?Tap the right child Tap to answer

School channelWhen the bot can't tell which child a booking is for.

A parent with more than one child booked a kids trial.

The bot can't tell which child, so it asks you.

What to do
  • Tap the right child.
  • Tap A new child for a brother or sister we don't have yet.
  • Tap Not a real booking for tests or mistakes.
  • If no one answers, a reminder comes in the thread.
your-schoolexample
36
36 ChambersAPP13:08
Sophie booked a trial for Saturday, November 7, 2026 9:30 AM (Kids 5-8 Free Trial Session). Who is it for? The booking says "max".
Max · KidsMia · KidsA new childNot a real booking
WhatsApp hand-offReply in the chat Add a tick when done

Direct messageWhen the WhatsApp bot needs a person.

The bot couldn't answer, or they asked for a person.

The bot now stays quiet in that chat for 24 hours.

What to do
  • Tap the name to open the chat, or use the academy phone.
  • Reply the same day. They were told the team will reply.
36 Chambersdirect message
36
36 ChambersAPP11:41
🙋  WhatsApp hand-off: Emma Clarke · Your School
They asked:
Is there a membership for just one class a week? Max can only do Saturdays.
Bot's note: Emma wants to know about a once-a-week membership, as her son Max can only come on Saturdays.
Trial: Sat 31 Oct, 9:30am
The bot has stopped in this chat for 24 hours. Tap the name to open the chat, or reply from the academy phone.
Website chat hand-offLook out for their WhatsApp Add a tick when done

Direct messageWhen someone on your website chat asks for the team.

The website chat never asks for a name or number.

Instead, a button opens WhatsApp with a message ready to send.

That message ends with a code like W-K7Q2.

What to do
  • Read the chat so you know what they asked.
  • Look out for a WhatsApp message with that code. Reply there.
  • Add a tick when you've replied, or if they never wrote.
36 Chambersdirect message
36
36 ChambersAPP19:15
💬  Website chat hand-off · Your School · ref W-K7Q2
Someone on the website chat asked for the team. If they message the WhatsApp line, their message ends with this ref. The chat:
Bot: Hi, I'm the AI assistant for Your School. Ask me about classes, ages, times or booking a free trial.
Visitor: Can I bring my own gloves to the kickboxing class?
Bot: I'm not sure, so it's best to ask the team. Message the team on WhatsApp opens WhatsApp with a short message ready to send.
The chat never asks for a name or number, so the visitor has to message first. Page: /timetable/
Low reviewReply in GoHighLevel Add eyes, then a tick

School channelA 1, 2 or 3 star review. Only at some schools.

Good reviews get a reply by themselves.

Low ones don't, because a person should answer.

What to do
  • Open it in GoHighLevel and press AI Reply for a draft.
  • Change the draft, then post it yourself.
  • If it's not clear who replies, sort it out in the thread.
your-schoolexample
36
36 ChambersAPP14:22
⚠️  New 2-star review on Google  ★★☆☆☆
Jordan P wrote:
Nobody got back to me about the timetable change.
This one will not get an automatic reply. Open it in GoHighLevel, press AI Reply for a draft, edit it and post it yourself.
Open reviews in GoHighLevel
👀1
Trial change not finishedFix the booking Add a tick when done

Direct messageUp to 2 hours after a move or cancel request. Never 9pm to 8am.

A family asked the WhatsApp bot to move or cancel a trial.

The bot sent them buttons, but the booking hasn't changed.

Or the bot couldn't find their booking.

What to do
  • Open the chat and fix the booking with them.
  • Then they won't get reminders for a trial they'll miss.
36 Chambersdirect message
36
36 ChambersAPP10:12
Hannah Price asked to change a trial on WhatsApp, but no upcoming booking was found for their number. Please check the chat.

One version. The wording changes with what happened.

Quick fix neededDo the fix it gives you Add a tick when done

Direct messageWhen a card is moved the wrong way in GoHighLevel.

A card skipped a step, so the bot moved it back.

The message says just what to do.

What to do
  • Follow the "To fix" line. It takes a minute.
  • Then the join counts in your numbers.
36 Chambersdirect message
36
36 ChambersAPP15:20
🔧  Quick fix needed
Isla was moved into Onboarding or Membership without going through Joined, so the card was moved back. (card: Isla || Kids)
To fix: Record Trial Attended, set Membership Type, then move the card to Joined.
Trial marked too earlySet it back to Confirmed Add a tick when done

Direct message4:30pm, only when needed.

A trial that hasn't happened yet shows as attended.

Most often, the booking was moved after it was marked.

Now the family won't get their reminders.

What to do
  • Set the booking back to Confirmed in GoHighLevel.
  • Send the family a quick message before their trial.
36 Chambersdirect message
36
36 ChambersAPP16:30
Hi, Ava's trial is Sat 31 Oct at 10:20 (Juniors 9-11, Your School), but GoHighLevel already marks Ava as attended. Was the booking moved after it was marked? If so, please set it back to Confirmed and send Ava a quick message. Ava won't get the usual reminders.
Open Ava in GoHighLevel
FEO challenge endingAsk if they will join Tap to answer

Direct message10am, 7 days before a challenge ends.

Kids challenges last 4 weeks. Adult ones last 6.

The last week is the time to ask about joining.

What to do
  • Talk to them this week.
  • Pick their answer in the menu.
  • Pick a membership and GoHighLevel moves them on for you.
  • If you don't answer, it comes back on Monday.
36 Chambersdirect message
36
36 ChambersAPP10:00
🥋  Charlie's 6-week FEO challenge ends Fri 6 Nov
Their last week is the time to ask. Did they join?
On FEO since Fri 25 Sept · Your School · 07700 900588
Did they join?Open in GoHighLevel
Notes from TiernanRead it, add a tick Add a tick when done

School channelNow and then.

News, how-tos and changes.

These come from a person, not the bot.

What to do
  • Read it. Ask anything in the thread.
  • Add a tick so Tiernan knows you saw it.
your-schoolexample
TD
Tiernan De Souza18:12
Hi team 👋 Quick one: from Monday, call times pause during kids classes, 4pm to 6:30pm. The Slack reminder shows the new call-by time, so just follow that.
✅3👍1
Safeguarding flagOpen the chat right away Add a tick when done

Direct messageRare.

The bot or website chat saw something that might be a safeguarding worry.

The Slack message only shows a name, never the detail.

That is on purpose.

What to do
  • Open the chat in GoHighLevel right away and read it there.
  • Follow your school's safeguarding policy.
  • Add a tick when the right person has it in hand.
No example here. The real message is short on purpose: a name, a link and nothing else.