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Owner Outreach Intelligence

10 automations running the full gym-owner acquisition motion, from first contact through email, Instagram, and phone to a booked reply. Every figure below is computed live from GHL, Sheets, and MongoDB. Nothing is entered by hand.

144-day briefing

In 144 days, the gym owner outreach system has reached 4,786 gyms and emailed 2,697 of them, getting 51 real replies back (1.9%) plus 6 positive Instagram responses off 1,160 DMs sent.

All 10 automations are live and running. The reply rate counts real replies only; out-of-office and "we got your message" emails are shown separately in Reply intelligence below.

Contacts in CRM
4,786
Gyms emailed
2,697
Replied
51
Reply rate
1.9%
Email performanceEvery cold email version side by side, from contacted to signed.Open →
Lead journey, stage by stage
Prospect Opprotunity
472
14.7% of pipeline
New Lead Aquired
1,449
45.1% of pipeline
Dead Lead/unsubscribed
164
5.1% of pipeline
Limbo
1
<0.1% of pipeline
Joined The Waitlist
1
<0.1% of pipeline
Responded/Answered
26
0.8% of pipeline
Appointment Booked
5
0.2% of pipeline
No showed
0
0% of pipeline
No Sale
7
0.2% of pipeline
Trial Phase - Not Sold
6
0.2% of pipeline
Sold
1
<0.1% of pipeline
Quiters
2
0.1% of pipeline
No Response
14
0.4% of pipeline
Instagram Outreach
1,059
33% of pipeline
Alt Outreach
3
0.1% of pipeline
Channel effectiveness
Email converts best at 1.9% - 2.1x Instagram's 0.9%.
Email - 51 of 2,697 gyms replied
1.9
Instagram - 10/1,160 replied
0.9
Phone - 0/0 positive
N/A
Reply intelligence
Email
via Reply Detector
51REPLIED
✓ Interested1121.6%
✕ Not interested2549%
Other replies1529.4%
Auto-replies18n/c
Auto-replies (18) are "we got your email", out-of-office and "email someone else instead" emails. Shown here, but not counted as replies or in the reply rate.
Instagram, main
Mari, by hand
10REPLIED
✓ Positive660%
✕ Negative440%
Alt, email redirect
Auto-responder feeder
0REPLIED
✓ Interested00%
✕ Not interested00%
Alt, IG Bridge
IG reply + redirect feeder
0REPLIED
✓ Interested00%
✕ Not interested00%
Auto-ack00%
Needs review00%
Email funnel
Scraped
Step 01
6,585
Drafts created
Step 02
2,868
43.6% kept
Gyms emailed
Step 03
2,697
94.0% kept
Replied
Step 04
51
1.9% kept
Reply rate
1.9%51 / 2,697OF GYMS EMAILED
CrossFit vs HYROX
CrossFit leads on 4 of 4 metrics, HYROX on 0.
CrossFit HYROX
1,712
Contacts in CRM
CrossFit 33% more
1,292
1,685
Hot leads
CrossFit 41% more
1,193
26
Warm leads
CrossFit 13% more
23
1,686
Drafts created
CrossFit 43% more
1,182
Average prospect score of drafted gyms: CrossFit 77.8, HYROX 75.2 (hot is 65 and up)
Hot vs warm leads
Hot leads on 3 of 3 metrics, Warm on 0.
Hot Warm
1,685
CrossFit
Hot 65x more
26
1,193
HYROX
Hot 52x more
23
2,878
Combined
Hot 59x more
49
Direct vs generic email quality
Direct leads on 2 of 2 metrics, Generic on 0.
Direct Generic
1,239
CrossFit
Direct 5x more
257
868
HYROX
Direct 4x more
214
Email vs Instagram
Email leads on 2 of 2 metrics, Instagram on 0.
Email Instagram
2,697
Outreach sent
Email 133% more
1,160
51
Replied (any outcome)
Email 5x more
10
Top locations
Chicago
28
San Diego
26
Vancouver
24
Los Angeles
14
Scottsdale
14
Seattle
13
Phoenix
13
Nashville
12
10 automations
Lead Gen Pipeline
Turns pre-scraped cold gyms into scored, deduped, personally-drafted prospects - CrossFit at 7:00 AM, HYROX at 7:30 AM.
6,585Total scraped
Live 05/25/2026
Dave Approval Handler
Watches David's Sent folder every minute and records what he actually sent, so follow-ups are timed correctly.
2,697Gyms emailed
Live 05/25/2026
Cold Outreach Sequencer
Every morning at 8:15, drafts the next due touch for active gyms and stops the sequence the instant one replies.
1,423In sequence now
Live 05/28/2026
Reply Detector
Reads every inbound reply, classifies intent automatically, and routes it - including auto-responder redirects to Alt Email.
51Replied
Live 06/26/2026
IG & Phone Tag Handler
Turns David's manual reply tags (IG or phone) into the right CRM moves - the two tags he adds trigger everything else.
6IG replied positive
Live 06/28/2026
IG & Phone Outreach
For email-exhausted gyms: finds a real Instagram handle to DM, then flags a phone call if the DM goes cold.
64IG ready to send (backlog)
Live 06/28/2026
Alt Email Outreaching
When a gym's auto-reply redirects to another address, this restarts outreach there - a fresh draft plus a 3-touch follow-up.
4Auto-responders detected
Live 07/05/2026
IG Bridge Sequence
The 3-touch email sequence for gyms who moved TWU from Instagram to email - with a known label-collision to watch.
0Touch 1 sent
Live 07/07/2026
IG Duplicate Checker
Re-matches Instagram contacts that couldn't be linked to a master gym record - nightly, against a fuller master pool.
625Matched (fixed)
Live 07/07/2026
Temp Away & Paused Contacts
The unified pause/resume brain: brings out-of-office contacts back on schedule, across all four outreach flows.
0Currently paused
Live 07/08/2026