Reports to schedule in Claude and ChatGPT

Claude and ChatGPT can both run a prompt on a schedule: every morning, every Monday, on the 1st of the month. With Orlo connected, that gives you a report on your gym waiting for you, without opening the dashboard.

A scheduled run has nobody there to answer it. So a schedule should only ever read and report. Leave every change for a person, in a chat, where Claude or ChatGPT shows it to you first.

Before you start

• Connect Orlo first, as in “Connect Orlo to Claude and ChatGPT”.
• What you can schedule depends on your plan in each app, and not every plan lets a scheduled task use a custom connector such as Orlo. Check yours before you set one up.
• In Claude, look for scheduled tasks. In ChatGPT, scheduled tasks have their own page in the sidebar. Their screens change often, so follow each app’s own help for where the button is.

Start every scheduled prompt the same way

Begin each one with this sentence, word for word:

Using Orlo, only read and report. Never apply a change, never send an email or message, and never draft anything.

Claude and ChatGPT ask before they change anything in Orlo. A scheduled run has nobody to ask, and this sentence makes sure it stops instead of going ahead.

Every morning, before the first class

Today at the gym

Which classes are on today, how full is each, and which have three bookings or fewer? Which of today’s classes have no class plan yet? List any class that was cancelled today.

Payments to chase

Who owes us money, how much, and since when? Put the newest first.

New faces

Which clients joined or started a trial yesterday, and which class are they booked on next?

Set these for half an hour before you open, so the front desk can read them before the first class.

Every Monday

Members at risk

Which members with an active membership have not been in for two weeks? Whose pack is used up or nearly used up? Which former members used to come every week and have not been back in the last month? Give me one list to call, with the reason next to each name.

This is a list for a person to call or speak to at the desk. A personal word brings people back more often than an email does.

How last week went

How did last week compare with the week before, and with the same week last month? New members, cancelled memberships, active members and income.

Timetable fit

Which time slots have been under half full for each of the last four weeks? Which classes were full every time? Suggest what to move or add, but don’t change anything.

Marketing, if you send campaigns or run ads through Orlo

How did last week’s email campaigns do? How much did the ads spend, and how many new members came from them? How many people visited the website?

On the 1st of every month

The month in review

Give me a one-page summary of last month: income, new and cancelled members, the best and worst attended classes, and how they compare with the month before.

What’s coming up

Which bank holidays or days we might close fall in the next six weeks, and which classes are booked on them?

If you will be closed, add the days yourself, as in “Close the gym for a day or a holiday”.

Training

Which members logged their workouts last month, and which trainers’ classes logged the most? Who has stopped logging?

Three rules for every schedule

1. Keep the opening sentence. Don’t edit it out to make a prompt shorter.
2. Run it as the right person. A schedule sees only what the person who set it up can see. Reports about money need someone who can see payments; a front-desk account will be told it does not have permission.
3. Send it where it will be read. Have the report emailed to you, or sent where your team already looks. A report left in a chat nobody opens helps nobody.

When a report shows something to do, such as a class to move or a member to email, open a normal chat and ask for it there. Claude or ChatGPT shows you the change first, as in “What Claude and ChatGPT can do in Orlo”.