Prenatal Fitness Testimonial Collection Workflow: A VA's SOP
Testimonials are the primary trust signal for prenatal fitness businesses. Pregnant women do not take chances with their bodies, and they will research heavily before booking. A steady stream of authentic client feedback builds the credibility that converts visitors into members. As the VA, your job is to run a reliable prenatal fitness testimonial collection workflow so the studio always has fresh social proof in the pipeline. This SOP covers the full cycle: who to ask, when to ask, how to ask, and what to do with the response.
Identifying the Right Clients to Ask
Not every client is a good testimonial source. Target clients who meet at least two of these criteria:
- Attended 6 or more classes (enough to have a genuine experience)
- Completed a full trimester with the studio
- Engaged positively in class or on social media (liked posts, commented, tagged the studio)
- Referred another client
- Responded positively to any previous communication
Pull this list from MindBody using attendance reports. Cross-reference with your CRM (GoHighLevel or similar) to check engagement history. Build a testimonial pipeline of 8-12 eligible clients at any time.
Prioritize clients who are nearing the end of their second trimester or just entering their third. They have had enough experience to speak credibly, but they are not yet in the final stretch where energy drops and priorities shift.
Do not ask clients in their first four weeks. They do not have enough context yet, and you risk a thin or lukewarm response that is harder to use.
Timing the Ask
Timing is the single biggest factor in testimonial collection success. The best moments to ask are:
After a milestone. A client completes her 10th class, finishes a workshop, or mentions in class that she had a great session. Ask within 24-48 hours.
After a positive interaction. The instructor notes that a client shared something meaningful after class. Flag it, and the VA follows up the next day.
At trimester transitions. Send a check-in message at the end of each trimester. Frame it as a client care touchpoint, not a testimonial request. The testimonial ask comes naturally in the flow of the conversation.
Post-birth re-engagement. When a former prenatal client comes back for postnatal programming, she now has a full before-and-after story. This is your strongest testimonial source. Flag postpartum re-engagements in your CRM and trigger the testimonial ask at the 4-week mark of their postnatal return.
Avoid asking around the due date window (two weeks before, two weeks after). Respect the client's headspace.
The Ask: Templates and Channel
Keep the ask short and personal. Generic mass emails produce generic responses.
Email template (initial ask):
Subject: Quick favor, [First Name]?
Hi [First Name],
You have been with us through [milestone or trimester], and we love having you in class. If you have had a positive experience, it would mean a lot if you could share a few sentences about what has been most helpful for you.
You can reply directly to this email, or if you prefer to post publicly, here is our Google review link: [link].
Either way works, and there is no pressure. Thank you for being part of the community.
[Instructor or Studio Name]
Keep the subject line personal. Avoid subject lines like "Share Your Feedback" or "We Want Your Review." They read like automated surveys and get ignored.
SMS alternative. For clients who are more responsive on text, send a brief message through GoHighLevel or MindBody's messaging feature. Keep it to 2-3 sentences max.
In-person ask. Instructors should flag high-engagement clients directly after class to the VA. The VA follows up the same day by email or SMS. A warm handoff from instructor to VA converts better than a cold outreach.
Collecting and Organizing Responses
Set up a shared folder (Google Drive works) with three subfolders:
- Raw responses (unedited, exactly as received)
- Approved and formatted (cleaned up with client permission)
- Published (with link to where it appeared)
When a testimonial comes in by email reply, copy it to the raw responses folder immediately. Do not let responses sit in the inbox and get lost.
Editing for use. Light editing is acceptable. Fix typos, break up run-on sentences, remove identifying medical details if the client did not explicitly consent to sharing them. Always get written approval before publishing any edited version. A simple reply-back, "I cleaned this up slightly for clarity, happy to share it?" is enough.
Consent tracking. Log each testimonial with the client's name, date collected, format (text, video), approved uses (website, social, email, Google), and approval date. A simple Google Sheet works. This protects the studio from any dispute later.
Video Testimonials
Video testimonials convert at a higher rate than text. They are also harder to collect. Use these tactics:
Ask clients who are already comfortable on camera. Check their social media. If they post Instagram Stories or Reels regularly, they are likely comfortable.
Keep the video brief. Ask for 60-90 seconds max. Provide three simple prompts:
- Where were you before you started prenatal fitness training?
- What has the experience been like?
- What would you say to someone on the fence?
Clients can record on their phone and send via email or WhatsApp. Accept any quality. Authentic beats polished for prenatal audiences.
Store video files in the shared Drive. Compress if needed before uploading to the website or social platforms.
Publishing the Testimonials
A testimonial that never gets published does nothing. Build a publishing rotation into the workflow.
Website. Add new testimonials to the site's testimonial section monthly. Prioritize quotes that speak to specific concerns: safety, instructor expertise, class modifications, community. These address the exact objections a pregnant prospect has.
Social media. Rotate testimonials into the social content calendar. Use Canva to create a simple graphic with the quote and client first name. Post at least two testimonial graphics per month.
Email campaigns. Include one testimonial in every promotional email. Place it near the call-to-action. It reinforces the decision at the moment of commitment.
Google reviews. Encourage clients who are willing to post publicly to use the Google review link. This supports local SEO. Aim for two new Google reviews per month minimum.
For a full picture of how VAs manage prenatal fitness operations end to end, see what is a fitness virtual assistant and fitness virtual assistant tasks list.
Frequently Asked Questions
How many testimonial requests should you send per month?
Aim to send 6-10 requests per month. Not every client will respond, and some will give vague feedback that is not usable. A 30-40% response rate with usable content is realistic. Higher volumes give you better raw material to work with.
What if a client gives a negative or lukewarm response?
Do not publish it. But do not ignore it either. Flag it for the owner or instructor with the full context. Negative feedback collected through the testimonial workflow is valuable operational data. Handle it as a service recovery opportunity, not a problem to suppress.
Can you use testimonials from social media comments without asking?
You should always ask before repurposing a comment as a formal testimonial. A quick DM asking "Is it okay if we share this on our website?" takes 30 seconds and protects the relationship. Most clients say yes. The ones who say no often have privacy concerns that are worth respecting.
How do you get more clients to leave Google reviews specifically?
Make the link frictionless. A short URL or QR code printed on a card handed out after class works better than a link buried in an email. GoHighLevel allows you to automate a review request SMS sent 48 hours after a class. Set up that automation and the review volume increases consistently.
Should testimonials include the client's full name or just a first name?
First name plus trimester or general context (e.g., "Sarah, 28 weeks") is the sweet spot. Full names require explicit written consent. Anonymous testimonials ("a current member") carry less credibility. First name with relevant context gives authenticity while protecting privacy.