Acceptance criteria
Technical, operator and evidence gates for proceed, extend or stop decisions.
The pilot succeeds only if it demonstrates technical reliability, operator adoption and a credible path to member and commercial value. Technical performance alone is not enough.
Gate 1: Ready to install
All criteria must pass before hardware is installed.
- Entry data source and member identifier are documented.
- Exit location is safe, practical and approved by the gym.
- Privacy notice, data roles and retention policy are approved.
- Test credentials and excluded credential types are listed.
- Site owner and staff participants are nominated.
- Baseline, recent period, visit window and action window are agreed.
Gate 2: Ready for live baseline
All criteria must pass at each gym.
- Exit capture accuracy is at least 90% across five operating days.
- Completed visit rate is at least 85% across five operating days.
- No unresolved safety, privacy or access obstruction exists.
- Duplicate, unmatched and offline events are visible in an exception view.
- Entry and exit timestamps are synchronised.
- Staff and test credentials are excluded from member analysis.
Gate 3: Ready for intervention
All criteria must pass before staff receive member action reports.
- At least eight complete weeks of usable baseline data are available, or the analysis plan documents a shorter approved baseline.
- Frequency decline logic has passed sample-member review.
- Session duration is labelled as a hypothesis in every operator view.
- Weekly flag volume fits agreed staff capacity.
- Control and intervention assignment is locked.
- Staff can record contact, outcome and follow-up in under two minutes per member.
Gate 4: Pilot technical acceptance
Measured over the final eight weeks across all eligible gyms:
| Criterion | Acceptance threshold |
|---|---|
| Exit capture accuracy | ≥ 95% overall, no gym below 90% |
| Completed visit rate | ≥ 90% overall, no gym below 85% |
| Event timeliness | ≥ 95% available within 15 minutes |
| Member identity match rate | ≥ 98% for captured entry and exit events |
| Critical data-loss incidents | 0 unresolved |
Gate 5: Pilot operator acceptance
| Criterion | Acceptance threshold |
|---|---|
| Operator report open rate | ≥ 80% |
| Operator action rate | ≥ 60% of eligible flagged members |
| Action outcome completion | ≥ 90% of recorded actions |
| Median time from flag to action | ≤ 5 business days |
| Participating gyms requesting continuation | At least 4 of 5 |
Gate 6: Evidence acceptance
The final report must include:
- Frequency change before cancellation for eligible cancelled members and matched active members.
- Session duration change before cancellation, explicitly reported as a tested hypothesis.
- Members flagged by signal type and gym.
- Operator report open and action rates.
- Post-intervention return at seven, 14 and 28 days.
- Control and intervention retention using locked group definitions.
- Control vs intervention retention difference with uncertainty and limitations.
- Retained revenue estimate using the pre-agreed formula and sensitivity range.
- Full data-quality appendix and exclusion counts.
Decision outcomes
Proceed
Proceed to a larger paid rollout when Gates 4 and 5 pass, the retention difference is positive or operational value is otherwise compelling, and no critical privacy or safety issue remains.
Extend
Extend the pilot when technical and operator gates pass but the sample is too small or the observation period is too short to judge retention outcomes.
Redesign
Redesign the reader, workflow or signal logic when either technical or operator acceptance fails but the root cause is specific and fixable.
Stop
Stop the current approach when reliable completed visits cannot be produced, operator action remains structurally low, or privacy and member experience risks outweigh the potential value.