Your classes stay full. Your front desk stays quiet.
Automatic follow-ups for class pass trials, a phone that captures membership inquiries 24/7, and class cancellation waitlists that refill themselves. Built for fitness owners who want to focus on training, not admin.
Where time disappears in a typical week.
The administrative and coordination friction we repeatedly observe in gyms & fitness studios:
Trial class sign-ups go cold
Someone signs up for a trial pass on your website but never books their first class. By the time you call them three days later, they have lost interest.
The phone rings mid-session
You are lead coaching a group or in a training session. A prospect calls to ask about class times or membership options - and hangs up when they get voicemail.
Last-minute cancellations leave empty spots
Members cancel a few hours before class. You have a waitlist, but you do not have the time to manually text each person in line to see who wants the spot.
Targeted automations and workflows.
Concrete interventions built to remove repetitive execution:
Instant trial pass follow-up
The moment someone registers for a trial, they get a text with class recommendations and a direct booking link. If they do not book, the system follows up politely over the next 48 hours.
AI booking host & receptionist
An AI receptionist answers questions about class schedules, pricing, and locations 24/7, and sends booking links to callers' phones.
Automated waitlist refills
When a member cancels their class spot, the system automatically texts the next waitlisted member. They can confirm with a single tap, refilling your class instantly.
Walkthrough: Boutique fitness studio, Toronto
Illustrative scenario demonstrating how this build typically coordinates operations.
Staff spent hours chasing trial sign-ups; last-minute class cancellations frequently left empty spots despite a long waitlist.
Automated trial text sequence and automated class waitlist triggers connected to Mindbody.
Trial-to-member conversions up 30%
What we recommend starting with.
Rather than deploying multiple automations simultaneously, we prioritize the single highest-frequency constraint—typically instant trial pass follow-up. Once that workflow operates reliably in production, secondary tools can be connected.
Questions gyms & fitness studios ask us.
Implementation details, operational constraints, and practical questions.
Does this work with Mindbody or Zen Planner?+
Yes. We integrate directly with Mindbody, Zen Planner, Glofox, and most fitness booking systems so everything updates in real-time.
Will the AI receptionist understand our class types?+
Absolutely. We train the AI on your exact class descriptions, pricing, rules, and instructor schedules, so it answers questions accurately.
What is the setup cost?+
For gyms, fixed packages start from $395/month, setup included. Most owners find that saving just two membership cancellations or converting three extra trials a month completely covers the cost.
Can it help win back lapsed members?+
Yes. We can set up automated win-back campaigns that trigger when a member hasn't booked a class in 30 days, offering them a special return rate or checking in on them.
Operating a gyms & fitness studio business?
Describe where your team spends the most repetitive manual attention. We will assess whether an automation or workflow integration can resolve it.