AI agents for gyms and fitness studios

An independent gym or boutique studio runs on a timetable and a membership list. The owner or studio manager sets classes, prices and membership rules. Personal trainers coach clients and often staff the desk between sessions. Group instructors, many part-time, lead the classes and need cover when they cannot teach. The desk books trials and tours, checks members in and handles freezes, cancellations and failed payments.

What slips is follow-up. A trial class gets booked and nobody asks how it went. Monthly dues fail on an expired card. A cancellation request arrives by social message and the date it came in is lost. A regular goes from three visits a week to none. Subs are arranged in a group chat, and CPR cards expire without anyone noticing.

An agent works from the booking system and leaves the decisions and the money with the owner.

• Follows up every lead and trial from the website, social messages and missed calls, so each person hears back from a person in time.
• Works the failed-dues list and sends members the payment system's own update-card link.
• Logs every cancellation and freeze request with the date it arrived, and drafts a dated reply.
• Spots members whose visits have dropped and drafts a check-in for the coach who knows them.
• Turns classes taught into an instructor pay worksheet the owner approves.
• Runs a sub request board that only offers a class to instructors certified for that format.
• Keeps a certification and CPR tracker and a QR-code equipment issue log, and reviews the timetable each month against bookings and waitlists.

PAR-Q+ answers, injuries and medical notes stay in the membership system or on paper and never go into an AI tool; the agent sends the form link, not the questions. Whether a member is cleared to train, and any exercise or medical advice, belongs to qualified staff. Fees, holds and refunds, and any cancellation decision beyond the contract, are the owner's call, and the agent never obstructs a cancellation. Health club cancellation rules are state law, and ROSCA applies to online sign-ups with recurring charges, so the owner decides what the contract requires. Card numbers never reach the agent, and the owner approves instructor pay.