ShazzBiz · AI Solutions

AI workflow automation for Wellness & Fitness

Gyms · boutique studios · personal trainers · wellness centers

An enquiry answered too lateAsked at 9:40 pm, answered the next afternoon

A trial nobody follows upOne visit, then silence

A regular who slowly stops comingNoticed only when the membership is cancelled

An AI agent for your studio

Workflow automation and AI prototype · a sample studio, live

Member journeyActive5 steps · 2 approval points

{{i:play}} Test runPublish

1

Trial sign-upFree pass or class booking

InstagramWhatsAppWebsite

2

Instant follow-upReply in seconds, first visit booked

WhatsAppBooking

3

Conversion journeyNudges until they join, stops on sign-up

3 messagesCRM

4

Retention watchChurn-risk alerts when attendance drops

WeeklyCheck-ins

5

AI coaching supportPlans and check-ins drafted by AI

LLMProgrammes

Waitlist auto-fillCancelled spots offered to the waitlist

Manager approvesFreeze, comeback and renewal replies

Trainer approvesNothing reaches a member unreviewed

Automated stepAI-powered stepHuman approval

Executions

Live

131runs today

99.3%succeeded

6 savg. reply

Trial sign-upInstagram DM · Lead 1

7:58:02

Instant follow-upWhatsApp reply sent in 6 s

7:58:08

First visit bookedThu 7:00 pm · Beginner Flow

7:58:09

Conversion journeyLead 4 · step 2 of 3 sent

7:58:21

Retention watch3 members flagged this week

7:59:00

AI coaching support9 plan drafts · waiting for trainers

7:59:14

Conversations

4 open

L1

Lead 1Instagram DM · beginner yoga?New

44

Member 44WhatsApp · move my classAnswered by AI

W

Website chatOpening hours on SundayAnswered by AI

9

Member 9WhatsApp · medical questionSent to front desk

63

Member 63Instagram · PT sessionsAnswered by AI

L1

Lead 1

Instagram DM · new lead

{{i:spark}} AI Agent 1 replying

Hi! Do you have beginner yoga in the evenings?9:40 pm

AI Agent 1 is checking the timetable…

Yes! Beginner Flow runs Tuesday and Thursday at 7 pm, and Thursday still has spots. Would you like to try a free class this Thursday?9:40 pm · AI Agent 1

Yes please, Thursday works!9:41 pm

Free trial booked · Thu 7:00 pm · Beginner Flow · Studio 2

WhatsApp reminder · Wed 6:00 pm, the day before

Waiting

Take over

Agent trace

{{i:spark}} Live

Understand the message

Class enquiry · level: beginner · time: evening

Search the timetable

Class schedule

Beginner Flow · Tue & Thu · 7:00 pm

Check free spots

Booking system

Thursday 7:00 pm · 6 of 20 spots free

Write the reply

AI draft · studio tone

Auto-send allowed: class questions

Book the free trial

Booking system

Trial T-2381 · Thu 7:00 pm

Schedule the reminder

WhatsApp Business

Wed 6:00 pm · lead added to the CRM

Trial pipeline

this week

Trial booked 3

Lead 8Spin · Fri 6:30 amReminder set

Lead 11Pilates · Sat 9:00 amReminder set

Lead 12HIIT · Sat 10:00 amReminder set

Attended 3

Lead 6Strength · Thu 6:00 pmCheck-in queued

Lead 9Yoga · Thu 7:00 pmCheck-in queued

Follow-up running 4

Lead 4Spin · step 2 of 3Opened offer

Lead 7HIIT · step 1 of 3Replied

Lead 3Pilates · step 3 of 3Waiting

Joined 2

Lead 2Joined TuesdayMember

Lead 5Joined MondayMember

Lead 1Beginner Flow · Thu 7:00 pmTrial attended

Ready for a conversation

Front desk

L7

Lead 7 asked about personal training

HotCall

L4

Lead 4 opened the offer twice

WarmCall

L3

Lead 3 asked about class packs

WarmCall

{{i:wa}} WhatsApp · Studio 1

Great to see you at Beginner Flow today! How did it feel?

Lead 1 · follow-up sequence

THU 8:30 PM · WHATSAPP

Personal check-in

“Great to see you at Beginner Flow today! How did it feel?”

FRI 10:00 AM · WHATSAPP

Clear offer to join

“Here are the easiest ways to keep going. Your first week is already set up.”

SUN 10:00 AM · SCHEDULED

Reminder

“Still thinking about it? Thursday’s class has a spot for you.”

Timetable

Studio 2 · this week

Average fill 87%

Beginner Flow

Thursday 7:00 pm · Studio 2 · Trainer 2

20 / 20Full

Booked

3Member 3Reminder sent

25Member 25Reminder sent

52Member 52From waitlist ✓

Waitlist

41Waitlist 1 · Member 41Waiting

52Waitlist 2 · Member 52Waiting

17Waitlist 3 · Member 17Waiting

“A spot just opened in Thursday’s Beginner Flow at 7 pm. Reply YES to take it.”

Retention watch

weekly check · attendance and bookings

4 members at risk

Member	Pattern	Last 8 weeks	Membership	Risk
Member 12	3 visits a week → none in 14 days	{{spark:3,3,3,2,3,1,0,0}}	Ends Friday	High
Member 31	Missed 4 booked classes	{{spark:2,2,3,2,2,1,1,1}}	Renews in 3 weeks	Medium
Member 8	Visits halved this month	{{spark:4,4,3,4,2,2,2,2}}	Renews in 6 weeks	Medium
Member 27	No booking in 10 days	{{spark:2,2,2,2,2,2,1,0}}	Monthly	Low

What the AI does

{{i:spark}} AI Agent 1

Finds the member

Quarterly plan, ends Friday · 3 visits in 30 days

Checks the freeze rule

Up to 30 days, once a year · eligible

Checks trainers and classes

Trainer 2 free Monday 7 pm

Prepares the plan

2-week freeze · free comeback session

Reply for approval

Waiting for manager

Of course! We can freeze your membership for 2 weeks, so the days you missed are not lost. When you are back, Trainer 2 has a free comeback session on Monday at 7 pm. Shall we book it?

Approve freeze and sendEdit

{{i:checkg}} Membership frozen 2 weeks · new end date saved

{{i:checkg}} Comeback session booked with Trainer 2

{{i:checkg}} Renewal reminder 3 days before the new end date

Member 12’s phone

S1

Studio 1Business account

Hi, my membership ends this week. I was travelling and missed a lot of days. Can I freeze it instead of renewing?9:12 am ✓✓

Of course! We can freeze your membership for 2 weeks, so the days you missed are not lost. When you are back, Trainer 2 has a free comeback session on Monday at 7 pm. Shall we book it?9:14 am

Yes please, see you Monday!9:15 am ✓✓

7

Member 7

Coaching client · Trainer 2

Goal
First 5K run

Assessment
Beginner runner · 3 days a week

Attendance
10 of the last 12 sessions

Note
Old knee injury · no jumping

Last check-in · via WhatsApp
“Felt good today, knee is fine.” · pain 2 of 10

Week 1 plan

Drafting…

Built from goal, assessment and attendance

Mon

Run / walk intervals · 20 min1 min run, 2 min walk · flat route

Wed

Low-impact strength · 30 min + 10 min knee mobilityNo jumps: knee note

Sat

Easy run · 25 minKnee-friendly route · soft surface

Daily

Check-in messageHow did today feel? Any pain? (1–10)

AI notes for the coach

• Knee note: no jumping, no downhill runs

• Attendance is high: 3 sessions a week is realistic

• Week 2 adds 5 minutes to each run if pain stays under 3

Approve and sendEdit

AI check-ins this week

0

client updates collected

Flag

Member 15

reported shoulder pain

Flag

Member 22

missed 3 sessions

On track

21 members

no action needed

9

plans drafted this week

7

approved by trainers

Active members700▲ 9%

Class fill rate60%▲ 12 pts

Trial to member20%▲ 8 pts

Monthly churn5.4%▼ 1.2 pts

Active members

last 12 months

▲ 21% in 12 months

Automations

6 running

Enquiry & trial booking148 enquiries · 52 trials booked

✓ Running

Trial-to-member follow-up21 trial visitors joined

✓ Running

Smart booking & waitlists64 cancelled spots refilled

✓ Running

At-risk member alerts14 flagged · 11 messaged

✓ Running

Personalised programmes9 drafts for coach review

! Needs approval

Renewal & upgrade journeys38 renewals on time

✓ Running

Class fill rate by type

YogaSpinHIITPilatesStrength

Stage 1 · Quick win

Fix the most painful task

Weeks 1–2

{{i:check}}Lead follow-up: every trial sign-up gets an instant WhatsApp reply and a booked first visit
{{i:check}}Missed-class and inactivity nudges

Stage 2 · Connected operations

Journeys that run on their own

Weeks 3–5

{{i:check}}Trial-to-member sequence
{{i:check}}Churn-risk alerts when attendance drops
{{i:check}}Failed payment recovery
{{i:check}}Referral and review campaigns

Stage 3 · AI workforce

Agents that draft, your team approves

Weeks 6–10 · then a monthly retention report

{{i:spark}}AI coach assistant for workout and meal plans
{{i:spark}}AI check-in agent that flags issues
{{i:spark}}AI voice agent for front desk calls

Delivery roadmap

Weeks 1–2

Lead follow-up and inactivity nudges

Weeks 3–5

Conversion, churn and payment recovery flows

Weeks 6–10

AI coach assistant and check-ins

Month 3 onward

Monthly retention report

Trial-to-member conversion up 20–40%

Churn down 15–25%

3–5 hours saved per coach per week

Works with the tools you already use

{{i:cal}}Your booking or membership system{{i:wa}}WhatsApp Business{{i:insta}}Instagram{{i:card}}Payments{{i:users}}Your CRM{{i:spark}}AI model of your choice

See this for your own studio

Book a free 20-minute automation audit. We’ll map 3 tasks you can automate first.

Book a free automation audit

WhatsApp +92 336 7362030

www.shazzbiz.com/industries/wellness-fitness

Sample data · fictional studio · generic names · Voice: ElevenLabs