Fuller classes, more members who stay.
The numbers and workflow statuses I'd set up for a gym or studio, in one view. Illustrative only: a fictional studio with sample data.
Most gyms, studios and coaches already run on a booking or coaching app, Instagram, WhatsApp and a lot of manual follow-up. What's missing is the workflow between them. I design and build automations that connect what you already use, from first enquiry to renewal, with your coaches and front desk approving anything that needs a human touch.
Turn enquiries into booked trials, even after hours.
An assistant answers Instagram, WhatsApp and website questions about classes, timetables and memberships, using your own schedule and policies. Interested people are booked straight into a free trial, and anything unusual goes to your front desk.
Part of: Quick-Win Pack Simulate this for my business →Follow up every trial so first visits become memberships.
After a trial class, each visitor gets a personal check-in and a clear next step to join. The sequence stops the moment they sign up, and your team can see who is ready for a conversation.
Part of: Quick-Win Pack Simulate this for my business →Keep classes full and every member on a plan that fits them.
Members book, cancel and get reminders automatically, so fewer people forget a class. When someone cancels, the next person on the waitlist is offered the spot straight away.
Part of: Quick-Win Pack Simulate this for my business →
AI drafts a training or wellness plan from each member's goals, assessment and attendance. A coach reviews and adjusts it before it reaches the member, so every plan stays safe and personal.
Part of: Retention Pack Simulate this for my business →Spot members drifting away, and grow the ones who stay.
Attendance and booking patterns are checked every week to spot members who are drifting away. Coaches get a short list with a suggested personal message, before the member cancels.
Part of: Retention Pack Simulate this for my business →
Members are reminded ahead of renewal with a summary of their progress. Regulars are offered a sensible next step, such as personal training or a class pack, based on how they actually use your services.
Part of: Retention Pack Simulate this for my business →Proven system we demo, set up, support and extend with AI. Pricing on a call.
Ten modules that read your booking, billing and attendance data, and show where members, money and coach time go.
Scores every member's risk of cancelling from attendance, bookings and payments.
Retries failed payments and sends friendly reminders before a membership lapses.
Shows revenue, instructor cost and fill rate for every class on the timetable.
Suggests which classes to add, move or cut, based on real demand.
Tracks classes, PT sessions and revenue per coach against their hours.
Compares revenue and retention across memberships, class packs and PT.
Shows which channels bring members who actually stay, not just sign up.
Shows the revenue impact of a price change or offer before you launch it.
Answers common owner questions directly from your booking and billing data.
Puts the most important exceptions in one prioritised notifications inbox.
For gyms, studios, personal trainers, online coaches and wellness consultants. Tick what fits your business, then send me your list and I'll tell you where to start.
Each pack bundles the use cases and modules that work best together, so you get a working result first and add more once it pays off.
Best for: Studios and gyms that want more trials, fuller classes and fewer lost payments.
Best for: Businesses with a solid member base that want fewer cancellations and more renewals.
Best for: Owners who want to know which classes, memberships and channels really make money.
Best for: Busy studios and multi-site groups that want a smarter timetable and less admin.
Something else on your mind? Ask me on a short call.
It works on top of what you already use; you don't have to switch. Most booking and coaching platforms (for example Mindbody, Glofox or Trainerize) offer an API or connect through tools like Zapier or Make, and the automations plug into that. If your app has no integration, we can often work from exports, email notifications or a shared sheet. I check exactly what your app supports on our first call.
Only if you want it to. Each workflow can run in "draft for approval" mode, where you or your team approve messages before they go out, or in automatic mode for routine things like class reminders. Anything unusual or sensitive is always handed to a person.
Data protection is settled before anything is built: what data is used, where it is stored, who can see it and how consent is recorded. Workflows only use the data they need, and health information stays inside the systems you control.
AI drafts, and a qualified coach decides. Plans are prepared from goals, assessments and attendance, then reviewed and adjusted by your coach or nutrition professional before a client sees them. It saves admin time; it does not replace professional judgement.
Yes. Many of these workflows help most when you're doing everything yourself: replying to DMs, booking sessions, checking in on clients and writing programmes. We start with the one or two that free up the most hours each week.
No. I design and build the workflows, test them with you and hand over clear instructions. You keep working in the apps you already know.
It depends on your tools, the number of locations and which use cases you pick. After a short call I'll give you a clear scope, timeline and price for your first starter pack.
Free 15-minute call · I'll point out your quickest win · No obligation
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