Class bookings, waiting lists and member follow-up for fitness studios
Thursday's 18:00 reformer class is full, two people cancel at 17:20, and you're teaching the 17:00. We build studios, gyms and personal trainers a booking system that fills those spots and follows up with the members who stopped coming.
What can AI do for a gym or fitness studio?
AI can run your class bookings and waiting lists, tell members when their class pack is about to run out, follow up after a trial class and flag the members who've stopped coming while there's time to win them back. You and your trainers keep teaching, and members book from their phones.
It suits a pilates studio with eight reformers and a gym with members on monthly plans. A personal trainer with a dozen clients gets the same help with sessions, notes and payments due. The assistant replies in the language each member writes in, and you read every conversation in your own.
Under it sits a member record we build around your studio: pack balance, favourite classes, the instructor each member follows and the injuries a trainer should know about.
What we build for fitness studios
Waiting lists and late cancellations
When a member cancels, the spot goes to the first person waiting, with a time limit to take it. If they pass, the next person gets the offer. You set the cut-off for late cancellations and what happens to the credit.
A member cancelling late can offer the spot to the waiting list and keep the credit if someone takes it. We run those rules as decision automation, set up for your timetable.
Calls while you're teaching
You're mid-class with the music on, and the phone rings twice. A missed call gets a WhatsApp or text within a minute, with a link to book a trial or a question about what the caller needs.
If you want, an AI assistant answers the call, books it into your timetable and sends you a short summary. Anything it can't handle comes to you. We set it up on a proven voice platform and connect it through our AI integration work. It tells callers they're speaking to an assistant.
- CallerBen, new
- WantedA beginners' trial
- BookedSaturday 09:00 mat class with Jo
Class packs and monthly memberships
A member with one class left on a pack that expires at the end of the month gets a message with a link to buy the next one. A member with credits about to expire gets a nudge to book them.
Members on a monthly plan pay by card or direct debit through Stripe or your booking app's payments, and we never hold the money. You see who's on a plan and whose payment has lapsed. The steps behind it run like the ones in our workflow automation.
Following up after a trial class
A few hours after the trial, the new person gets a thank-you from the instructor and a question about how it felt. The next day they get the intro offer and the classes that suit their level.
If they don't reply, they get one more message a week later, and then nothing. Lead follow-up like this is what our conference CRM does after an event.
Members who stop coming
A member who came three times a week hasn't checked in for sixteen days. Each Monday you get the list of members whose visits dropped, with a short message from their usual trainer ready to send.
You choose who gets it and what it says. Some studios ask how the member is getting on. Others offer a free session with a trainer. The Monday list arrives the same way as the reports in our automated reporting build.
- Priya16 days, usual 3 a week
- Tom3 weeks, usual 2 a week
- Grace5 weeks, usual 1 a week
Sessions and notes for personal trainers
Trainers log a session by typing a line into a chat: "Sam, squats 60 kg 3 by 8, left knee fine". The system saves it on Sam's record, counts down his sessions and reminds him when his block of ten gets down to the last two.
Every twelve weeks, or whatever you set, the client gets an offer to book a programme review. We build these trainer chats with our Telegram automation.
What you get with every fitness studio build
Booking on your site or your app
A timetable members book from your website, or waiting lists and messages added to the booking app you use now, where it allows it.
A record of every member
Pack balance, plan, classes, usual instructor, check-ins and injury notes, in one list you own.
Waivers before the first class
New members sign the waiver and health questions on their phone. The form lands on their record, stored securely, and only your studio sees it.
Rules you set
Late-cancel windows, how long an offer stays open and how long after the last visit a member counts as gone quiet.
A morning summary
Today's classes, full sessions, packs about to run out and members who've stopped coming, in your chat before the first class.
Google review replies
A drafted reply to each Google review for you to approve, and your offers and holiday hours posted to your Google profile.
How we set it up for your studio
The audit
FreeYou show us how members book and pay today, from the booking app to the WhatsApp group. We tell you what to automate first and whether your current app can stay.
You getA written plan of what to automate first, yours to keep.Build and test
One fixed priceWe build the bookings, the waiting lists and the member records, bring in your existing member list and test every message on our own phones before a member sees one.
You getA working, documented system. Once you've paid, the code we wrote is yours.Running it
A monthly rateWe keep it running, adjust the messages as you learn what members answer, and add classes, trainers or a second studio when you grow.
You getA monthly rate for the scope we agreed.
How much does a booking system for a fitness studio cost?
A booking and member follow-up system for a fitness studio costs a fixed price to build and a monthly rate to run, and the audit that scopes it is free. If the studio needs a new website, our managed websites start from $790 at launch prices.
WhatsApp and SMS providers charge per message. You can use your own provider accounts and pay the providers yourself, or we manage them and estimate the cost from your number of members and messages. For a first number, estimate your build. See how the build price and the monthly rate work.
Questions fitness studios ask us
How does a waiting list work for full fitness classes?
A waiting list for full fitness classes offers each freed spot to the first member waiting, with a time limit you set, such as 20 minutes. If that member passes or doesn't answer, the next member gets the offer. The member taps one button to take the spot, the credit comes off their pack, and the instructor sees the updated class list.
Can members get a reminder when their class pack is running out?
Yes. When a member has one or two classes left, or their pack is close to its expiry date, the member gets a message with a link to buy the next pack or switch to a monthly plan. Members with unused credits about to expire get a nudge to book those classes first. You choose which packs and plans the message offers.
How can a gym win back members who stopped coming?
A gym can win back members by noticing early and sending a personal message from someone they know. We compare each member's check-ins with their usual pattern and list the ones whose visits dropped, each Monday. The list comes with a short message from the member's usual trainer, ready to send or edit. You decide who gets the message and whether it includes an offer.
How should a fitness studio follow up after a trial class?
A fitness studio should follow up on the day of the trial class and again the next day. We send a thank-you from the instructor a few hours after the class, then the intro offer and the classes that suit the person's level. If the person doesn't reply, they get one more message a week later and then nothing more from the studio.
Can you add waiting lists to the booking app my studio already uses?
In many cases, yes. If your booking app lets other software read and change bookings, through an API or webhooks, we add the waiting lists, pack reminders and follow-ups on top of it. If the app is closed, we build a timetable on your own website and move your member list across. The free audit checks your booking app before you pay anything.
Can I give gym members a discount for leaving a Google review?
No. Google's rules forbid offering discounts, free classes or money in exchange for reviews, and reviews collected that way can be removed. Asking only happy members breaks the same rules. We ask every member for a Google review with no reward attached, send unhappy replies to you, and keep discounts for renewals, loyalty and referrals.
Do I need this if my booking app already sends reminders?
Maybe not. Keep your booking app. We add the parts it can't do, such as WhatsApp messages, trial follow-up, the list of members who've stopped coming and answering the phone while you teach. If your booking app covers all of that, the free audit will tell you so, and you won't need us.
How much does a booking and follow-up system for a fitness studio cost?
A booking and follow-up system costs a fixed price to build and a monthly rate to run, and the audit that scopes it is free. If you need a new website for it, our managed websites start from $790 at launch prices. The monthly rate is set for the scope we agree, and we re-quote if the scope or the number of messages changes a lot.
The services behind it
Custom CRMs
Client records built around where your clients already talk to you, with reminders of who to follow up with.
About custom CRMs
AI employees
An AI worker that owns one recurring job, such as the morning report or client follow-ups, runs it on a schedule and logs every step.
About AI employeesHow do your members book a class today?
Tell us how bookings and payments reach you now, and we'll show you what to automate first before you spend anything.