An AI agent for gyms and CrossFit boxes, on your own rules
An AI agent for a gym answers members and prospects on WhatsApp, email and Instagram, and handles the admin around the classes from the box's own written rules: trial-class follow-up, upgrades and other plan changes, freezes, cancellations and failed payments. It also collects your coaches' availability so the monthly rota is drafted from your rules, not in a spreadsheet, and you approve it. It does what your rules allow and hands everything else to the owner or the front desk, with the conversation attached. Your membership software stays where it is.
- Member
Hi! Physio says no training for six weeks after my calf strain. Can I freeze my membership?
- AI agent
Sorry to hear that. I'm the box's AI agent. Your plan allows a medical freeze of up to three months with a note from your doctor or physio, and billing pauses while it runs. Can you send a photo of the note?
- Member
[Photo of the physio's note] Starting Monday, if possible.
- AI agent
Thanks. I've passed it to the owner to confirm: a six-week medical freeze from Monday. You'll get a message here once it's done.
Boxes where the owner coaches, sells and does the admin
Independent CrossFit affiliates and functional-fitness gyms where a small team runs the classes and the same person answers the membership questions at night. The work is not hard. It is constant, and it comes in on four channels at once.
Owner-run CrossFit boxes
One location, a handful of coaches, an owner who coaches the 6 am class and answers WhatsApp after the last one.
Functional-fitness and boutique gyms
Class packs, unlimited plans, open gym and personal training: more plan types, more rules, more questions about which one fits.
Small groups of boxes
Two or three locations sharing coaches and memberships, where a cover request or a plan change touches more than one schedule.
NoteNot a membership system. It works alongside the membership, booking and billing software you already use, and sends members to it.
From the first trial class to the last message, one thread
Most membership admin happens at six moments. Here is what members ask at each one, what the agent does, and when it hands the conversation to you.
| Moment | Member asks | Agent does | Hands to the owner when |
|---|---|---|---|
| No. 02 · 1The trial class | I've never done CrossFit and I'm not very fit. Can I try a class? | Explains how your trial or intro sessions work and sends the booking link. The day after, it asks how it went and sends the plans that fit; if they go quiet, it follows up once more on the day your rule says, then stops. | An injury or health question, or someone asking for a deal you do not publish. |
| No. 02 · 2Joining | I can come twice a week, mostly evenings. Which plan should I take? | Compares your plans as you publish them, sends the sign-up link in your membership software, and explains the waiver and the first week. | Family, student or company deals that are not on your list. |
| No. 02 · 3A plan change | Can I go from 8 classes a month to unlimited, and add open gym? | Explains the difference, the price you publish and when the change starts under your rules. If your software allows it and you agree, it makes the change; otherwise it prepares it for whoever applies it. | A downgrade inside a minimum term, a mid-cycle refund, or anything your rules do not cover. |
| No. 02 · 4A failed payment | Oh, new card. How do I update it? | Sends a polite reminder when a payment fails, with the link to update the card in your billing system, and answers the reply. It tries again on your schedule, and stops once the payment goes through. | A member disputes the charge or mentions money trouble. It never threatens and never adds a fee you have not written. |
| No. 02 · 5A freeze | I'm travelling for work for three weeks in May. Can I pause? | Checks the request against your freeze rules (shortest and longest freeze, how often, notice, any fee, what proof a medical freeze needs), tells the member what applies and collects the dates and documents. | Medical freezes and anything outside the rules: to the owner to confirm, with the dates and the note attached. |
| No. 02 · 6Leaving | I'm moving away next month. How do I cancel? | Tells the member exactly how to cancel under your terms: notice, last payment, what happens to unused classes. It offers the one alternative you chose (a freeze, a smaller plan) once, without pressure, and asks why they are leaving. | Disputes and refunds. The owner also gets a weekly list of who left and why. |
Plans, prices, notice periods and freeze limits differ from box to box. The agent uses yours, and if something is not written down it asks you instead of guessing. How to automate cancellations, freezes and plan changes shows how to write those rules.
Your terms, your software, your channels
It is the same AI agent we build for WhatsApp, set up for membership admin. The difference from a generic assistant is not the model. It is that your rules are written down, tested and applied the same way every time.
- 01
Your membership terms, as a table. Plans, prices, minimum terms, notice periods, freeze limits, fees and who approves what: written once with you and applied the same way every time. If something is not written down, it asks you instead of guessing.
- 02
Your software stays. If your membership and billing software has an API, the agent can read a member's plan and, where you allow it, make the change. If not, it prepares the change for whoever applies it. We have not yet connected an agent to gym membership software, so we scope that connection with you rather than promise it.
- 03
Your channels. WhatsApp on your own number through Meta's official API, email, and Instagram direct messages. On Instagram it can only reply to someone who wrote first, within 24 hours (Meta's rules), so reminders go by WhatsApp or email.
- 04
You decide. Money, exceptions, medical questions and complaints go to the person and the hours you choose, with the conversation and a short summary attached.
- 05
Yours to keep. The rules, the prompts and the accounts are in your name, and you can change a rule mid-month without us.
The admin nobody sees: who is drifting away, and who covers Thursday
Members likely to cancel, and members ready for more
If your booking software shows attendance, the agent can flag members whose visits drop below the line you set (say, no class in two weeks after three a week) and members who keep hitting the limit of their plan. It sends the list to the right coach. A personal message from a coach does more than an automated one, so the agent drafts the list and leaves the conversation to you.
The monthly rota and last-minute cover
The agent asks each coach for next month's availability on WhatsApp, a scheduling step drafts the rota from your rules, and you approve it. During the month, when a coach cannot make a class, it asks the coaches who can take it, in the order you set, and confirms the first yes with you.
Coach scheduling with AI →What it will not do. It knows when to call you.
- ×Invent a rule or a price. If it is not in your terms, it tells the member it will check with you.
- ×Make leaving hard. It explains how to cancel, offers your one alternative once and never stalls. Hiding the exit costs trust, and in some places it breaks the law.
- ×Move money on its own. Refunds, credits and disputed charges go to a person. It only sends the payment link your billing system gives it.
- ×Give medical or training advice. Injuries, scaling and health questions go to a coach, with the conversation attached.
- ×Publish the rota by itself. It drafts and asks; you approve the schedule and every change to it.
- ×Pretend to be human. It says it is the box's AI agent, and anyone who asks for a person gets one.
Live at Fixlab: a vehicle certification lab, not a gym, with the same pattern.
We have no gym case to show yet, so here is the agent we run in production. Fixlab's customers write on WhatsApp at all hours with requests that follow written rules, need a document or two, and sometimes need a person. The agent answers from Fixlab's own rules, collects what each case needs and hands over with the full conversation: the same mechanics as a freeze request with a physio's note.
- 279conversations in the first three months
- 218people wrote in
- 16 smedian first reply
- 55%started outside office hours (Monday to Friday, 9:00 to 15:30)
“We recommended you for your work, but above all for the kind of people you are.”
Translated from Spanish
From your terms to live answers, one job at a time
- Your terms and messages
Your plans and membership terms, and a sample of the messages members really send. We write the rules table with you, starting with the job that takes most of your evenings.
- An acceptance test
A written set of real member requests (a freeze, a downgrade, a failed payment, a cancellation), with a pass bar agreed before anything goes live.
- A test run
You and your coaches write in as members on a test line, and we tune until it clears the test.
- Live on your channels
It starts answering members. Hand-offs go to the people and the hours you choose.
- Tuning
We read the first weeks of conversations with you and adjust wherever members surprised us. Then the next job, if it is worth it.
It is priced per project, from what the agent is allowed to do, how many channels it covers and whether it connects to your membership software. After a short call you get a written proposal with the price and the assumptions behind it, including the running costs of the channels you choose. What decides the cost of an AI assistant explains the drivers.