Fitness Gyms

Questions Fitness Gyms owners ask first

The same questions come up on most discovery calls. Here are the short answers.

My data lives in MindBody (or Mariana Tek, Wodify, GymMaster, Glofox). Can you actually work with that?

Yes. Those are the five we see most often and we have working integrations against the public APIs and webhook feeds for each. MindBody and Mariana Tek expose the cleanest endpoints for class schedules, member lifecycle events, and payment status — which is where most of the automation ties in. Wodify and GymMaster need a little more glue work because some events only surface through report exports rather than live webhooks, so the audit is honest about what's real-time versus what runs on a daily sync. Glofox sits in the middle. Either way, the $99 audit includes a data-readiness pass: we look at what fields are actually populated in your member records, whether your lead source tagging is consistent, and whether class bookings are flowing through the platform or living in someone's text messages. If your data is messy, we say so before we scope a build — fixing the inputs is sometimes the entire first phase.

How do you handle member privacy — payment data, health intake forms, that kind of thing?

Payment data never touches anything we build. Card processing stays inside your existing PCI-compliant rails (Stripe, your gym software's billing module, whatever you use today) — our automations trigger billing actions through the platform's API, not by handling card numbers. Member PII (name, phone, email) is necessary for the SMS and voice automations to function, and that flows through encrypted channels with access logged. Health-disclosure forms and waivers are the ones owners ask about most. We treat those as restricted: they live in your existing system of record, automations can flag that a waiver is missing or expired, but the form contents themselves don't get pushed into general workflow tools. Note we are not a HIPAA-covered entity and standard gym operations don't typically require HIPAA — but if you run any clinical or PT services on-site, we'll scope the build to keep that data inside HIPAA-eligible infrastructure or recommend a partner who can.

What does the lead-intake and missed-call build actually do for a gym?

Two pieces, often shipped together. Lead-intake takes inbound from every source — Meta lead forms, Google ads, your website intro-offer landing page, ClassPass referrals — and runs them through a single response cadence. New lead hits, automated SMS goes out inside two minutes with the prospect's name and a link to book their first class. If they don't book in 24 hours, second touch. If they book but don't show, no-show recovery sequence. If they show but don't convert by day seven, day-five conversion offer with a soft deadline. The missed-call responder runs in parallel for the phone — every unanswered call triggers an immediate SMS that says you missed them, asks what they need, and either books the call back or routes the most common requests (schedule, pricing, hold a membership) to a self-serve flow. Together these two recover the leads and inquiries that currently disappear when the front desk is teaching a class.

How fast does this pay back, and what should I actually expect from the first 90 days?

Honest answer: depends on volume and where your current funnel leaks. If you're running paid ads and your trial-to-paid conversion is sitting under 30%, the lead-intake build typically lifts that within the first full billing cycle because you're capturing trials that were already paid for but going cold. A studio doing 60 trials a month at $150 average first-month value who lifts conversion from 25% to 40% adds roughly $1,350/month — which covers a typical fixed-price build inside two to three months. Churn detection is slower payback but stickier: by month two we usually have 30-60 days of check-in pattern data flowing, which is enough to flag at-risk members 2-3 weeks before they cancel — early enough that a save-attempt sequence actually works. We won't promise a number on the audit because we haven't seen your data yet. After the audit we'll quote a realistic range based on what we found, and the build is fixed-price so the math is the math.