The enquiry lands
with a date, an age and a rough number of children.
Industries
AI for fitness clubs: the trial gets its follow-up before she forgets the class
Nothing changes for your coaches or your front desk.
Same booking system, same register on the clipboard by the door. What changes is that the trial gets its follow-up on Sunday morning instead of the following Thursday, on every trial, every week. That is where memberships are won, and it is usually the cheapest sale a club makes.
01
Where the money is in a club week
A class costs the same to run with nine children in it or with twelve. The empty places are margin, and they are usually empty because nobody sent a message.
- The trial follow-up goes out on Sunday morning, not the following Thursday, on every trial
- A cancellation is offered to the waitlist within the hour, so the place gets sold instead of going quiet
- A failed debit order is flagged the day it bounces, while the member still expects to pay it
- A party enquiry is quoted the same afternoon, before the parent rings the club up the road
None of that needs another coach or a bigger timetable.
Send us one week of trial enquiries on WhatsApp, +27 73 932 6852, and we will send back the confirmation and the Sunday follow-up we would have sent for each of them. You can judge it before you spend anything.
02
The trial is not the problem. The week after it is.
Clubs are good at getting a first visit. The visit goes well. Then everybody is on the floor and the message never gets sent.
The follow-up fails for one reason: it depends on a person remembering at the exact moment they are teaching a class.
What sits around a trial once this is running:
- Booking confirmed on the spot, with the practical details a parent actually asks for
- A reminder on the morning of the class, which is what brings the no-show rate down
- A follow-up the next day in your club's voice, naming the specific times that still have space
- One line on the front desk screen: who came, what they want, what to say
03
A club week, and where the hours go
Read the middle column and decide how much of it is your club.
| What happens | The common setup | What we set up |
|---|---|---|
| Trial enquiry | Form or WhatsApp, typed into the booking system later | Booked, confirmed and logged in one move |
| Trial follow-up | Whenever somebody gets a gap | Sent the next morning, naming the class she attended |
| Class changes and waitlists | Phone calls and a paper list | Member asks, sees the open times, books herself, register updates |
| Failed debit orders | Picked up at month end | Flagged the day it fails, with a polite message ready to send |
| Term reminders and renewals | A bulk email nobody has time to write | Drafted per family, with the child's class and time in it |
| Party enquiries | Sit in the inbox until the weekend | Quoted the same day off your own party rates |
04
Parents ask the same eleven questions all week
What age group is my child in. What must she wear. Do you have space on Tuesdays. Can we freeze over December. Where do I park.
A chat on your website and on WhatsApp answers those from your own information, at six in the morning and at ten at night, in your club's tone. Anything unusual goes straight to a person with the conversation attached, so the parent never has to say it twice.
What the front desk feels: fewer interruptions during a class, and enquiries that arrive already half answered.
05
Birthday parties are a small business inside your business
A quote is drafted
off your own party packages, add-ons priced, the date checked against the timetable.
You read it and send it
Usually one line changes, and it is the number of guests.
The deposit is chased
politely, twice, without you thinking about it.
The run sheet builds itself
the week of the party: coach allocated, room booked, allergies listed, parent's number on the page.
06
One trial, twice
Before
- Thursday 21:10: the enquiry arrives and sits in the inbox
- Friday: the front desk types it into the booking system between classes
- Saturday: she attends, everyone is friendly, nothing is written down
- The following Thursday: somebody remembers and sends a general email
- She has already joined the club up the road
After
- Thursday 21:10: booked, confirmed, details sent
- Saturday 08:30: reminder, she arrives on time
- Sunday 09:00: follow-up naming the two times that fit her
- Monday 07:30: one line on the front desk screen, membership form sent
- Nobody worked a minute of overtime
Who gets access, and to what
You grant it, in your own accounts, and you can take it away in one click.
- We ask for access to the systems the job actually touches. A trial follow-up agent needs your booking system and your enquiry inbox, and nothing beyond those.
- The logins are created by you, in your club's accounts, in our names. You can see who did what, and removing us does not mean changing your own passwords.
- Member health notes, card details and anything a parent told your coach in confidence stay out of scope unless you specifically put them in it.
- Everything runs on your accounts and your subscriptions. You own the setup and the written instructions for it, so another supplier could pick it up without asking us for anything.
- Screen shares by default, so nobody pays for travel time. Someone comes to the club when the job needs standing at the front desk on a Saturday morning, because that is when the real process shows itself.
08
Before you spend anything on AI
If your booking system already sends confirmations and reminders and nobody ever switched them on, we switch it on as part of the setup.
If your timetable only exists in one person's head, writing it down properly is the fix. That is an afternoon with a spreadsheet, and it comes before anything gets built on top of it.
The numbers, in one place
- Documents first, because that is the number owners ask about.
- A sign-up that produces a membership agreement, a debit order mandate and an indemnity is three documents.
- Documents we generate and send for signature are R24.90 each, flat, no bands.
- Two hundred sign-ups a month is six hundred documents, which comes to R14,940 a month.
- Putting a standard document setup in costs nothing; a complex one is quoted before we start.
- The trial follow-up or party quoting agent, at club volumes, is a standard agent: several formats, your own rules, writing into two systems.
- Implementation is free for a standard agent; a complex build is quoted before we start, so you see the number first.
- Then a monthly subscription, set by how much work the agent does: from R1,000 a month for a simple agent doing one job in one format, from R2,500 a month for a standard agent like this one, and from R5,000 a month for a heavy agent with high volume, many exceptions and several people relying on it. The subscription covers the agent running, the model costs, monitoring, and the changes when a supplier alters a format or your rules change. It is month to month, you own your data, and the process map stays yours. Getting your booking system, your website and your accounts to pass information to each other is quoted per job, and you see the number before anything starts. What moves it: whether each tool has a proper way in, or needs a workaround. Website from R12,000. Dashboard from R15,000. Care plan for the website, from R7,000 a year. It covers hosting, monitoring, security and small changes.
Straight answers
Questions owners ask us
On the routine questions they get an instant, correct answer in your club's voice, and most parents are simply glad something came back at ten at night. Anything sensitive or unusual goes to a person with the whole conversation attached, so she never has to repeat herself.
No. We work with whatever you already run classes on. The first job is getting it to hand information to your website, your inbox and your accounts instead of waiting for somebody to retype it.
That is the usual reason a club calls. The aim is that she opens the morning with a short list of people to actually speak to, rather than a queue of admin to clear before she can start.
Setting up a standard agent, like the trial follow-up, costs nothing. A complex build is quoted before we start. Then it is a subscription based on how much work it does, from R1,000 a month for a simple agent, from R2,500 a month for a standard one, and from R5,000 a month for a heavy one. Documents like membership agreements are R24.90 each, flat. Tell us how many trials and sign-ups you handle in a month and we will put a figure on it on the call rather than after you commit.
It keeps running, because it lives in your accounts and not ours. You own the logins, the setup and the written instructions, and those are handed over as part of the job rather than at the end of a relationship. Nothing phones home to us and nothing is locked to a tool only we can open, so another developer can take it over from the documentation.
WhatsApp one trial enquiry and your class timetable to +27 73 932 6852 and we send back what the confirmation and the Sunday follow-up would have looked like. No form, no account, nothing installed.
The next step
Send one trial enquiry and one class timetable to WhatsApp +27 73 932 6852 and we will send back the confirmation and the follow-up we would have sent.
If you would rather talk, call the same number, email [email protected], or book twenty minutes and we will walk your club week together.
Or email [email protected]. No slides, and no invoice for the conversation.