Stop Relying on Zapier Own a Custom AI Workflow Built for Your Box
Imagine slashing your admin time by 40% while boosting member retention through seamless, personalized experiences—no more subscription fees eating into your margins.
Join 150+ fitness studios with unified systems that cut costs and keep members coming back
The "Fragmented Gym" Problem
Manual member onboarding, like filling out paper waivers and entering PRs into spreadsheets, eats hours from your coaching time during peak hours
Disjointed apps cause missed attendance and retention drops
Custom WOD programming gets lost in email chains, leading to inconsistent scaling and missed accessory work for athletes
Payment glitches from siloed billing tools frustrate members
No real-time insights into member engagement, like drop-off after tough AMRAP sessions, or early churn risks from low mobility class attendance
Scaling class sizes, like growing from 20 to 50 athletes per WOD, overwhelms your current setup with check-in errors and equipment shortages
Your Tailored AI Workflow, Built from Scratch
We've powered over 50 fitness operations with custom systems that fit like a perfectly programmed WOD
Why Choose Us
Let's be honest, off-the-shelf tools like Zapier are like borrowing generic workout gear—it works okay at first but chafes when your gym grows. We build a custom alternative: a unified AI system that integrates your member management, scheduling, and payments into one owned platform. No brittle zaps that break during peak hours. Instead, it's flexible, scalable, and designed for the chaos of CrossFit life—from auto-sending progress reports to predicting who might drop off based on attendance patterns. You're probably thinking, 'Can it really handle our unique box vibe?' Absolutely. We start with your exact needs, like syncing Mindbody with custom nutrition trackers, and craft a solution that's as tough as your athletes.
What Makes Us Different:
Unlock Retention and Efficiency Like Never Before
Boost Member Retention by 25%
Boost Member Retention by 25%: Picture this: AI spots a member skipping sessions and auto-sends a personalized re-engagement nudge, like 'Hey, miss your 5K row PR? Let's book a makeup mobility session.' No more guessing—our system analyzes attendance, workout logs, and feedback to keep your community tight, reducing churn from the typical 30% to under 20% in the first quarter, just like we saw at a mid-sized CrossFit affiliate.
Cut Admin Time in Half
Cut Admin Time in Half: You're buried in spreadsheets for class rosters, no-show tracking, and payments? We automate it all. One flow handles sign-ups, digital waivers, and even rig equipment rentals, freeing you to coach instead of chase. Gyms like yours report saving 15 hours weekly on tasks like pre-WOD prep, letting head coaches focus on scaling programs without burnout.
Personalize Experiences at Scale
Personalize Experiences at Scale: Like tailoring a nutrition plan to each athlete's goals, our AI crafts custom journeys—recommending accessory classes like yoga flows or recovery tips based on real data from their lifting logs. This isn't generic; it's built for your box's vibe, driving 35% higher engagement without extra staff, with members completing 20% more prescribed workouts.
What Clients Say
"Before AIQ, we were zapping between three apps just to track attendance for our 6AM WODs, and it broke every time we added a new coach for Olympic lifting classes. Now, our custom system auto-notifies members for waitlists and even flags potential injury risks from check-in data on squat volumes. Retention jumped 22% in three months, and I'm not glued to my phone during peak hours anymore."
Sarah Jenkins
Owner, IronForge CrossFit in Austin, TX
"Zapier felt like a band-aid for our payment sync issues—members complained about double charges during busy mornings after partner WODs. The AIQ workflow we built integrates everything flawlessly, handling 200+ transactions daily for class packs and drop-ins without a hitch. Saved us $500 a month in sub fees, and our coaches love the real-time insights on class capacity for burpee benchmarks."
Mike Rivera
Head Coach, Apex Box Gym
"Scaling to three locations meant chaos with member data scattered everywhere, especially syncing progress from metcon sessions across boxes. AIQ designed a system that unifies it all, auto-generating progress reports on benchmark lifts that keep our community hooked. We went from 15% monthly churn to 8% in six months—it's like having an extra coach for retention during off-season programming."
Lisa Chen
Founder, Pulse CrossFit Collective with locations in Seattle and Portland
Simple 3-Step Process
Discovery Session
We dive into your gym's daily grind—talking WOD flows, member pain points, and tools like your CRM or booking app—to map exactly what needs automating.
Custom Design & Build
Our engineers craft your AI workflows from the ground up, testing integrations like auto-check-ins and retention alerts to ensure they fit your box's rhythm without disruptions.
Launch and Optimize
We roll it out smoothly, train your team, and monitor performance—tweaking AI models over the first month to boost things like class fill rates by 20%.
Why We're Different
What's Included
Common Questions
How does this custom system differ from Zapier for my CrossFit gym?
Zapier is great for quick fixes, but it's like using stock barbells—they're versatile until your programming gets complex. Our solution is custom-built for your box: we integrate member apps, scheduling, and payments into one owned AI workflow. No per-task limits or breakage during busy Open seasons. For instance, instead of zaps failing on high-volume check-ins, our system handles 500+ daily without a hitch, learning from your data to predict no-shows and auto-fill classes. You'll own it fully, saving $200+ monthly on subs while tailoring it to unique needs like affiliate tracking. It's flexible, scalable, and designed to boost retention without the vendor dependency.
What if my gym uses specific tools like SugarWOD or TrainHeroic?
No problem—we specialize in deep integrations with CrossFit favorites. Let's say you're on SugarWOD for WODs and Mindbody for billing; we build AI bridges that sync everything seamlessly, automating progress uploads and payment reminders without manual tweaks. Unlike off-the-shelf options that offer superficial connections, our custom code ensures two-way data flow—e.g., a member's new PR in SugarWOD triggers a celebratory email via your CRM. We've done this for 30+ boxes, reducing setup errors by 85%. It's all tailored to your workflow, so if you add wearables for tracking, we incorporate that too, keeping your member experience smooth and retention high.
How much does building this custom alternative cost compared to subscriptions?
You're probably thinking subscriptions add up fast—Zapier alone can hit $100/month for basics, scaling to $500+ with your volume. Our one-time build for a CrossFit workflow starts around $8,000-$15,000, depending on complexity, but you own it forever—no recurring fees. Think of it as investing in a custom rig versus renting weights. Over two years, gyms save $10,000+ while gaining features like AI retention predictions that off-the-shelf can't match. We include a year of tweaks, and maintenance is just $200/month optional. It's a shift from renting to owning, perfect for retention-focused boxes hitting growth walls.
Can this system help with member retention specifically?
Absolutely—retention is the heartbeat of any CrossFit gym, and our AI is tuned for it. We create automations that go beyond basics: analyzing attendance patterns to flag at-risk members (say, someone missing two weeks) and trigger personalized outreach, like 'Join our recovery class this Saturday?' This has helped similar gyms lift retention from 70% to 92% in six months. Unlike Zapier's generic triggers, ours learn from your data—factoring in PRs, feedback surveys, and class prefs—for hyper-relevant nudges. It's like having an AI coach spotting drop-off early, all integrated into your dashboard for quick coach actions. No more losing athletes to forgetfulness; it's built to foster that community vibe you love.
How long does it take to get this up and running in my gym?
From consultation to launch, it's about 6-8 weeks for most CrossFit setups—faster than you might think. Week 1: We audit your current tools and pain points, like clunky sign-ups. Weeks 2-4: Design and build the core AI flows, testing with your data for things like auto-WOD shares. Weeks 5-6: Integrate and train your team, ensuring coaches can access member insights on the fly. Then, a soft launch with monitoring to iron out any kinks, like during a peak class hour. We've rolled this out for busy boxes mid-season without downtime, so your operations stay uninterrupted. Post-launch, we optimize based on real usage, making it even more efficient over time.
What happens if my gym grows or needs changes later?
Growth is exciting—like adding more barbells to handle bigger classes—and our systems scale with you. Since you own the platform, updates are straightforward: we can expand it for multi-location tracking or new features like AI meal prep suggestions tied to member goals, without starting from scratch or paying premium sub fees. For example, one client added a second box and we integrated it in two weeks, syncing member data across sites to maintain that personal touch. It's flexible by design, with modular code that adapts—whether you're launching affiliate programs or integrating new trackers. No lock-in; just ongoing support to keep your retention engine humming as your community expands.
Ready to Get Started?
Book your free consultation and discover how we can transform your business with AI.