Stop Juggling Disconnected Apps That Tank Your Member Retention Own a Custom AI Workflow Built Just for Your Gym
Imagine ditching the endless Zapier zaps that break during peak class times, saving your team 20+ hours a week on manual member follow-ups while boosting retention by 30%.
Join 150+ fitness businesses with seamless, owned systems that keep members coming back
The "Fragmented Member Flow" Problem
Missed Yoga Class Check-Ins Leading to Silent Member Drop-Offs
Manual PT Session Roster Updates Eating Into One-on-One Coaching Time
Broken Integrations During Busy Sign-Up Rushes
Inconsistent Member Data Scattered Across Fitness Apps and CRM Tools
Generic Alerts Ignoring Personal Fitness Goals Like Weight Loss Milestones
Subscription Fees Piling Up Without Real Retention Wins in Group Fitness Programs
Your Tailored AI Alternative to Zapier
We've built custom workflows for over 50 gyms, turning chaotic member management into a smooth, retention-boosting machine
Why Choose Us
Let's be honest, you're probably thinking your gym's too unique for off-the-shelf fixes. Here's the thing: Zapier works for basic tasks, but it crumbles under the weight of your daily realities—like syncing a last-minute class change across your booking app, CRM, and email system without missing a beat. We craft a custom-built AI system from the ground up, designed for your exact needs. Think of it like a personal trainer for your operations: flexible, adaptive, and always pushing toward better member experiences. No more brittle zaps that fail during your busiest hours. Instead, you own a unified platform that automates attendance tracking, sends smart retention nudges based on workout patterns, and scales with your studio's growth.
What Makes Us Different:
Unlock Retention Superpowers Your Gym Deserves
Boost Member Stickiness with Smart Automations
Boost Member Stickiness with Smart Automations: Picture this: An AI that automatically flags members who've skipped two HIIT classes and sends a personalized re-engagement email with their favorite bodyweight workout suggestions tailored to their logged cardio goals. We've seen boutique gyms cut churn by 25% in just three months, turning one-time drop-ins into loyal regulars without your team lifting a finger—especially during peak New Year's resolution seasons.
Reclaim Hours for What Matters—Coaching and Connecting
Reclaim Hours for What Matters—Coaching and Connecting: No more wrestling with failed zaps that leave rosters outdated for spin classes or yoga flows. Our custom system handles real-time updates, like instant notifications for bike reservations or milestone alerts for members hitting 10k steps via integrated wearables. One studio owner told us they gained back 15 hours weekly, letting coaches focus on breathwork cues and injury prevention instead of admin drudgery.
Scale Without the Lock-In Headaches
Scale Without the Lock-In Headaches: Unlike Zapier's rigid templates, your owned AI grows with you—adding features like group bootcamp analytics or seamless MyFitnessPal nutrition tracking integrations as your studio expands to include wellness retreats. It's flexible, secure, and yours forever, avoiding those surprise fee hikes that hit during your growth spurts, like launching seasonal detox challenges.
What Clients Say
"Before AIQ Labs, our Zapier setup kept breaking during morning HIIT rush, and we'd lose track of member payments for unlimited class passes. Now, everything syncs automatically—class sign-ups, digital waivers, even retention emails based on spin class attendance patterns. We've held onto 40 more members this quarter without extra marketing spend, keeping our community vibe strong."
Sarah Jenkins
Owner, FitCore Yoga & Strength Studio
"I was skeptical about ditching subscriptions, but their custom system integrated our old Mindbody CRM with new Fitbit wearable data in just three weeks. No more manual entry for weekly progress reports on strength training benchmarks. Retention jumped 28% last month—members love the personalized reminders for their marathon prep goals."
Mike Rivera
General Manager, Peak Performance CrossFit Gym
"Handling group Pilates schedules was a nightmare with off-the-shelf tools—constant no-shows during peak evening slots. AIQ built us an AI that predicts drop-offs based on past barre class trends and auto-fills spots with waitlist members. Saved us from overstaffing three sessions last season, and our team finally has time for hands-on mobility check-ins and recovery advice."
Lisa Chen
Operations Director, Urban Wellness Collective
Simple 3-Step Process
Discovery Dive
We chat about your gym's pain points—like those frustrating member drop-offs or clunky class management—and map out a workflow that fits your exact setup. No cookie-cutter plans here.
Custom Build Sprint
Our engineers craft your AI system, integrating tools you already use and automating the rest. Expect a prototype in 4-6 weeks, tested against real scenarios like peak-hour bookings.
Launch and Optimize
We roll it out, train your team, and fine-tune based on live data. Watch as automations kick in, boosting retention from day one, with ongoing tweaks to keep it sharp.
Why We're Different
What's Included
Common Questions
How does this differ from Zapier for my gym's needs?
Zapier's great for simple zaps, but it often fails with the complex, real-time flows in fitness—like syncing live class changes or personalizing member journeys. We build a custom AI system owned by you, integrating deeply with your tools for unbreakable automations. For example, it can pull workout data from apps and trigger retention actions without monthly fees. Gyms we've worked with report 40% less downtime and higher member satisfaction, all tailored to handle peak times without glitches. It's like upgrading from a basic treadmill to a full smart studio setup.
What if my gym uses specific software like Mindbody?
No worries—we specialize in seamless integrations with popular fitness platforms like Mindbody, Glofox, or Vagaro. Our custom builds create two-way data flows, so member sign-ups auto-update rosters, payments sync instantly, and retention alerts pull from your existing data. One client integrated Mindbody with their email system in under a month, eliminating double-entry that was costing them hours weekly. It's flexible to your setup, ensuring everything works in harmony without the limitations of off-the-shelf connectors.
How much does a custom system cost compared to Zapier subscriptions?
While Zapier might run you $20-100 monthly plus per-task fees that add up fast for a busy gym, our one-time build starts around $10K-$25K depending on complexity—think full ownership without ongoing costs. For a mid-sized studio, this pays off in 6-12 months through time savings and retention gains. You're not renting; you're investing in an asset that scales. We've helped gyms redirect those subscription dollars to marketing, seeing ROI through 20-30% better member retention.
Can this system help with member retention specifically?
Absolutely—retention is our sweet spot in fitness. We design AI automations that analyze attendance patterns, sending targeted re-engagement messages like 'Missed your yoga flow? Here's a free trial class.' Unlike generic tools, it's built for your gym's vibe, incorporating details like favorite classes or progress goals. Clients have boosted retention by 25-35% by automating these touches, reducing churn from forgotten members. It's proactive, like a coach spotting form before injury, keeping your community strong.
How long does it take to get my custom AI workflow up and running?
From our initial chat to launch, it's typically 6-8 weeks for a solid, tested system. We start with a deep dive into your workflows—say, automating check-ins and follow-ups—then build and iterate with your feedback. Prototypes come quick, so you see value early. For a boutique gym, we once delivered a full retention automation in five weeks, integrating with their booking app seamlessly. Post-launch, we monitor and tweak for the first month to ensure it fits your daily grind perfectly.
Is the system secure for handling member health data?
Security is non-negotiable, especially with sensitive fitness data like health metrics or payment info. We build with enterprise-grade encryption, GDPR/HIPAA-compliant standards, and role-based access so only authorized staff see what they need. Unlike cloud-based Zapier, your owned system stays under your control—no third-party risks. We've audited systems for wellness centers, ensuring data flows securely between apps without breaches. It's peace of mind, letting you focus on member experiences rather than compliance worries.
Ready to Get Started?
Book your free consultation and discover how we can transform your business with AI.