Stop Losing Potential Members to Clunky Lead Tracking With Custom AI Lead Management Built for Your Box
Imagine capturing every walk-in inquiry, online form submission, and social media DM without the chaos of scattered spreadsheets and forgotten follow-ups. Our tailored CRM turns leads into loyal athletes, boosting your gym's retention by 30% in the first quarter alone.
Join 250+ fitness studios with streamlined member onboarding
The "Lead Leakage" Problem
Walk-ins and drop-ins get lost in the shuffle of busy WOD schedules and class transitions
Inconsistent follow-ups mean hot leads cool off before their first free fundamentals class or trial session
Tracking online inquiries from Instagram Reels or your gym's booking site feels like herding cats during peak-hour class rushes
Member retention dips because you can't spot at-risk athletes early without fragmented data on attendance and PR progress
Scaling your box means drowning in manual entry for WOD sign-ups, mobility assessments, and athlete progress notes
Referral programs fizzle out without automated reminders to your community of lifters and functional fitness enthusiasts
Your Custom-Built CRM for CrossFit Success
We've powered lead systems for over 50 gyms, turning chaotic inquiries into packed classes
Why Choose Us
Let's be honest, off-the-shelf CRMs treat your CrossFit box like just another business, ignoring the high-energy pulse of WODs, community vibes, and retention that's everything. Here's the thing: we build a tailored AI-powered CRM from the ground up, molded to your exact workflow. Whether it's auto-scheduling intro sessions for walk-ins or predicting which members might drop off after a tough programming week, it's flexible and yours. No more wrestling with rigid templates— this is custom-built for the sweat, the PRs, and the lifelong athletes you create.
What Makes Us Different:
Unlock Retention-Driven Growth Tailored to Your Box
Turn Every Lead into a Committed Athlete
Picture this: a new face walks in mid-morning rush. Our system logs them instantly via QR code check-in, sends a personalized invite to your next fundamentals class within 15 minutes, and follows up with scaling tips for their first AMRAP workout. Gyms using our custom setup see <span class="gradient">40% higher conversion rates</span> from walk-ins to paid memberships in under 30 days, filling those open spots without the guesswork.
Boost Retention Like Fine-Tuning a Deadlift Form
You're probably thinking, 'How do I keep members showing up week after week?' We embed AI that tracks attendance streaks, celebrates PRs in squats or cleans, and flags when someone's missing three sessions—like a coach spotting form fatigue early. One box we built this for cut churn by <span class="gradient">25%</span> in six months, creating a tighter community of consistent athletes without extra effort.
Streamline Onboarding for Faster Community Integration
No more paperwork piles or forgotten liability waivers. Our tailored workflow automates everything from lead capture via social DMs to initial goal-setting sessions synced with your Wodify app, integrating seamlessly with your programming. It's like having an extra coach handling admin, so your team can focus on what matters: building that unbreakable box bond through shared PRs and group WODs. Expect <span class="gradient">50% less time</span> on manual tasks, freeing hours for hands-on coaching and mobility work.
What Clients Say
"Before AIQ Labs, we'd lose track of half our walk-ins amid the chaos of back-to-back WODs and partner workouts. Now, the custom CRM pings us right away with their details via mobile app integration and schedules a trial fundamentals class on the spot. We've added 15 new members in just two months, and retention's up 20% because we catch three-session drop-offs early—it's like having eyes on every athlete's PR journey and attendance streak."
Sarah Jenkins
Owner, IronForge CrossFit
"Honestly, juggling Google Sheets for leads was killing our vibe during peak squat cycles. Their system auto-scores inquiries based on how they found us, like from our Insta Reels on Olympic lifts, and nurtures them with personalized tips for beginner deadlifts. My front desk time dropped from 10 hours a week to 2, and we're converting 30% more online forms into full-month sign-ups. Total game-changer for our boutique strength box."
Mike Rivera
Head Coach, Apex Strength Collective
"We were hemorrhaging referrals because follow-ups were hit or miss after our weekend throwdown events. This custom build sends automated invites for buddy passes tied to mobility challenges and tracks engagement post-referral with progress check-ins. In the last quarter, referrals jumped 40% from our lifter community, and our group feels more connected through shared WOD benchmarks. No more generic tools—this fits our high-intensity functional fitness world perfectly."
Lisa Chen
Operations Manager, Vanguard CrossFit
Simple 3-Step Process
Discovery Session: Map Your Box's Flow
We dive into your daily grind— from capturing garage gym walk-ins to tracking affiliate program leads. This isn't a cookie-cutter chat; we uncover your unique pain points, like seasonal class surges or retention during programming changes.
Custom Design: Build for Your Workflow
Using advanced AI frameworks, we craft a CRM that mirrors your box: auto-lead capture from your website forms, personalized nurturing emails with WOD previews, and retention dashboards. It's scalable, owned by you, and ditches subscription traps.
Launch and Optimize: Hit the Ground Running
We integrate seamlessly with your tools, train your team, and monitor performance. Expect quick wins like faster onboarding, then ongoing tweaks based on real data—like boosting engagement for evening class leads.
Why We're Different
What's Included
Common Questions
How does this custom CRM handle the unique flow of a CrossFit gym, like variable class sizes?
Great question—CrossFit isn't your average gym with fixed schedules. We design the CRM around your programming, automating lead assignment to specific coaches or time slots based on availability. For instance, if a lead inquires about morning classes, the system checks your calendar and suggests slots while sending a teaser video of that WOD. It's flexible, adapting to black swan events like the Open or holiday dips, ensuring no lead slips through. We've seen gyms reduce no-shows by 35% this way, keeping your boxes buzzing without manual juggling. And since it's built for you, we iterate based on your feedback, like adding filters for Rx vs. scaled preferences.
What if I'm already using another tool like SugarCRM—can you integrate without disruption?
Absolutely, integration is our specialty. We don't force a rip-and-replace; instead, we create deep, two-way connections that pull in your existing data—like past member histories or lead notes—seamlessly into the new system. For a CrossFit box, this means syncing trial class bookings from your current app directly into our AI scoring, so hot leads get immediate follow-ups. No downtime during setup; we migrate in phases, testing with a small batch of inquiries first. One client went live over a weekend, waking up to automated nurtures already firing. It's all about minimizing chaos so you can focus on coaching, not tech headaches.
How does the AI help with retention, which is huge for our community-driven box?
Retention is the heartbeat of CrossFit, right? Our AI analyzes patterns like workout frequency, class feedback, and even social engagement to predict drop-offs early—like if someone's only hitting two sessions a week. It then triggers personalized re-engagement, such as a 'Missed you at Mobilty Monday—here's a quick home flow' email. We've built this for gyms facing post-summer slumps, resulting in 20-30% churn reduction. It's not generic; we tailor it to your vibe, incorporating elements like benchmark PR tracking to celebrate progress and keep athletes hooked. Think of it as an always-on coach for member loyalty.
Is this scalable as my gym grows from one box to multiple locations?
Yes, scalability is baked in from day one. We use robust frameworks that handle growth without breaking, like adding new locations or expanding to 200+ members. For multi-site CrossFits, the CRM segments leads by box—routing a downtown inquiry to the right team—while centralizing retention insights across all. One affiliate network we worked with scaled from two to five locations seamlessly, with AI optimizing lead distribution based on capacity. No performance lags during peak sign-up periods, and you own it all, avoiding pricey upgrades. We even future-proof with modular add-ons, like voice agents for handling calls at satellite spots.
How much customization can I expect, and what's the timeline?
Full customization to your workflow—nothing one-size-fits-all. We start with your specifics, like integrating with your custom programming app or prioritizing leads from local competitions. The process? Discovery takes 1-2 weeks, building 4-6 weeks, and launch with training in another 2. Total: about 2 months to a live system that's already delivering wins, like automated trial bookings. It's collaborative; we loop in your input at every stage, ensuring it feels like an extension of your box. Costs? Tailored quotes start around $15K for core lead management, scaling with features, but the ROI from filled classes pays off fast.
Will this replace my entire stack, or just handle leads?
It can be standalone for lead management or the foundation of a unified system—we replace subscription chaos without forcing everything at once. For leads, it captures, scores, and nurtures independently but integrates with your full stack, like pulling attendance from your booking software to inform retention plays. Many CrossFit owners start here, then expand to dashboards for class metrics. No lock-in; you own the code, so it evolves with you. We've helped boxes ditch three tools for one, saving $500/month while boosting efficiency—like auto-syncing member goals to prevent lapses in engagement.
Ready to Get Started?
Book your free consultation and discover how we can transform your business with AI.