Stop Losing Members to Forgotten Follow-Ups Tailored AI Communication That Keeps Them Coming Back
Imagine cutting no-shows by 40% and boosting retention with personalized nudges that feel like a spotter's encouragement, not spam. We're here to build that for your box.
Join 150+ fitness studios with retention rates soaring above 85%
The "Member Drift" Problem
Chasing down no-shows after packed WODs eats your coaching time, pulling you away from spotting cleans and building that unbreakable athlete camaraderie
Generic emails from off-the-shelf tools get ignored amid busy member lives, buried under recovery shakes and mobility routines
Juggling texts, apps, and social DMs fragments your community vibe
Forgetting to celebrate PRs or check-ins leads to silent member fade-outs, dimming the fire in your CrossFit tribe
Scaling communication as your box grows overwhelms your front desk team
Scaling communication as your box grows overwhelms your front desk team, especially during peak-hour class rushes and AMRAP sign-ups
Our Custom-Built Communication System: Designed for Your CrossFit Workflow
With years engineering AI for high-energy fitness environments, we've helped boxes like yours turn chaotic messaging into a retention powerhouse.
Why Choose Us
Here's the thing: you're probably thinking another tool will just add to the subscription pile-up. But we build from scratch, tailoring every piece to your exact needs—like integrating with Mindbody or Zen Planner without the usual glitches. We create AI that knows your members' favorite WODs, their attendance patterns, and even when to send a motivational nudge post-burpee burnout. Flexible and scalable, it's your system, owned by you, not some rented template.
What Makes Us Different:
Why This Perfect Fit Transforms Your Gym
Skyrocket Retention Without the Hustle
Skyrocket Retention Without the Hustle: Picture this: members get a quick text celebrating their latest deadlift PR, right after class—maybe with a nod to their improved form on those snatches. Our system cuts churn by 35% in the first six months, as seen in CrossFit boxes where personalized comms turned one-time drop-ins into lifelong athletes hitting consistent PRs. No more guessing—AI handles the heavy lifting, adapting to each member's programming needs.
Free Up Your Coaches for What Matters
Free Up Your Coaches for What Matters: Let's be honest, your team shouldn't spend evenings drafting reminder emails when they could be cueing burpee box jumps or leading partner WODs. We automate 80% of routine outreach, from no-show follows to sharing post-workout mobility tips, letting coaches focus on form corrections and community building. One boutique gym reclaimed 15 hours a week, redirecting it to hands-on athlete mentoring during peak training cycles.
Build a Buzz That Draws in New Faces
Build a Buzz That Draws in New Faces: You're probably thinking retention is key, but our AI also nurtures referrals with targeted invites to partner workouts or seasonal challenges, like a 30-day kettlebell swing progression. Expect a 25% uptick in trial sign-ups within the first quarter, like the CrossFit box that saw 40 new members from automated success story shares featuring member transformations and group class highlights.
What Clients Say
""Before AIQ, we'd lose track of members skipping morning sessions, and our emails just blended into their inboxes amid post-WOD recovery plans. Now, the system sends custom mobility and foam-rolling tips based on their last AMRAP workout, and we've held retention steady at 82% even through the busy holiday season when motivation dips. It's like having an extra coach for engagement without the extra payroll." - Sarah Jenkins, Owner, IronForge CrossFit in Denver, CO"
Sarah Jenkins
Owner, IronForge CrossFit in Denver, CO
""I was skeptical about AI in a sweaty gym setting, but this setup integrates perfectly with our Mindbody booking app. Automated PR congrats for things like clean and jerks have boosted our community feel, and no-shows dropped from 20% to under 10% in just three months of consistent use. Game-changer for our small team during those high-volume summer bootcamps." - Mike Rodriguez, Head Coach, Apex Strength Collective in Austin, TX"
Mike Rodriguez
Head Coach, Apex Strength Collective in Austin, TX
""Juggling group chats and newsletters was chaos during peak hours with back-to-back HIIT classes. Their custom flows now handle birthday shoutouts and hype for upcoming hero WODs, freeing us up to focus on member progressions. We gained 15 steady members last quarter just from better follow-ups on scaled vs. RX performances—totally worth ditching those clunky apps for something that gets our wellness vibe." - Emily Chen, Operations Manager, Vanguard Fitness Studio in Seattle, WA"
Emily Chen
Operations Manager, Vanguard Fitness Studio in Seattle, WA
Simple 3-Step Process
Discovery Dive
We chat about your box's rhythm—peak class times, member personas, pain points like holiday no-shows. This shapes a blueprint tailored to you, not some cookie-cutter plan.
Custom Build Phase
Our engineers craft your AI system, weaving in specifics like WOD attendance tracking and personalized motivation scripts. We test rigorously to ensure it fits your workflow like a well-worn lifting belt.
Launch and Optimize
Roll it out with training for your team, then monitor and tweak based on real data—like refining messages for better open rates. You own it all, scaling as your community grows.
Why We're Different
What's Included
Common Questions
How does this integrate with my existing gym management software?
We start by mapping your current setup—say, if you're on Mindbody or Vagaro—and build two-way API connections that pull in real-time data like class rosters and member profiles. No clunky imports; it's seamless, like a perfect snatch. For a recent CrossFit client, we linked it in under two weeks, automating attendance-based reminders without disrupting their daily ops. This custom approach avoids the pitfalls of off-the-shelf plugins that often glitch during peak hours. Plus, we handle ongoing tweaks as your software updates, ensuring everything stays synced and efficient for your team's workflow.
Will the AI communications feel robotic to my members?
Absolutely not—let's be honest, nobody wants stiff bot talk in a high-energy CrossFit community. We train the AI on your brand's voice, incorporating casual lingo like 'crush that AMRAP' or references to your box's inside jokes. For one gym, we personalized messages around members' favorite movements, making nudges feel like a buddy's encouragement. It's all custom-built, with human oversight for tone, so it builds rapport instead of annoyance. Members respond better too—open rates jumped 45% in our pilots because it hits that motivational sweet spot without the corporate chill.
What kind of data does the system use for personalization?
We leverage what you already track: attendance patterns, workout completions, goal settings from your CRM, even notes from coach interactions. Think of it as a smart spotter that knows when a member needs a push after skipping cleans. For privacy, everything complies with GDPR and health data standards—no selling or sharing. A client saw retention boost by 28% after we started sending tailored recovery tips based on their last session's intensity. It's flexible too; you decide what data feeds in, building trust and relevance that keeps athletes engaged long-term.
How much does a custom system like this cost for a small CrossFit gym?
Costs vary by your box's size and needs, but for a typical 100-200 member gym, we're looking at $15K-$25K upfront for the build, with minimal ongoing fees since you own it. That's a fraction of what you'd spend on multiple subscriptions that don't quite fit. One owner shared how it paid for itself in six months by cutting churn and adding 20 members. We break it down in your free consult, focusing on ROI like time saved on admin—your coaches get back to programming WODs, not chasing texts. No hidden fees; it's built for value, scaling as you grow.
Can I start small and expand the communication features later?
Yes, that's the beauty of our flexible design—start with core automations like no-show follows, then layer on advanced stuff like event promos or referral triggers. It's modular, like progressing from beginner lifts to complexes. A startup box began with just SMS reminders, expanded to full personalization in quarter two, and saw engagement double without a full rebuild. We architect it that way from the start, so upgrades are plug-and-play, aligning with your growth phases. You're in control, ensuring it evolves with your community without wasteful overhauls.
How do you ensure the system improves member retention specifically?
Retention is our north star in fitness, so we embed metrics like re-engagement rates and churn predictions right into the AI. It learns from patterns—say, sending a 'missed you at squats' nudge that brings back 60% of lapsed members, based on real CrossFit data we've analyzed. Unlike generic tools, ours ties directly to your goals, like fostering that box family feel. One partner reported holding 90% retention during off-season by automating progress shares. We review and refine quarterly, using your feedback to sharpen the edge, turning one-off visitors into dedicated athletes.
Ready to Get Started?
Book your free consultation and discover how we can transform your business with AI.