Stop Losing Members to Scheduling Headaches Automate Your Bookings and Reclaim Your Time
Imagine saving 15+ hours per week on manual scheduling while boosting retention by 20% through seamless, personalized class experiences—no more double-bookings or no-shows derailing your gym's vibe.
Join 200+ fitness studios with frictionless operations and happier members
The "Scheduling Chaos" Problem
Endless Back-and-Forth Emails for CrossFit Class Sign-Ups and WOD Reservations
Double-Bookings During Peak Morning WOD Hours at Your Box
Manual Waitlist Management for Popular Strength Sessions Eating Into Coach Prep Time
No-Shows Wasting Spots in Your High-Intensity Group Classes and Frustrating Loyal Athletes
Inconsistent Reminders Leading to Forgotten Mobility or Yoga Sessions
Scalability Struggles as Your CrossFit Box Grows Beyond Capacity with More Athletes
Our Custom AI-Powered Scheduling Automation Built Just for Your CrossFit Box
With years of experience optimizing workflows for high-energy fitness spaces, we've helped dozens of gyms like yours turn scheduling from a stressor into a strength.
Why Choose Us
Let's be honest—running a CrossFit gym means your days are packed with coaching, community building, and keeping that electric energy alive. But when scheduling eats up hours chasing confirmations or fixing mix-ups, it's like a bad burpee set: exhausting and avoidable. At AIQ Labs, we build a tailored AI system that integrates directly with your existing tools—think Mindbody, Zen Planner, or even your custom member app. It automates everything from real-time availability checks to personalized notifications, all while learning your gym's unique rhythms, like peak 6 AM WOD rushes. You're probably thinking, 'Will this fit my workflow?' Absolutely—we map it to your exact setup, ensuring no disruption, just pure efficiency. Here's the thing: this isn't a plug-and-play template. It's custom code, owned by you, scaling as your box grows.
What Makes Us Different:
Unlock Tangible Time and Cost Wins for Your Gym
Save 15+ Hours Weekly on Admin Drudgery
Save 15+ Hours Weekly on Admin Drudgery for Your CrossFit Box: No more spreadsheets or last-minute calls for WOD sign-ups. Our automation handles class reservations, waitlists, and reminders automatically, letting you and your coaches focus on what matters: delivering killer workouts like AMRAP circuits and building that unbreakable community vibe. Picture this—reclaim those hours for extra programming, such as adding a weekly mobility workshop, or just breathing room after a long day of coaching.
Boost Retention with 25% Fewer No-Shows
Boost Retention with 25% Fewer No-Shows in Your Group Fitness Classes: Smart AI sends personalized nudges—like 'Hey, your 5 PM Oly lifts are locked in—don't miss those snatches!'—tailored to each athlete's habits and past performance data. This cuts flakes, fills spots faster for high-demand sessions, and keeps revenue steady from consistent attendance. It's like having a virtual front desk that never sleeps, turning potential drop-offs into loyal lifters who stick around longer and refer friends to your box.
Achieve 3x Faster ROI Through Efficiency Gains
Achieve 3x Faster ROI Through Efficiency Gains in Your Wellness Operations: Invest once in a system that pays for itself in 3-6 months by slashing manual errors and subscription overlaps for tools like outdated booking apps. For a mid-sized CrossFit box with 150 members, that's $5K+ saved yearly on redundant software, plus reduced coach overtime from streamlined scheduling. Efficiency skyrockets—your team gets productive boosts for more one-on-one coaching, members get smoother experiences with instant WOD confirmations, and your gym runs like a well-oiled PR machine.
What Clients Say
"Before AIQ, I was spending my evenings sorting through emails for next day's WOD sign-ups and Olympic lifting spots—it was killing my family time after long coaching days. Now, the system auto-fills classes, manages waitlists for peak hours, and pings members 24 hours out with custom reminders. We've cut no-shows from 15% to under 5% in just two months, and my coaches actually have time to tweak WODs and add extra mobility drills. Total game-changer for our 150-member box."
Sarah Thompson
Owner, IronForge CrossFit in Denver, CO
"Double-bookings during our busy 6 AM WOD hours were a nightmare, leading to frustrated athletes showing up to full classes and lost trust in our programming. After implementing their custom scheduler that syncs with our member app for real-time updates, everything runs smoothly—no more overlaps on squat cycles or HIIT sessions. Retention jumped 18% in three months because members feel valued with instant confirmations and auto-waitlist bumps. Wish we'd done this sooner for our growing community."
Mike Rivera
Head Coach, Apex Strength & Conditioning Gym in Austin, TX
"As our gym hit 200 members and demand spiked for evening yoga flows alongside CrossFit classes, manual waitlists became total chaos during peak seasons. AIQ built a predictive system that forecasts attendance based on past trends and auto-notifies athletes via text—saved us 12 hours a week easily on admin. Costs dropped too, no more juggling three separate apps for bookings and payments. Our community is tighter with fewer disruptions, and I'm not buried in admin anymore, focusing instead on scaling our wellness programs."
Lisa Chen
Operations Manager, Pulse CrossFit & Wellness Studio in Seattle, WA
Simple 3-Step Process
Discovery and Mapping
We dive into your gym's current setup—your class structures, peak times, and pain points—to blueprint a solution that fits like a custom lifting belt.
Custom Build and Integration
Our engineers code your AI scheduler from scratch, weaving in two-way syncs with your tools for seamless, error-free operations—no brittle hacks here.
Testing, Launch, and Optimization
We test rigorously with your real data, launch smoothly, then monitor and tweak based on your feedback, ensuring it evolves with your growing box.
Why We're Different
What's Included
Common Questions
How does this automation handle our variable WOD schedules?
Great question—CrossFit schedules aren't your standard 9-to-5. We design the AI to adapt to your dynamic programming, like scaling classes or AM/PM shifts. It pulls from your calendar inputs, predicts demand based on historical data (e.g., higher turnout for hero WODs), and auto-adjusts capacities. For instance, if a class fills, it notifies waitlisters immediately. We've seen gyms reduce overbooking by 40% this way. Setup involves mapping your weekly template, and the system learns over time—no more manual tweaks for every change. It's all custom, so it fits your box's rhythm perfectly, saving you those frantic morning checks.
Will this integrate with our existing gym software?
Absolutely, integration is our specialty. Whether you're on Mindbody, Zen Planner, or even a custom setup, we build deep, two-way API connections for real-time data flow. No clunky imports—bookings update instantly across systems, member profiles sync, and payments link seamlessly. Take a gym we worked with: they ditched manual exports to QuickBooks, cutting errors by 90%. We start with a quick audit of your stack, then code the bridges. You're not locked into new tools; we enhance what you have, ensuring everything feels unified and hassle-free.
What's the timeline for getting this up and running?
You're probably thinking it'll take forever, but we keep it efficient. For most CrossFit gyms, discovery and build take 4-6 weeks, depending on complexity. Week 1: We map your workflows via calls and a site visit if needed. Weeks 2-4: Coding and testing with your sample data. Week 5: Soft launch with your team for tweaks. By week 6, it's live, with full support. One client, a 120-member box, went from chaos to automated bliss in 5 weeks—members noticed the smoother sign-ups right away. We prioritize quick wins, like basic reminders, early on to show value fast.
How much does a custom scheduling system cost?
Costs vary by your gym's size and needs, but let's break it down honestly. For a standard CrossFit box with 100-200 members, expect $15K-$25K for the full build— that's custom code, integrations, and a year's support included. ROI hits fast: save 15 hours/week at $50/hour coach rate, that's $39K yearly, plus retention gains adding $10K+ in dues. No ongoing subs like generic apps charging $200/month. We offer a free consult to quote precisely based on your setup—think of it as investing in a system that owns itself, not renting forever. Many clients see payback in 4-6 months.
Can this system personalize for different athlete levels?
Yes, personalization is key in CrossFit—beginners need different nudges than Rx pros. Our AI analyzes member data like past attendance, skill levels, and preferences to send tailored invites, e.g., 'Scaling options available for tomorrow's workout!' It segments automatically: novices get beginner-friendly reminders, elites see advanced slots. A gym we built this for saw engagement rise 22% because athletes felt seen. We train the model on your data during setup, ensuring it evolves with feedback. It's not one-size-fits-all; it's like a smart coach anticipating needs, enhancing that member experience you fight for.
What if we need to make changes after launch?
Flexibility is built-in—we don't leave you hanging. Post-launch, you get a simple admin interface to adjust classes or rules on the fly, no coding needed. For bigger tweaks, like adding multi-site support, our team handles it quickly, often in days. One owner added seasonal programming mid-year; we updated in a week without downtime. Included support covers the first year, then optional maintenance at $500/month. It's designed to grow with you—think expanding from one box to affiliates—keeping your operations smooth as your community thrives.
Ready to Get Started?
Book your free consultation and discover how we can transform your business with AI.