Boutique studios, gyms and personal trainers

The CRM for fitness studios and gyms.

GuardenerAI for fitness studios and gyms is a CRM for the sales and retention side of the business: trial and membership enquiries, intro sessions with a coach, memberships tracked as recurring revenue, and win-back campaigns by SMS, WhatsApp or email. It sits beside your class-booking or access system. It is for studios that want more trials turning into members, and more members staying.

Your booking app runs the timetable and the door. What it does not do well is the part that grows the business: chasing the trial enquiry, booking the intro session, noticing the member who has gone quiet. GuardenerAI handles that side.

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Sound familiar?

What this usually looks like today.

What changes

One system, doing the work with you.

Every trial gets a call

Ad and website enquiries land as leads with their campaign source, and an action plan lays down the call, the follow-up text and the check-in after the first visit.

Intro sessions booked online

Each coach shares a booking link for an intro or assessment session with their own hours, synced to their calendar.

Memberships you can count

Each sale is an opportunity with a recurring line item, so monthly value is on the board and a saved report shows conversions by source.

Win-back that runs the same way every time

Add the members your booking system shows as lapsed to a static segment, and a marketing journey reaches them by SMS, WhatsApp or email with consent respected and fixed waits in between.

The modules this runs on

How you set it up

Shaped around how fitness studios and gyms actually work.

There is no one-click template for this industry, so you add these objects and fields yourself in Settings. It takes an afternoon, and nothing about it is fixed.

Built in

Leads

Trial and membership enquiries from ads, the website and walk-ins.

  • Status
  • Lead Source
  • Campaign fields
  • Rating
Built in

Persons

Members, with two fields you add so membership status and last visit are on the record. Segments cannot filter on custom fields, so lapsed members are added to the win-back list by hand.

  • Name
  • Email
  • Phone
  • Membership status (custom select)
  • Last visit (custom date)
Built in

Opportunities

Membership sales, personal training packages and corporate wellness deals.

  • Value
  • Stage
  • Line items (recurring)
  • Lead Source
You create it

Memberships

An optional custom object you create if you want each membership as its own record with its renewal date.

  • Member (lookup to Person)
  • Plan (select)
  • Start date (date)
  • Renewal date (date)
  • Monthly price (number)
  • Status (select)

Suggested stages on opportunities (membership sales)

  1. Enquiry
  2. Trial booked
  3. Trial attended
  4. Offer made
  5. Joined
  6. Not now
Routines to copy

The repeat work, set up once.

Each of these is built from features in the product today. Set them up once and the whole team runs them the same way.

Action plan

Trial to member

  1. Call the enquiry, high priority, same day
  2. Text the trial booking details, day 0
  3. Check in after the first visit, day 2
  4. Membership offer call, day 5
Marketing journey

Lapsed-member win-back

  1. Starts when the front desk adds lapsed members, from the list your booking system gives you, to the static "Lapsed" segment
  2. Splits on WhatsApp consent: a WhatsApp message to members who have opted in, an email to the rest
  3. Waits a week
  4. Sends a second message with a comeback offer, then exits
Signature template

Membership agreement

  1. Write the membership terms and waiver once, with the member’s name and the date merged in
  2. Send it from the member’s record when they join
  3. They sign on their phone before their first class

Your members’ details, kept properly.

Member data is encrypted, audit-logged and isolated to your studio, with default-deny roles, so coaches see what they need and nothing more. Consent is kept per channel, and every marketing message carries an unsubscribe link.

Read the security details →
FAQ

Questions from teams like yours.

Does GuardenerAI handle class bookings or door access?
No. Keep your class-booking or access system for the timetable and check-ins. GuardenerAI runs enquiries, intro sessions, sales and retention around it.
Does it bill memberships automatically?
No. There are no recurring customer invoices. You can raise invoices (with card payment links on the Max plan) and track membership value as recurring opportunity lines, but keep automatic billing in your existing payments setup.
Can members book with a specific coach?
Yes. Each coach shares their own booking links for intro, assessment or personal training sessions, synced with their Google or Microsoft calendar.
Can we message members on WhatsApp?
Yes, through Twilio or Meta, using WhatsApp templates built in the app and approved by Meta, and only to members who have not opted out.

See it on your kind of work.

Start free in an afternoon, or have us walk you through it with data that looks like yours.

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Also built for salons and spas, coaches and membership organisations. See every industry.

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