Who it is for
Boutique studios that run booked classes, such as cycling, yoga, Pilates, HIIT or strength, with a small front-desk team.
Built on InfiniBot by KIS
InfiniBot AI OS for Fitness Studios
Fuller classes, a waitlist that promotes itself and a personal check-in for members who drift away.
Move to raise the energy
Keep classes full and notice who stopped coming
The problem
A late cancel leaves an empty bike while the waitlist sleeps. Someone has to text people one at a time. Midday classes run half empty, and a regular can quietly stop coming with nobody noticing.
What you get
- A waitlist that offers each open seat in order, with a reply window.
- A view of which classes are filling and which are not.
- Personal check-ins for members who have drifted, sent after you approve them.
- Freeze and billing requests handled by your policy, with staff sign-off.
The AI OS console
Watch it run the business
Pulse Yard Studio (sample) is a made-up business. Press a control or let it play.
What is happening now
Cancel a spot, step 1 of 4
A member cancels
- What happens
- A seat opens in a full class, and the waitlist starts straight away.
- Who does it
- The member, then the Scheduler agent
- What it gives you
- The seat goes back in play at once, not when someone at the desk notices.
Cancel a spot, step 2 of 4
The first person gets an offer
- What happens
- Maya, first on the list, gets a text with a 15 minute window to reply YES. The seat is held for her.
- Who does it
- Follow-up agent
- What it gives you
- It is fair, because the list order is respected, and the seat cannot be taken twice.
Cancel a spot, step 3 of 4
No reply, so it moves on
- What happens
- The window ends with no reply. Maya is skipped and the next person is offered the seat.
- Who does it
- Follow-up agent
- What it gives you
- One silent phone does not keep the bike empty.
Cancel a spot, step 4 of 4
The seat is filled
- What happens
- Tom replies YES. His seat turns gold, the count updates and the class fill bar returns to full.
- Who does it
- Scheduler agent
- What it gives you
- Nobody at the desk had to send a single text.
Run win-back, step 1 of 4
Quiet members are found
- What happens
- The Marketer looks for members with no visits in over 30 days. Your studio can pick that number.
- Who does it
- Marketer agent
- What it gives you
- You see who is slipping away while there is still time to reach them.
Run win-back, step 2 of 4
You approve the messages
- What happens
- A personal note is drafted for each person, mentioning their usual class. No discount is added.
- Who does it
- Marketer agent drafts, you approve
- What it gives you
- It sounds like your studio, and nothing goes out without your yes.
Run win-back, step 3 of 4
The check-ins go out
- What happens
- Each member gets their note. The cards show "Message sent".
- Who does it
- Follow-up agent
- What it gives you
- A personal touch that would take far longer one at a time.
Run win-back, step 4 of 4
Replies turn into bookings
- What happens
- Priya and Connor reply and are booked into classes they like. Their cards turn green.
- Who does it
- Scheduler agent
- What it gives you
- A reply becomes a booked class while they are still interested.
Simulate a call, step 1 of 4
A member asks to pause
- What happens
- The call is answered and the member says they will be traveling for a month.
- Who does it
- Receptionist agent, by voice
- What it gives you
- The request gets handled the moment it comes in, not left in an inbox.
Simulate a call, step 2 of 4
Your policy is checked
- What happens
- The Receptionist reads your freeze rules and offers what the member's plan allows.
- Who does it
- Receptionist agent
- What it gives you
- Every member gets the same answer, whoever picks up.
Simulate a call, step 3 of 4
Staff approve the change
- What happens
- The billing change is held until someone at the studio approves it.
- Who does it
- A person at your studio
- What it gives you
- No money changes without a human yes.
Simulate a call, step 4 of 4
It is done, and the return is planned
- What happens
- Billing is paused and a check-in is set for the week before the member comes back.
- Who does it
- Bookkeeper and Follow-up agents
- What it gives you
- A pause has a planned comeback, so it is less likely to turn into a quiet exit.
Run the day, step 1 of 5
A slow class is spotted
- What happens
- The 12:15 HIIT is under half full, so the Marketer proposes a text to members who usually come at midday.
- Who does it
- Marketer agent
- What it gives you
- You see the problem in the morning, while it can still be fixed.
Run the day, step 2 of 5
The nudge goes out
- What happens
- After you approve it, the text is sent. In this sample the class starts to fill.
- Who does it
- You approve, the Follow-up agent sends
- What it gives you
- A short, targeted text instead of a blast to everyone.
Run the day, step 3 of 5
A late cancel is filled
- What happens
- A seat opens in the evening Ride and the waitlist takes it.
- Who does it
- Scheduler agent
- What it gives you
- The busiest class stays full.
Run the day, step 4 of 5
Quiet members hear from you
- What happens
- The same win-back check-ins run, with your approval.
- Who does it
- Marketer and Follow-up agents
- What it gives you
- Keeping members becomes a routine job, not a someday task.
Run the day, step 5 of 5
Payments are matched
- What happens
- Today's payments and class packs (prepaid bundles of visits) are checked against bookings.
- Who does it
- Bookkeeper agent
- What it gives you
- Pack balances stay right without a spreadsheet.
Member messages
A spot opened in the 6:00 Ride. Reply YES within 15 minutes to take it.
YES
6:00 PM Ride 24 / 24
Instructor
Waitlist
- Maya#1
- Tom#2
- Sofia#3
- Dev#4
Today's class fill
- 6:00 AMRide72%
- 9:30 AMYoga60%
- 12:15 PMHIIT44%
- 4:30 PMPilates80%
- 6:00 PMRide100%
- 7:15 PMStrength88%
Win-back
- Priya34 days awayLapsed
- Connor47 days awayLapsed
- Elena61 days awayLapsed
Agent activity
- SchedulerPromotes the waitlist as soon as a seat opens.
- MarketerDrafts win-back messages for approval.
Sample studio, members and fill rates. Press any filled seat to cancel it and watch the waitlist promote. Nothing is sent.
How to read this screen
- Left: Member messages
- What members and the studio say to each other.
- Seat map
- Each square is a seat in the 6:00 PM Ride. Press a gold seat to cancel it yourself. A pulsing seat is being offered.
- Waitlist
- People waiting, in order. "Asked" means they have the offer right now.
- Today's class fill
- How full each class is. An orange bar means under half.
- Win-back
- Members who have not visited in 30 days or more.
- Right: Agent activity
- Which AI agent did what, in order.
Every step, in plain words
Each button on the console runs one of these. You can read them here without playing anything.
Cancel a spot
A member drops out of a full class. Press any gold seat to see the same thing happen to that seat.
-
A member cancels
- What happens
- A seat opens in a full class, and the waitlist starts straight away.
- Who does it
- The member, then the Scheduler agent
- What it gives you
- The seat goes back in play at once, not when someone at the desk notices.
-
The first person gets an offer
- What happens
- Maya, first on the list, gets a text with a 15 minute window to reply YES. The seat is held for her.
- Who does it
- Follow-up agent
- What it gives you
- It is fair, because the list order is respected, and the seat cannot be taken twice.
-
No reply, so it moves on
- What happens
- The window ends with no reply. Maya is skipped and the next person is offered the seat.
- Who does it
- Follow-up agent
- What it gives you
- One silent phone does not keep the bike empty.
-
The seat is filled
- What happens
- Tom replies YES. His seat turns gold, the count updates and the class fill bar returns to full.
- Who does it
- Scheduler agent
- What it gives you
- Nobody at the desk had to send a single text.
Run win-back
A regular goes quiet and nobody notices. Win-back means reaching out to those members before they leave for good.
-
Quiet members are found
- What happens
- The Marketer looks for members with no visits in over 30 days. Your studio can pick that number.
- Who does it
- Marketer agent
- What it gives you
- You see who is slipping away while there is still time to reach them.
-
You approve the messages
- What happens
- A personal note is drafted for each person, mentioning their usual class. No discount is added.
- Who does it
- Marketer agent drafts, you approve
- What it gives you
- It sounds like your studio, and nothing goes out without your yes.
-
The check-ins go out
- What happens
- Each member gets their note. The cards show "Message sent".
- Who does it
- Follow-up agent
- What it gives you
- A personal touch that would take far longer one at a time.
-
Replies turn into bookings
- What happens
- Priya and Connor reply and are booked into classes they like. Their cards turn green.
- Who does it
- Scheduler agent
- What it gives you
- A reply becomes a booked class while they are still interested.
Simulate a call
A member calls to pause their membership. Anything that touches billing waits for a person.
-
A member asks to pause
- What happens
- The call is answered and the member says they will be traveling for a month.
- Who does it
- Receptionist agent, by voice
- What it gives you
- The request gets handled the moment it comes in, not left in an inbox.
-
Your policy is checked
- What happens
- The Receptionist reads your freeze rules and offers what the member's plan allows.
- Who does it
- Receptionist agent
- What it gives you
- Every member gets the same answer, whoever picks up.
-
Staff approve the change
- What happens
- The billing change is held until someone at the studio approves it.
- Who does it
- A person at your studio
- What it gives you
- No money changes without a human yes.
-
It is done, and the return is planned
- What happens
- Billing is paused and a check-in is set for the week before the member comes back.
- Who does it
- Bookkeeper and Follow-up agents
- What it gives you
- A pause has a planned comeback, so it is less likely to turn into a quiet exit.
Run the day
A sped-up studio day: a slow class, a late cancel, quiet members and closing the books.
-
A slow class is spotted
- What happens
- The 12:15 HIIT is under half full, so the Marketer proposes a text to members who usually come at midday.
- Who does it
- Marketer agent
- What it gives you
- You see the problem in the morning, while it can still be fixed.
-
The nudge goes out
- What happens
- After you approve it, the text is sent. In this sample the class starts to fill.
- Who does it
- You approve, the Follow-up agent sends
- What it gives you
- A short, targeted text instead of a blast to everyone.
-
A late cancel is filled
- What happens
- A seat opens in the evening Ride and the waitlist takes it.
- Who does it
- Scheduler agent
- What it gives you
- The busiest class stays full.
-
Quiet members hear from you
- What happens
- The same win-back check-ins run, with your approval.
- Who does it
- Marketer and Follow-up agents
- What it gives you
- Keeping members becomes a routine job, not a someday task.
-
Payments are matched
- What happens
- Today's payments and class packs (prepaid bundles of visits) are checked against bookings.
- Who does it
- Bookkeeper agent
- What it gives you
- Pack balances stay right without a spreadsheet.
What each connection is for
- Google Calendar
- The class timetable and instructor schedules.
- Stripe and Square
- Memberships, class packs and freezes.
- QuickBooks
- Your books, kept in step with payments.
- Phone & SMS
- Calls, waitlist offers and check-ins.
- Longer messages to members.
- CRM
- Your member list, with visit history and usual classes.
What stays with a person
- Your class schedule, seat counts and instructors.
- Your freeze, cancel and waitlist rules, including how long the reply window is.
- Anything that changes billing, which waits for staff approval.
- Outreach messages, which wait for your approval.
Day in the life
Before, and with the AI OS
Before
Late cancels leave empty bikes while the waitlist sleeps.
A front-desk person texts the waitlist one at a time.
The midday class runs half empty.
Nobody notices a regular has stopped coming.
Freeze requests sit in an inbox.
With AI OS
The Scheduler offers a cancelled seat to the waitlist right away.
Follow-up moves the offer to the next person when a reply window ends, with no front-desk texting.
The Marketer drafts a nudge for midday regulars, and it sends after you approve it.
The Marketer drafts personal check-ins for members who have gone quiet.
The Receptionist handles freeze requests by your policy, and each one waits for staff approval.
The agents in this OS
A crew that never clocks out
AI OS
Receptionist
Answers calls and messages about classes, freezes and memberships.
Scheduler
Promotes the waitlist the moment a seat opens.
Follow-up
Sends confirmation windows and handles no-replies.
Marketer
Spots low-fill classes and lapsed members, then drafts outreach for approval.
Bookkeeper
Matches payments and class packs to bookings.
Each agent is configured for fitness studios on InfiniBot, with approvals where you want a person to sign off.
Integrations
Connects with the tools you already run
- Google Calendar
- Stripe
- Square
- QuickBooks
- Phone & SMS
- CRM
Get your Fitness Studios AI OS
Built on InfiniBot by KIS around how your fitness studios business runs. The demo above uses simulated data; yours runs on your own.