Solutions
Membership bot, trial follow-up and content automation for gyms and fitness studios
A ready-made start for gyms, fitness clubs, pilates, yoga and crossfit studios and personal trainers: the AI Chatbot answers package, price and class-time questions and points interested people to a free trial, people who fill in the trial form are saved as leads, a follow-up email draft lands in your approvals three days later, and three workout posts a week are prepared. The “Gym & Fitness” sector pack in the setup wizard creates all of it as drafts; nothing runs until you activate it.
The challenge
Package and class-time questions keep the front desk busy
“How much is a monthly membership?”, “Which days is the pilates class?”, “Can I freeze my membership?” repeat all day, and nobody can check messages during the evening rush.
Trial requests are not followed up
If someone who asked for a free trial is not called, or hears nothing after the trial, their interest fades within days, and who applied when is often written in a notebook.
Expiring memberships are noticed at the last minute
Members whose membership is about to end are not told in time, and contact with former members who took a break is lost completely.
Posts that promise results are a risk
Promises such as “10 kilos in 30 days” and supplement or diet advice are misleading and put the gym in a difficult position, while producing regular, measured content takes time.
How OrqLabs handles it
A membership and class-schedule bot
The AI Chatbot answers package, price, class-schedule and trial questions on WhatsApp (and on Messenger if you connect your Facebook Page) from your knowledge base. It asks interested people for their name, phone, goal and a suitable time, points them to the free trial and saves them as a lead. It does not answer health or injury questions; it refers them to a trainer or a doctor.
A free-trial form and a follow-up three days later
The Form submission trigger creates a trial form hosted by OrqLabs (name, phone, email, goal, preferred time) that you add to your site as an iframe or a link. Each submission is saved by Create / upsert lead with the
ucretsiz-denemetag, and your team is notified in the panel and by email. Three days after a new lead is created, the Outreach Agent writes a short email draft that recalls the person's goal and suggests one concrete next step; it is sent after you approve it.Membership renewal reminders
Your member management system sends name, phone, end date and plan to the workflow's Webhook URL for memberships that end in seven days, and the member gets a polite WhatsApp reminder saying that replying to the message is enough to renew or change plan. Sending it requires a Meta-approved template.
Winning back lapsed members
On the 1st of each month the Find leads node finds up to 30 people tagged
eski-uyewho have not been contacted for 60 days, and the Outreach Agent prepares a “pick up where you left off” email draft for each. The drafts land on the Approvals page and you are notified; a message you do not approve is not sent.Workout content, a monthly challenge and a weekly report
On Monday, Wednesday and Friday mornings the Content Creator writes an Instagram post that explains a single exercise technique or a motivation idea, with a free-trial call to action; after your approval the Social Publisher schedules it. On the 25th of each month the Campaign Planner prepares a community challenge (class attendance, steps, a movement streak) and a promotion plan for the next month. Every Monday the Report Writer summarises trial requests and content performance.
Example flow
Open the Setup wizard in the panel and choose the “Gym & Fitness” sector; in the preview, review the workflows and the integrations they need, and untick what you don't want.
Fill in the draft knowledge-base topics: membership packages (prices, freeze and cancellation terms), class schedule, facilities, personal training, what the free trial covers, health and safety rules.
Connect your Instagram and WhatsApp Business (Cloud API) accounts and an email (SMTP) account for follow-up emails.
Activate the free-trial workflow and add the form to your site; submissions appear on the Leads page with the
ucretsiz-denemetag.Activate the membership bot; your team answers handed-off chats from the Inbox.
Edit the offer text in the post-trial follow-up workflow to match your own offer and activate it; approve the email drafts on the Approvals page.
Import your former members via CSV and tag them
eski-uye; review and approve the win-back drafts that arrive on the 1st of the month.
Things to keep in mind
Your member management system connects through a webhook
OrqLabs does not keep membership end dates itself and has no ready-made integration with gym software. The renewal reminder relies on your system sending data to the workflow's webhook URL; if it cannot, leave that workflow as a draft. The bot does not put the trial in a calendar either; it collects the details and your team plans the day. Setup: Webhooks and API triggers.
Follow-up emails and message consent
The post-trial follow-up workflow fires for every new lead that has an email address; narrow the trigger's filter if you want to limit it to form submissions. Follow-up and win-back emails and WhatsApp announcements are commercial messages: in Turkey, sending them to consumers requires prior consent and an İYS record. On WhatsApp, if the member has not written to you in the last 24 hours, you can only send with a Meta-approved template.
The pack's rules
The sector pack gives the agents these rules: no guarantees of weight loss, muscle gain or health outcomes; transformation stories are shared only with written permission and a note that results vary from person to person; no supplements, medication or diets are recommended, and health problems are referred to a doctor; commitment, cancellation and freeze terms are not described incompletely or misleadingly. Posts and emails still go through your approval.
Agents used
AI Chatbot
Auto-replies on WhatsApp, Telegram, Messenger and more
Outreach Agent
Personalised first-touch and follow-up sequences
Content Creator
Platform-native posts, captions, threads and calendars
Social Publisher
Schedules and publishes approved content at the best times
Campaign Planner
Turns a goal into a multi-channel campaign plan
Report Writer
Weekly digest of everything the agents did
Ready-made templates
Frequently asked questions
Does it integrate directly with my membership software?
There is no ready-made integration. The renewal reminder runs on a Webhook trigger: if your system can send name, phone, end date and plan to the workflow's URL, the reminder goes out automatically. If you prefer SMS, see the membership renewal and freeze return template.
Does the bot give training or nutrition advice?
No. The bot answers package, class-schedule and trial questions from your knowledge base and refers health and injury questions to a trainer or a doctor. The content agent is also set up not to write result guarantees, medical advice or supplement recommendations.
How do I add the trial form to my website?
The Form submission trigger generates a form URL hosted by OrqLabs; add it as an iframe using the embed code in the inspector, or as a plain link. You can change the fields and the success message on the node.
Are follow-up emails sent on their own?
No. In the pack the Outreach Agent is set to require approval: each draft lands on the Approvals page and is sent once you edit and approve it. The offer text in the drafts is an example; replace it with your own offer before activating the workflow.
What do I need to get started?
Start free, no credit card required. The setup wizard creates everything as drafts and shows an estimated monthly cost for the workflows you select; nothing is charged until you activate them.
Get started with OrqLabs
Build your first workflow today
Start on the free plan: connect your accounts, pick a template and stay in control with approval steps. No credit card required.