Gyms and studios lose money in the gaps between classes, not during them: trial passes that never convert, cancellations that go unanswered, waitlists nobody works. Sysevo's AI agents field membership enquiries, fill class waitlists automatically, chase no-shows, and run outbound win-back calls to lapsed and cancelling members. Every call updates your built-in CRM with membership status, class history, and next action, with zero manual entry.
The problem
Most studios convert fewer than 1 in 5 trial members because no one calls before the free week runs out. By the time staff get to it, the prospect has joined somewhere else or lost momentum entirely.
A cancellation usually means a form field or a card decline, not a phone call. Members who'd have stayed for a cheaper plan or a schedule fix churn silently because retention outreach never happens.
A spot frees up from a cancellation and nobody tells the next person on the waitlist, so the class runs under capacity and the waiting member assumes it's full and stops booking altogether.
The solution
Every problem above has a specific, built-in answer. No integrations needed, no setup sprints.
Sysevo calls every trial signup on day one to book their first class, then again mid-trial to check in and on the final day with a membership offer, converting passes before they lapse.
The moment a membership is cancelled or a card fails, Sysevo triggers an outbound call to understand why, offer a fix (freeze, downgrade, reschedule), and re-book them before they're gone for good.
When a class booking is cancelled, Sysevo immediately calls or texts the next person on the waitlist to confirm the spot, and follows up with anyone who no-shows to rebook their next session.
Use cases
Purpose-built for the specific workflows fitness & wellness businesses run every day.
Trial pass conversion
Class waitlist management
Cancellation win-back calls
PT consultation booking
Renewal & freeze reminders
Agent in action
Trial pass follow-up
Agent
“Hi, it's Priya from Ironline Fitness. You've got two days left on your free trial. Have you managed to try one of our classes yet?”
Caller
“Not yet, work's been mad, but I did like the look of the HIIT one.”
Agent books the HIIT class on the spot and locks in a membership start date before the trial expires.
Cancellation win-back
Agent
“Hi. This is the team at Riverside Yoga. I saw you cancelled your membership last week, can I ask what changed?”
Caller
“Honestly the 6pm classes always clash with pickup, I just can't make them work.”
Agent switches them to a lunchtime plan and reverses the cancellation instead of losing the member entirely.
Class no-show follow-up
Agent
“Hi Sam. You were down for this morning's spin class but didn't check in, everything alright?”
Caller
“Ah sorry, I overslept. Can you get me into tomorrow's session instead?”
Agent rebooks the missed session immediately and logs the no-show pattern in the CRM for the coach.
After the call
Answering is where most voice platforms stop. For fitness & wellness teams the cost is everything that comes after it: the record, the booking, the paperwork, the payment and the follow-up. Sysevo does those in the same system, so nothing gets re-typed and nothing waits on someone being free.
They reach you
A call answered around the clock, or a form, a booking, an email or a webhook.
It gets read
Summary, sentiment, outcome and the fields you defined, on every call.
The person is matched
Recognised across calls, emails, forms and imports, or created new.
The record fills itself
Contact, lead and timeline written without anyone typing them up.
The work is raised
Booking, task or reminder created from what was actually agreed.
The paperwork goes out
Quote, proposal or form sent while the conversation is still warm.
It gets signed
Contracts and NDAs signed on a branded page, filed when they come back.
You get paid
Payment link or checkout, then the invoice and the ledger entry.
Nothing goes cold
Follow-up sequences and review requests fire on their own.
Built for fitness & wellness
Every feature reflects how fitness & wellness teams actually operate, not generic software adapted after the fact.
Every
trial followed up after the first session
Auto
win-back call on every cancellation
24/7
enquiry, booking and cancellation coverage
Platform capabilities
Full member lifecycle in one place
Schedules, waitlists and no-shows handled
Consultations and packages, booked and tracked
Outbound campaigns that keep members
How it works
Sysevo plugs into your existing class scheduling software and gym phone number, no new hardware and no member-facing app to install.
We load your class timetable, membership tiers, trainer roster and cancellation policy so the agent speaks like a member of staff, not a generic script.
Enquiries, class bookings, waitlist fills, no-show follow-ups and win-back calls all run automatically, 24/7, without anyone at the front desk touching a phone.
Membership status, attendance, call outcomes and next actions are logged automatically, so your team always knows exactly where each member stands.
<2min
Trial enquiry response time
Called back while they are still deciding
Every
Trial followed up
Automatic follow-up sequencing after the first session
100%
Cancellations followed up with a win-back call
Triggered automatically the moment a cancellation lands
0
Manual data entry per call
every booking and outcome logged to the CRM automatically
