Every member call answered. Every no-show followed up.
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
What you're dealing with now.
Trial passes go cold before they're sold
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.
Cancelling members just leave, unopposed
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.
Classes run half-empty while waitlists sit ignored
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
How Sysevo helps.
Every problem above has a specific, built-in answer. No integrations needed, no setup sprints.
Automatic trial follow-up sequence
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.
Outbound win-back on every cancellation
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.
Real-time waitlist and no-show fill
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
What fitness & wellness teams use it for.
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
See it working in your industry.
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.
Built for fitness & wellness
Capabilities designed around your industry.
Every feature reflects how fitness & wellness teams actually operate — not generic software adapted after the fact.
80%
of trial members never convert without a follow-up call
3-5%
average monthly membership churn across the industry
24/7
enquiry, booking and cancellation coverage
Platform capabilities
Everything you need, built in.
Membership Management
Full member lifecycle in one place
- Member database with plan tier, join date and billing status
- Freeze and hold tracking with automatic reactivation reminders
- Renewal date monitoring with pre-expiry call scheduling
- Payment failure alerts with instant follow-up calls
- Attendance history across all classes and check-ins
- Churn risk flagging based on falling attendance
Class & Booking Ops
Schedules, waitlists and no-shows handled
- Live class schedule with capacity and instructor assignment
- Automatic waitlist fill when a booking cancels
- No-show detection with same-day rebooking calls
- Booking reminder calls and texts before each class
- Peak-time capacity alerts to plan extra sessions
- Recurring booking management for regulars
Personal Training
Consultations and packages, booked and tracked
- PT consultation booking matched to trainer specialism
- Session package tracking with sessions-remaining alerts
- Automatic rebooking calls as packages run low
- Trainer availability sync across all bookings
- Progress note logging shared with the member's coach
- Upsell prompts for package renewal or upgrade
Retention & Win-back
Outbound campaigns that keep members
- Trial-to-membership conversion call sequencing
- Cancellation outreach with reason capture and save offers
- Lapsed-member win-back campaigns by inactivity length
- Referral tracking and reward prompts after strong sessions
- Review and testimonial requests after milestones
- Freeze-expiry reminder calls to prompt reactivation
How it works
Up and running in hours, not months.
Connect your booking system and phone line
Sysevo plugs into your existing class scheduling software and gym phone number, no new hardware and no member-facing app to install.
Train the agent on your classes, trainers and pricing
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.
The agent handles calls, texts and bookings
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.
Every interaction updates your CRM instantly
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
vs. same-day or next-day callbacks industry-wide
2x
Trial-to-membership conversion lift
with automatic follow-up sequencing
100%
Cancellations followed up with a win-back call
vs. near-zero without an automated trigger
0
Manual data entry per call
every booking and outcome logged to the CRM automatically