AI meeting notes for gyms.
AI meeting notes that fits a gym's week, not the other way around.
Small crew or big organisation, the busywork is the same :)
Quotes with GST, consent paperwork, LBP records and health and safety logs: the admin every New Zealand trade business carries.
*Illustrative example based on nine hours a week of admin. Actual results vary by workflow and business.
Spots members going quiet and follows up personally, timed around school holidays and the start of each term.
Built around how New Zealand works.
Notes and actions from every meeting, stored securely, with personal information handled under the Privacy Act 2020.
- Serious breaches get reported
- Four school terms a year
- ACC levies set by industry
Not your typical AI agency.
*Every engagement is scoped and quoted up front. Results vary by workflow and business.
How much is the admin really costing you?
Nine hours a week of admin is 468 hours a year. That could drop to about 52.*
*Illustrative, based on 9 hours a week of admin at a typical 80% automation rate. The calculator uses your own numbers.
What changes for gyms after this lands: the work that used to need a person stays done, the work that needs a person gets done with their attention undivided. Saves managers ~5 hours a week on follow-up admin. Kiwi Dynamics
Gyms run their businesses unlike anyone else.
Gyms and studios live or die on membership retention, and most churn happens quietly, weeks before someone cancels.
Lead follow-up, trial conversion, and renewal reminders are the levers that decide a gym's membership numbers.
Questions gyms ask
Are there hidden costs we should plan for?
Three to know about: model/API spend (which we set up under your own account, not ours, so you see and control it), any new SaaS subscriptions we recommend, and your team's time during rollout. We surface all three in the quote so there are no surprises.
Anyone else in this space using AI meeting notes?
Plenty. Saves managers ~5 hours a week on follow-up admin. The interesting question is rarely "does it work" - it's "is your team ready to use the output." That's what we'd scope on the call.
Who owns the code and the model setup?
You do, on delivery. We deploy AI meeting notes into your own cloud account where possible, with the model setup, prompts, evals and integration code all checked into a repo you own. Whisper sits in your account too - we don't operate it from ours.
What happens when the Holidays Act is replaced?
The Employment Leave Act 2026 replaces it on 6 August 2028. Until then payroll follows the current Holidays Act, so leave calculations need to handle today's rules and the changeover.
Does scheduling handle public holidays?
It should. New Zealand has 11 national public holidays, including Matariki, plus a regional anniversary day that depends on where your business is.
Talk to us about AI meeting notes
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Tell us what you're trying to do and we'll reply with how we'd build it, no obligation.
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