Voice AI agents for gyms.
The version of voice AI agents that gyms still use a year after launch.
Already buried in admin? We'll sort the first workflow for 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.
Spots members going quiet and follows up personally, timed around school holidays and the start of each term.
Where most gyms engagements actually deliver value.
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.
From one-person trades to national organisations, we find the hours :)
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.
An AI agency, minus the theatre.
*Every engagement is scoped and quoted up front. Results vary by workflow and business.
Knows the New Zealand rules.
Voice agents answer calls, book jobs and take messages after hours and in busy season, so no enquiry ends in voicemail.
- Four school terms a year
- An annual return every year
- Consent first, sign-off after
Less admin.
More weekend.
No theatre.
What voice AI agents covers
The shape of the result for gyms: 42% of after-hours calls now booked without human input.
- Trained on your business hours, services, and pricing
- Books appointments straight into your calendar
- Texts the team for anything urgent
- Full call transcript and audio recorded for QA
- No AI theatre
- No annual contracts
Straight answers
Can you work with our existing systems?
Yes. The default voice AI agents stack we reach for is Vapi, Retell, Twilio, OpenAI Realtime, but we'll bend it around whatever you already run - Xero, HubSpot, Shopify, Cin7, your own in-house apps. The discovery week maps every data source before any build starts.
What's a typical engagement length for gyms?
Six to twelve weeks for the build, then a short managed-services month while the system goes from "shipped" to "owned by your team". After that you keep us on retainer if you want, or take it from there yourself.
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.
What does the Privacy Act 2020 mean for AI?
The same rules apply as for any system holding personal information. A breach that could cause serious harm must be reported to the Privacy Commissioner, who expects it within 72 hours.
Can reminders follow the new WoF rules?
They need to. From 1 November 2026 many light vehicles aged 4 to 14 years move to a WoF every two years, and new vehicles get their second WoF at 4 years.
Talk to us about voice AI agents
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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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