A WhatsApp AI agent for your gym: what it does and where it stops

Start with what customers ask. Prospects ask about membership prices, trial passes, class timings and trainer availability; members ask about freezing a membership and class bookings. An agent answers all of that from your own information. Then give it the work gyms repeat every day:

1. New member gets welcome sequence — 5-day WhatsApp welcome: gym rules, class schedule, trainer introduction, first week tips.
2. Inactive after 10 days — re-engagement sent — Auto-message: "We miss you!" with class suggestions and personal trainer check-in.
3. Renewal reminder 15 days before expiry — 15-day, 7-day, and 3-day reminders with easy renewal link and seasonal discount if applicable.
4. Monthly class schedule broadcast — Every month, new class schedule and special events broadcast to all active members.

The agent runs these on WhatsApp in the customer's language, day and night, and writes what it did back to the contact record so staff see the full history.

1. Plans — durations, prices, what is included, branch access.
2. Classes and batches — schedule, level, instructor.
3. Trainers — specialities, certifications you publish, availability.
4. Policies — freezes, transfers, cancellations, guest passes, dress code.
5. Practical details — hours, holidays, parking, lockers, showers.

An AI agent is only as accurate as what you give it. On Reputoo it answers from your knowledge base — pages crawled from your website, documents and price lists you upload, and policies you write down — rather than from general knowledge. Two rules keep it right:

• If it is not in the knowledge base, the agent says it will check and hands over, rather than guessing.
• Prices, timings and policies live in one place. Update the source and the agent's answers change with it.

It also needs to see the records your gym already keeps — what to connect: gym management software tracks memberships, check-ins and renewals — the data that tells you who to message.

"I'm a beginner, I want to lose weight, I can only come in the evening" — the agent suggests the plan and batch that fit, a trainer with that speciality, and books a trial. It recommends from your plans and profiles only; it does not design programmes or diets.

These are the moments customers remember, and they are worth a human:

• January members gone by March.
• Renewal reminders happen too late. Member's subscription expires. Nobody nudged them the week before. Now they're deciding whether to rejoin.
• Inactive members ghost before cancelling.

The agent can open each of these conversations and collect the details; a person should close anything involving a complaint, an exception to policy, or money that has not been agreed. Handover goes to the shared inbox with the full conversation attached.

The same agent that answers on WhatsApp can answer your gym's phone line as Vajra, Reputoo's voice agent, so a customer who calls gets the same answers as one who messages. It speaks 36 languages and switches to the caller's.

After a trial, the agent asks how it went, answers questions about plans, and offers to hold the joining price for a few days if that is your policy. Hesitant prospects get the offer of a call with the sales team.

When check-ins drop, the agent can send a friendly message — "We haven't seen you in a few weeks; want to book a class this week?" — and handle the reply, booking a class or passing concerns to a trainer or the manager.

The agent does not give exercise programmes for injuries, diet plans for conditions, or advice about supplements. It suggests a trainer for training questions and a doctor, physiotherapist or dietitian for medical ones. Write this into its instructions exactly.

The agent sends renewal and instalment links, confirms payments, and explains freeze and cancellation rules. Processing freezes and cancellations goes to the front desk. It never asks for card numbers, PINs or OTPs.

Encouraging, never pushy, never shaming about fitness or weight. Read its conversations and adjust until it sounds like your best front-desk person.

1. Load plans, classes, trainers and policies.
2. Start with enquiries and trials.
3. Add member self-service once records are connected.
4. Review conversations daily and add missing answers.

"Is there a beginner yoga class on weekday mornings?" — the agent checks the schedule, explains the level and instructor, and books a trial or a class. It suggests alternatives when the first choice is full.

HR teams ask about group rates. The agent collects the company, the number of employees, the branches and the timing, and hands to the sales team with everything attached.

The agent explains guest and day-pass rules and prices, takes the guest's name, sends a payment link, and confirms. Front desk sees the pass on arrival.

Sales negotiations, freezes and cancellations, complaints, and anything medical go to the right person with the member's details. The agent tells the member who will reply and when.

The agent replies in the member's language across 36 languages, including mixed Hindi and English.

A month of conversations shows which batches people want that you do not run, which fees put them off, and why trials do not convert. Those are schedule and pricing decisions from what prospects actually said.

The agent never shares a member's attendance, plan or personal details with anyone else, including someone claiming to be a family member. It offers to pass on a message instead.

"I want a female trainer who knows about post-pregnancy fitness" or "someone for powerlifting" — the agent matches from trainer profiles, shows availability, and books a consultation. The trainer sees the member's goals before the first session.

When classes change or a trainer is away, the agent tells affected members, offers alternatives and rebooks them. Questions it cannot answer go to the front desk.

The agent explains freeze and transfer rules and fees, collects the dates or the transferee's details, and passes the request to the front desk. It confirms in writing once processed.

A boutique studio, a big-box gym and a CrossFit box sound different. Tell the agent your tone — motivating, friendly, no-nonsense — and read its conversations weekly to keep it on voice.

The agent handles enquiries, trials and class bookings any time, and queues sales negotiations and member issues for the desk, telling people when to expect a reply.

Showers, lockers, parking, equipment, crowd times — the agent answers from accurate facility information, and can send photos of the gym floor if you add them. These answers often decide whether a prospect books a trial.

The agent sends renewal, instalment and day-pass links, confirms payments and sends receipts. Refunds and disputes go to the front desk. It never asks for card numbers, PINs or OTPs.

For members who have stopped coming, the agent's message should encourage, not guilt: an easy class to come back to, a reminder of their trainer, a short session. It hands anyone who mentions injury or illness to a trainer or suggests a professional.

Beginners ask nervous questions; returning members worry they have lost fitness. The agent answers kindly, suggests a beginner class or an induction with a trainer, and books it. It keeps the tone encouraging and never judges.

Members can ask the agent for a referral message to forward. When a friend books a trial through it, the agent records the referral and, once the friend joins, the reward is applied per your rules.

"When is it least busy?" — if you track check-ins, the agent can share typical quiet hours, and suggest classes at those times. Members who train in quieter hours stay longer.

"What classes are on Thursday?" gets the day's schedule with spots left, and the agent books whichever the member picks. It can send the week's schedule to members who ask for it every Sunday.

For special workshops and visiting trainers, the agent explains the session, the price and the capacity, takes registrations with a payment link, and sends reminders to those registered.

Hours, holiday timings and special closures live in one place, so the agent answers correctly on every day and books only classes that are running.

The day after a trial, the agent asks how it went and answers the questions that decide a join — price, timings, contract length. If the prospect wants to think, it offers to remind them in a few days, and does so once.