AI assistant for fitness studios and small gyms
Jera’s AI assistant answers clients of a yoga, Pilates, stretching or dance studio or a small gym in Instagram, Telegram and WhatsApp while your admin greets guests and your trainers teach. It suggests a class for newcomers, books people into groups based on free spots and runs a waiting list, and after a trial it offers a second class and a first membership. It messages lapsed clients and those whose pass is running out in Telegram, and hands health questions, refunds and complaints to a person.
Where a studio loses clients
Someone enjoyed the trial, but nobody offered a second class or a suitable package, and a week later they’re gone. No-shows are easier to spot, yet foreign data shows most newcomers quit within the first few months.
Someone asks in the evening “any spots on Wednesday at 7 PM?” and the admin replies next morning between guests at the front desk. While the chat drags on, someone else takes the spot in a small group, and there’s no waiting list.
One person missed two weeks, another’s pass ran out, and nobody reminded them. And in Instagram you can no longer message someone automatically once 24 hours have passed since their last message.
What the AI assistant does: from first question to renewal
Answers newcomers in the evening
At 10:15 PM in Direct it asks about experience and goals, explains which class fits and quotes the trial and membership prices from your price list.
Books classes based on free spots
Shows how many spots are left in a class and books a trial or a member visit in Altegio, Mindbody or your spreadsheet.
Runs a waiting list
If a class is full, it offers the nearest class with spots or the waiting list, and when someone cancels it messages the first person on the list in Telegram.
Sends reminders in Telegram
At booking it invites the client to tap “Start” in the studio’s Telegram bot, then reminds them a day and 2 hours before with “I’ll be there” and “Can’t make it” buttons.
Follows up after the trial
That same evening it asks how the class went, offers a second class this week and sends a payment link for a starter package.
Wins back lapsed clients
After two weeks without a visit it messages in Telegram and offers the nearest class with a free spot, or passes a freeze request to the admin.
Prompts membership renewal
A few days before a pass ends it states how many classes are left and sends a link to pay for a new one via monobank or WayForPay.
Passes health questions to a trainer
To “I have a disc bulge, is that OK?” it never says yes or no: with the client’s consent it passes the question to a trainer and keeps no diagnosis in your records.
Chatbot or AI assistant
Both levels book classes, run a waiting list and send reminders in Telegram. The difference is whether the bot understands ordinary messages and can talk a newcomer through choosing a class and a pass.
Chatbot
Works with buttons and set flows. A good fit for a studio with one or two class types and a simple price list.
- “Prices”, “Schedule” and “Trial class” menu
- Booking step by step, “class type — day — time”, with the number of free spots
- A “Join the waiting list” button when a class is full
- Telegram reminders with “I’ll be there” and “Can’t make it” buttons
- Date-based messages: after two weeks without a visit and 3 days before a pass ends
AI assistant
Understands ordinary messages and answers from your studio’s knowledge base: class types, levels, prices, rescheduling and freeze rules.
- Understands “I’m a beginner, I sit at a desk all day, I want something gentle after 7” and suggests 2–3 beginner classes
- Explains how reformer Pilates differs from mat Pilates and works out what’s cheaper: drop-ins or a pack
- After the trial answers “too expensive” and “no time” with packages from your price list
- Tailors messages to lapsed clients by their reply: to “I’m on holiday” it offers a freeze under your rules
- Spots health questions in ordinary text and passes them to a trainer
What we know about newcomers and returns
of new members at a fitness centre quit before their third month, and fewer than 4% stayed more than a year in a row (study of 5,240 members, Brazil, 2016).
Source: Sperandei et al., Journal of Science and Medicine in Sport, 2016is roughly how much the odds of a boutique-studio client buying a membership rise once they reach a second class; after the fifth visit retention stays above 90% (mostly US data).
Source: Xplor Mariana Tek 2026 Boutique Fitness Industry Report, via Athletech Newsof people who quit a fitness centre come back within a year, and more than half of them return in the first month after the break (Brazil, 2019).
Source: Sperandei et al., Athens Journal of Sports, 2019is the average salary for an administrator in Ukraine based on Work.ua vacancies, UAH 30,000 in Kyiv; there are no separate figures for fitness.
Source: Work.ua, November 2026How to estimate the benefit for your studio
We count only two things: newcomers who buy a pass because they made it to a second class, and members who come back after a Telegram message. Formula: (trials × extra share who buy + lapsed members × share who return) × price of a pass.
The numbers are illustrative: an example, not a promised result. The number of trials and members and every share are assumptions. We only know that a second class nearly doubles the odds of buying (mostly US data); we found no Ukrainian data on trial conversion or returns. UAH 2,400 is an 8-class pass at a Kyiv yoga studio; for reformer Pilates with an 8-class pack at UAH 7,800 (also Kyiv) the same formula gives about UAH 35,000. Evening enquiries, spots refilled from the waiting list and no-shows aren’t included. Put in your own figures, or we’ll run them together at the demo.
Integrations
Google Calendar and Google Sheets are always available. Booking into capped group classes and checking passes through an open API is confirmed for Altegio and Mindbody. Other systems — we’ll check their API at the demo: some Ukrainian fitness CRMs offer an API only on top plans, and for some we found no public documentation. Without an API, the assistant takes the booking and passes it to the admin with all the details.
Altegio
sees group classes with their spot limits, books the client into a class and checks their pass: how many visits are left and until what date they can book
Mindbody
books the client into a class or onto its waiting list and checks for an active pricing option; the studio owner switches on access to the studio’s data
Google Sheets
group schedule with spot limits, the waiting list and last-visit dates for studios without a booking system
Google Calendar
personal training sessions and trainers’ free hours
monobank
a payment link for the pass right in the chat if the studio uses monobank online acquiring; the assistant learns about the payment automatically
WayForPay
a payment link for the pass in the chat via a WayForPay invoice
Channels
The main entry point: people see stories or an ad and write in Direct. The assistant answers and books the trial, but it can only message on its own within 24 hours of the client’s last message.
Telegram
For everything that happens later: reminders, the waiting list, messages to lapsed clients and renewals. The client taps “Start” once via a link after booking, and from then on the bot can message them with no 24-hour limit.
For clients who prefer WhatsApp. Reminders outside the 24-hour window go out as Meta templates, and those messages are paid.
What the assistant doesn’t do
- It gives no advice on health, injuries or contraindications and never decides whether a client may train. It passes the question to a trainer and keeps no health details in the client card, spreadsheet or CRM.
- It doesn’t write training or nutrition plans: it can only book a consultation or a personal session.
- It doesn’t message in Instagram later than 24 hours after the client’s last message. Reminders, the waiting list and win-back messages run in Telegram or WhatsApp.
- It doesn’t freeze passes itself, issue refunds or give discounts beyond your rules. It quotes freeze, rescheduling and refund terms in the words of your contract and passes requests to the admin.
- It doesn’t work in Viber or answer phone calls. If your booking system sends Viber or SMS reminders, it can keep doing so.
Questions and answers
We use Altegio. Will the assistant book someone into a class with two spots left?
Yes. Through Altegio’s open API the assistant sees group classes with their spot limits, books the client and checks their pass. Altegio’s API has no waiting list, so the assistant keeps one in a spreadsheet and books from it when a spot opens up.
We use a different program or just a spreadsheet. Will it work?
With Google Sheets and Google Calendar booking works straight away: the assistant sees the schedule and free spots and adds the booking to the sheet. For other systems we’ll check the API at the demo. Without an API, the assistant takes the booking and passes it to the admin with all the details.
A client booked through Instagram. How will they get a reminder?
In Instagram the assistant can only message within 24 hours of the client’s last message. So after booking it offers reminders in the studio’s Telegram bot: the person taps “Start” once. The waiting list and pass reminders work there too.
A client asks whether she can do reformer Pilates with a disc bulge or during pregnancy. What will the assistant say?
It doesn’t say “yes” or “no” and doesn’t discuss contraindications. The assistant suggests telling the trainer about any limitations and, with the client’s consent, forwards her message to them. It never writes a diagnosis into the client card, spreadsheet or CRM.
How does the assistant follow up with a newcomer after the trial?
The same day it messages the client in Telegram, or in Direct if fewer than 24 hours have passed since their last message. It asks how it went, offers a second class this week and sends a payment link for a starter package. Instalments and annual memberships go to a manager.
How does the assistant know a client has lapsed?
It needs the date of the last visit, from a spreadsheet or from your system if its API provides it. You choose the period, for example two weeks. The assistant messages in Telegram only those who agreed to receive messages, and every message has a “Stop sending” button.
A client wants to freeze their pass. What will the assistant do?
It quotes the freeze rules word for word from your contract and, if you use Altegio or a spreadsheet, says how many classes are left. It doesn’t process the freeze itself: it passes a ready request with the dates to the admin.
Our CRM already has a Telegram booking bot. Why add an assistant?
The bots of several Ukrainian fitness CRMs we looked at work only in Telegram and don’t reply in Instagram Direct. Jera’s assistant answers in Direct in plain language, suggests a class to newcomers, follows up after the trial and passes bookings to your system if it has an API.
What business owners usually ask
Will I see what the assistant writes to clients?
Yes. In Instagram and Messenger the assistant's replies sit in your usual Direct and Page inbox: you see every conversation and can step in. For Telegram and WhatsApp we forward the conversations or short summaries to your team chat.
Won't Instagram block the account because of a bot?
Jera connects Instagram and Messenger through Meta's official API and holds Tech Provider status. We never log into your account with a password the way grey services do. The assistant follows Meta's rules: it replies to people who wrote first and never sends mass messages.
Will it understand messages with typos or in Russian?
The AI assistant understands free text in Ukrainian, Russian and English, typos and abbreviations included. When it isn't sure, it asks again or hands the chat to a person instead of making things up.
Won't it start answering old messages or get pushy?
The assistant only answers new messages after it's connected. It never writes first to people who haven't contacted you and sends no broadcasts without consent. Reminders and news go only to clients who agreed to them in Telegram or WhatsApp.
Can a client ask for a real person?
Yes, at any moment. The assistant hands the chat to your admin or manager with a short summary, so the client doesn't have to repeat themselves. You can also take over any conversation yourself.
Does the assistant tell clients it's a bot?
Yes. In its first message the assistant introduces itself as your business's AI assistant, and if a client asks, it confirms it plainly.
What happens to client data?
Every business has its own bot and its own section of the database, so data never mixes with other Jera clients. We connect OpenAI and Anthropic models through their APIs, and under these companies' terms API data isn't used to train their models by default.
What is the monthly fee for?
It covers the AI model (its cost depends on how many messages there are and how long they are), the server, knowledge-base updates and support. We quote the exact price after the free demo: it depends on the number of channels, integrations and message volume. Paid WhatsApp messages are billed separately by Meta at its rates.
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