Five minutes, not thirty.
A lead who just messaged you is in a decision moment, and it decays fast. Reply after 30 minutes instead of 5, and the odds of winning them drop 21×.
Oldroyd (MIT) and InsideSales, 15,000 leads
IntegrationsVirtuagym
Do not just run your gym. Grow it.
Turn the leads, bookings and visits in Virtuagym into more members who join and stay.
Try it free for 14 daysLeadsScheduleCheck instodayThu 18:30members
New lead · LisaAsked about a trial classTrial class attended · LisaYoga flow, checked inNo visit for 14 days · LisaLast check in 12 September
When a lead comes inWhen a trial class is attendedWhen there is no visit for 14 days
- Answer on WhatsAppwithin a minuteWait 2 hoursAI check: is there a reason?a freeze, a holiday, an injury
- Offer two trial timesfrom your live scheduleAsk how it wenton WhatsAppSend a personal check inon WhatsApp
- Book the trial in VirtuagymAI check: which plan fits?reads the replyOffer her usual class
From first WhatsApp message to a member who stays
Three in ten do not show up.
In each of a new member's first three months, about 3 in 10 never visit the club. A member who is not coming has not left yet, which is the moment a message can still reach them.
Month 13 in 10
Month 23 in 10
Month 33 in 10
Month 12more than half
no visit that monthOne visit a month keeps them.
For a member in their first six months, every month with at least one visit cut the risk of cancelling by 27%. A gap in visits is the earliest warning you get, long before the cancellation email.
TRP 10,000 (Exeter), 10,000 members
Someone has to speak to them.
Over a quarter of members say staff never speak to them. Among members who feel they are making little progress, those who are spoken to are half as likely to cancel each month.
fewer than1 in 10with no staff contact say they made a lot of progress in three months
more than1 in 2spoken to on every visit say the same
The nudge after a miss works best.
A study tried dozens of ways to get 61,293 gym members to come more often. The ones that worked added 9% to 27% more weekly visits, and the strongest reached out right after a missed workout.
more weekly visits
9%27%
4 weeksafter a missed workout
Regulars are worth more.
Members who visit 3 or more times a week were worth 17% more over 24 months than those who visit less than once a week, in a model of 10,000 members. The number to watch is who comes and how often.
66.4%of members stay a year
What should Regymo do for you?
Picks up when your gym is called, answers on WhatsApp, books straight into Virtuagym.
See the AI front deskThe follow-up after a trial, the first weeks of a new member, the win-back when someone goes quiet.
See WhatsApp automationsReviews your numbers and shows you what to improve, and how.
See the business assistantTranscriptCall to your gym
Lisa
Can I try a class on Wednesday evening?
Front desk
Let me check the schedule.
Checked the schedule in VirtuagymChecked
Booked Lisa, trial Wednesday 18:00Booked
RuleOn
When
A trial finishes in Virtuagym
Do this
Send a follow-up on WhatsApp
Wait a day
Tell your team
The message
Hi Lisa, how did your trial go? Would you like to book your next session?
Ask your numbers
Your team
What is a member worth to us?
Average stay9 months
Monthly fee€39
A member is worth€351
Members who leave in month 2
€273 lost each
Next step
Start the win-back after 21 days without a visit.
From Virtuagym
AI front desk
Picks up when your gym is called, answers on WhatsApp, books straight into Virtuagym.
See the AI front deskWhatsApp automations
The follow-up after a trial, the first weeks of a new member, the win-back when someone goes quiet.
See WhatsApp automationsAI business partner
Reviews your numbers and shows you what to improve, and how.
See the business assistantRead more before you choose
All guides
AI receptionist
How to set up an AI chatbot for your gym: 7 steps
The steps to a working AI chatbot for your gym, from your website to real questions.
AI receptionist
AI agent vs AI assistant: which should your gym use?
When AI should talk to members itself, and when it should help your staff.
AI receptionist
AI chatbot for gyms: what it can and can’t do
Where an AI chatbot can sit at a gym, and what it can do there.
Questions owners ask about Virtuagym and Regymo
Do we have to replace Virtuagym?
No. Regymo works on top of Virtuagym. You keep running your schedule, passes and members there, and the agent answers and books from it.
What if I do not want my members to talk to an AI?
Then leave the AI agent out. It is one of the packages, not the whole of Regymo. You can use Regymo only to automate your WhatsApp and to give your team an AI assistant: no AI chats with your members, and it only helps your team behind the scenes.
What does Regymo take from Virtuagym?
Your schedule, your passes and bookings, and your members. We load them into Regymo and keep them in step, so the agent answers in seconds and books straight into Virtuagym.
Can we control what it is allowed to do?
Yes. You set the automation level: only answer general questions, help book trials, or handle member and lead requests end to end. You can change it at any time.
What happens when it does not know the answer?
It says so, takes the contact details and hands the conversation to you instead of guessing. Its answers come from your own content and rules.
What do we need to prepare?
Almost nothing. We build the assistant from your website and the documents you already have, and you review its answers and tone before it goes live. WhatsApp needs one extra step: a phone number and a Meta business account, and we walk you through it.
Will people notice they are talking to an AI?
Yes. It does not pretend to be a person. What people dislike is being stuck in a script with no way out. This assistant answers at once, says when it does not know, and brings your team in when a person is needed.