Lead assistant

Every enquiry answered in seconds, booked when the lead says yes, and remembered.

A lead comes in from the website, a trial form or an abandoned online join. The assistant sends the first message within seconds and answers questions honestly from the club's own facts. When the person names a day and time it checks the club's real availability, offers the slot and asks for a yes before anything is written down. Say "can I do 8am instead" and it reads the stored booking, checks the new time and moves it once you confirm; the old slot is released and the team told. It remembers what you asked, what you told it, and every visit outcome, so it never books twice or contradicts what was agreed. It never pretends to be a person, hands over when someone is unhappy, and honours STOP.

Try

·Create a lead, then reply "tomorrow morning" and "yes"
·Now reply "can I do 8am instead?" then "yes"
·Try "tomorrow at 6pm" (that slot is full) or "5am" (closed)
·Reply "I need to cancel, I hurt my knee" then "yes"
·After booking, mark No show, then reply "sunday morning"

Riverside Fitness

create a lead to start

This phone is the lead's view. Create a lead and the assistant sends the first message within seconds. Then reply as the customer.

What gymIQ remembers about the lead

Nothing yet. Every reply is read against this record before the assistant answers, so it never books twice, never forgets a time it offered, and never contradicts what was agreed.

Pipeline, live

New 0

Contacted 1

Sophie

Replied 1

Marcus

Booked 1

Priya

Thursday 10:00

Showed 0

No show 0

Handover 0

Cold / out 1

Grace

What the team sees, Telegram or WhatsApp

Alerts appear here as the lead moves.

Morning brief

The club, in writing, at 06:00. And it answers back.

Four runs a day. The morning brief opens with a verdict and the three things that matter; the 16:00 run warns about anything the board has not cleared before the cut off; the evening close says what changed and whether anything needs you tonight. Reply to any of them in plain English and get an answer from the same system that wrote it.

Try

·Switch between the 06:00, 16:00 and 22:00 runs
·Ask "who are the 47?"
·Ask "what will Friday pay?"
·Ask "who did the board yesterday?"

gymIQ

06:00 · Morning brief

Riverside morning brief, Mon 7 Sep: £26,414 collected MTD, 1,472 active paying

TOP 3
1. Retention is good. 7 leavers this month against 19 over the same six days of August, and the roster has grown six days running, 1,611 to 1,617.
2. Selling is the problem. Joins project 77 against a 100 target. 20 joins in six days.
3. £1,884 of September arrears across 47 members clears onto Friday's credit if worked before Wednesday.

SALES 1 to 6 Sep: submitted £30,070, successful £26,414, pending £7,198, failed £2,035. Failure rate 6.77%, best of the month.

MEMBERS: roster 1,617, active 1,480, paused 79, overdue 58. Overdue by method: DD 22 of 1,220, card 28 of 355, flexible 8 of 28.

FRIDAY CREDIT forecast £20,471, range 17,000 to 23,000.

BOARD: 12 overdue calls and 6 billing fixes on the desk today, 46 queued behind them.

Pick a run

The brief is written, not charted, because a written verdict is what an owner reads at 06:00 on a phone. It says plainly when data is stale rather than pretending.

Ask it

Staff board

A task list that rewrites itself every morning.

Generated from the live roster before the club opens: the top 12 overdue members to call, the top 6 billing faults, every membership ending this week, the drifting members, the tours to confirm, and the standing jobs. Capped so a small desk can finish it. Assign any task to a named person or leave it for whoever is on shift. Each person signs in with a PIN, every tick is recorded to them, a tick sticks for three days, and the owner gets the count by name at 22:00. The retention radar and the payment routine below write straight onto it. Works alongside any CRM, or on its own.

Try

·Switch who you are and tick a few money hour tasks
·Assign a task to Rachel, then switch to "Mine"
·Watch the queue counter and the 22:00 report change
·Mark someone called on the retention radar below and see it tick here

Riverside, Daily Board

Monday 7 September · 17 to do · 0 done

I am

Before 10:30. The top overdue members to ring and billing faults to fix, most recoverable first. 58 overdue in the club today; the rest come through as you clear these.

Call overdue: Mercedes W
WOW, £36.99 a month, pays by card, last visit 31 Aug. 1 Ring and agree payment today. 2 Fix the card. 3 Retry. 4 Note on the profile.
Call overdue: Callum B
Classic, £31.99, card, last visit 31 Aug.
Call overdue: Tanya B
WOW, £36.99, card, last visit 30 Aug.
Call overdue: Yomi W
WOW, £36.99, direct debit, no visit on record.
Fix billing: Drew B
ACTIVE at £49.99 with no next payment scheduled. Training unbilled. Restart billing, confirm a date shows.
Fix billing: Zoe H
ACTIVE at £36.99, no next payment scheduled.
Ending 10 Sep, call: Billy B
£31.99 a month, membership ends Wednesday. Ring before it lapses; if staying restart billing, if leaving ask why.
Cash payers to settle at the desk (2)
Do not ring them. Collect when they next come in.

22:00 to the owner

0 of 17 cleared: Dan 0, Rachel 0, Israel 0. Money hour 0 of 8, retention 0 of 6. Overdue queue 58; 0 will not be listed again for 3 days. 6 open tasks not assigned to anyone.

Why it works

Generated every morning from the live roster. New overdue members appear at the hourly refresh.
Capped on purpose: the top 12 calls and 6 fixes. A desk can finish it.
Assign any task to a named person, or leave it for whoever is on shift. "Mine" shows a person only their own list.
A tick sticks for three days, so nobody is asked to make the same call twice.
The owner gets the count by name at 22:00.

Retention radar

Who is drifting, measured against their own habit.

A flat 30 day rule calls a twice a year member dormant and misses a daily member who has been away three weeks. gymIQ measures each member against their own pattern: how far they have drifted from their usual gap. The drifting window gets a check in, the long tenured low users are left in peace, and the calls land on the staff board above, so marking a call here ticks it there.

Try

·Switch between the habit rule and the flat 30 day rule
·Find Dev and Harry, then Ben, Emma and Jack
·Press "Called, noted" and scroll up to the board

Measure against4 to call · £220 a month at stake

Member	Usual visits	Last visit	Read	Board
Aisha KWOW, £36.99, member 14 months	16 a monthabout every 2 days	9 days ago	HealthyOn their own pattern.	not on the board
Ben OClassic, £31.99, member 7 months	12 a monthabout every 3 days	11 days ago	DriftingSlipping from 12 visits a month. Book them into a class.	on the board
Carla MEPIC, £49.99, member 22 months	8 a monthabout every 4 days	17 days ago	Call todayAway 17 days against a usual gap of 4. Habit broken.	on the board, Rachel
Dev PClassic, £31.99, member 31 months	1 a monthabout every 30 days	26 days ago	HealthyOn their own pattern.	not on the board
Emma TWOW, £36.99, member 3 months	10 a monthabout every 3 days	21 days ago	Call todayAway 21 days against a usual gap of 3. Habit broken.	on the board, Rachel
Femi AClassic, £31.99, member 18 months	4 a monthabout every 8 days	33 days ago	Call todayAway 33 days against a usual gap of 8. Habit broken.	on the board, Rachel
Grace LStudent, £19.99, member 2 months	14 a monthabout every 2 days	5 days ago	HealthyOn their own pattern.	not on the board
Harry WClassic, £31.99, member 40 months	0.5 a monthabout every 61 days	71 days ago	Leave aloneLong tenured, low use, happy paying. A call only reminds them.	not on the board
Isla RWOW, £36.99, member 9 months	6 a monthabout every 5 days	12 days ago	DriftingSlipping from 6 visits a month. Book them into a class.	on the board
Jack DClassic, £31.99, member 5 months	9 a monthabout every 3 days	27 days ago	Call todayAway 27 days against a usual gap of 3. Habit broken.	on the board, Rachel

Usual visits is how often this member normally trains, from their own swipe history, so "12 a month" means a gap of about three days is normal for them and eleven days is not. Notice Dev and Harry: a flat rule calls them dormant and a call would likely prompt a cancellation. Notice Ben, Emma and Jack: under a flat rule they are fine, and by the time they cross 30 days the habit is gone. Press Called, noted (you are signed in as Dan) and the task ticks itself on the staff board above; tick it on the board and it shows here.

Sales pulse

Joins today against what today should do.

Every hour, joins so far are compared with the club's own expected pace for that day of the week and month, built from three years of its own sales. Nothing fires while the day is on pace. When a weekday is running under half of expected for the third day, the owner hears about it at lunchtime, not at month end. This is how a failing price test was caught in five days.

Try

·Play a good Monday
·Play a bad price test and watch the alert fire

07:00 · 0 joins · expected 0.1 · 0% of pace

Hourly pulse, to the owner's phone

Quiet. Nothing fires while the day is on pace; you only hear about it when something has moved.

This is how a price test at the Hertfordshire club was caught in five days rather than seven weeks: weekday sales at 1 against 8.4 expected, odds of about 1 in 450 on the club's own model, and the owner reverted before the weekend.

Payment routine

Failed payments, decided the way a careful person would.

Three times a week, every failed payment is read: temporary shortfall or dead card, how many attempts, how long since the last, how many months, whether the member still trains. Temporary failures get one retry, never within two days of the last, never a sixth attempt. Everything else becomes a named action on the staff board: new card, mandate to re set, cancellation for a human to decide. Cash payers are never chased by message. Press Run and watch each step, then the bank's answer for every retry.

Try

·Run the routine and watch the log
·Tick "It is Friday" and run again: Mercedes is retried
·Find Sam, whose card was replaced
·Scroll up: the routed ones are on the board

It is Friday (payday rule)3 will be retried, worth £100.97 · 5 to a person

Member	Failure	Decision	Result
Mercedes W£36.99 · Direct Debit · last visit 6d	Insufficient funds1 attempts, last 1d ago, 1 month	waiting	press Run
Callum B£31.99 · card · last visit 5d	Card declined2 attempts, last 4d ago, 1 month	waiting	press Run
Tanya B£36.99 · Direct Debit · last visit 8d	Insufficient funds2 attempts, last 3d ago, 1 month	waiting	press Run
Yomi W£36.99 · Direct Debit · last visit 120d	Mandate cancelled at bank3 attempts, last 9d ago, 4 months	waiting	press Run
Geetha G£36.99 · flexible · last visit 40d	No payment method0 attempts, last 30d ago, 2 months	waiting	press Run
Sam A£31.99 · card · last visit 3d	Card replaced 2 days ago, last failure was on the old card5 attempts, last 6d ago, 2 months	waiting	press Run
Ade O£31.99 · Direct Debit · last visit 2d	Insufficient funds3 attempts, last 4d ago, 2 months	waiting	press Run
Lou M£22.99 · cash · last visit 4d	Not paid at desk0 attempts, last 0d ago, 1 month	waiting	press Run

Retries run unattended Monday, Wednesday and Friday. One retry, never within two days of the last, never a sixth attempt. Anything that needs a message or a cancellation is drafted and put on the staff board above for a person, never sent on its own. This routine took the Hertfordshire club's failed book from about 10% to 3.6%.

Friday forecast

What lands on Friday, before it lands. In testing.

Whatever your processor's schedule, gymIQ learns it from your statements and forecasts each credit with a range, then on Wednesday afternoon warns what has not been retried in time to make it. At the Hertfordshire club the model has matched the bank within 0.4% over six months. This feature is in testing: it is switched on for your club once it has matched your first month of credits. Automatic reconciliation against a live bank feed is coming soon.

Try

·Move the arrears slider and watch Friday move
·Drop the pending clearance to 85%

In testingLive at one club. Your payout schedule and fee rate are set on the setup call, then the forecast is checked against your first month of credits before it goes in your brief.

Arrears worked before Wednesday40% of £1,884

The 47 members on the board. Eight in ten who are contacted pay.

Pending Direct Debits that clear95% of £7,198

Usually 95%. The brief tells you when a batch is settling slower than normal.

How it is worked out. What settled by Wednesday, plus the pending Direct Debits expected to clear, plus arrears recovered in time, less your processor's fees (1.5% here). Whatever your processor's schedule is, weekly, twice monthly or monthly, gymIQ learns it from your statements and forecasts each credit with a range.

This Friday, 11 September

£31,757

range £28,582 to £33,345

Settled by Wednesday: £24,800
Pending that clears: £6,838
Arrears recovered in time: £603
Processor fees: −£484
Paid Friday: £31,757
Next Friday, forecast: £10,210

Wed 9 Sep 16:00 alert: £1,130 of arrears not yet retried. Anything after tonight lands on 18 September, not the 11th.

Alerts by role

Reaches you where you are. Shows each person only their part.

The owner gets money. The manager gets performance and the board. The desk gets today's names. Every message has the same shape: a one line verdict, the numbers behind it with a label each, then what to do. Delivered on WhatsApp, Telegram, email or SMS, and you can reply to it. Nobody logs in anywhere to find out what happened.

Try

·Switch role and channel
·Compare the 06:00 brief for the owner and the desk
·Reply "who are the 47?" or, as the desk, "done"

Who

Money and direction: collected, Friday forecast, failure rate, joins against target, the board by name, the monthly review pack.

Where

One to one to named staff. Reply and it answers.

When

Every message has the same shape: one line that says what matters, the numbers behind it with a label each, then what to do. Same read of the club for everyone, cut to what that person is responsible for.

WhatsApp · Owner · 06:00

Riverside · 06:00

Retention good, selling behind. £1,884 of arrears clears onto Friday if worked by Wednesday.

Collected MTD: £26,414, 1,472 active paying
Failure rate: 6.77%, best of the month
Friday forecast: £20,471, range 17,000 to 23,000
Joins: 20 so far, projecting 77 against 100
Leavers: 7 against 19 same days last month
Board: 12 calls, 6 fixes, 46 queued

Nothing needs you. Rachel has the arrears list.

Member assistant

Members ask the club anything. It answers from your facts, and knows when to hand over.

On the website, in WhatsApp and in the app: hours, classes, prices, freezes, parking, PT, cancellations. It answers from a fact sheet you control, takes the actions you allow (a freeze, a class booking, a trial), logs every question so you can see what members keep asking, and passes anything it is unsure about, and every cancellation or complaint, to a person with the thread attached.

Try

·Ask "what time do you open on Sunday?"
·Ask to freeze for a month
·Say "I want to cancel" and watch it reach a person
·Ask something it cannot know

Riverside Fitness

website chat · also WhatsApp and the app

Hi Priya, it is the Riverside assistant. Ask me anything about the club: hours, classes, your membership, parking. I answer from the club's own facts and hand over to a person when I should.

Try asking

What it did behind the chat

Nothing yet.

Rules it keeps

Answers only from the club's fact sheet, which you edit. Unknown question, it says so and asks a person.
Never pretends to be a person. A cancellation or a complaint always reaches a human, with the thread attached.
Every question is logged, so you can see what members keep asking and fix the cause.

Every tool, working. Click anything.