HiQBot’s gym chatbot answers enquiries on Instagram, WhatsApp and your website, books the free trial or tour, and says your fees and terms up front. Members’ freeze, cancellation and billing requests are taken plainly and passed to your team.
7-day free trial. Trials, tours and member requests included.
ironbarkfitness New here? Your first week is on us. Comment TRIAL and we'll sort it.
megan.clarke TRIAL
ironbarkfitness Check your DMs, Megan.
A gym chatbot is AI software that answers membership, timetable and price questions in chat and books people in for a trial, a class, a tour or a session.
HiQBot’s fitness chatbot asks what someone wants to achieve and where they are starting from, then offers the thing that gets them through the door: a free trial, an intro class, a tour or a first session with a trainer. Someone who wants to think about a membership has their enquiry passed to your team. Existing members can ask to freeze or cancel, raise a billing problem or move a class in the same chat. The fitness agent is one of HiQBot’s industry-tuned AI agents, set up for gyms, fitness clubs, boutique studios, yoga and pilates, personal trainers, and martial arts and dance schools.
HiQBot is a conversational platform for customer service, with AI agents and live chat on website chat, WhatsApp, Instagram, Messenger, Telegram and LINE.
Two kinds of people message a gym: people deciding whether to join, and members who already have. The agent handles both from the same inbox.
A trial, an intro class or a tour is an easy next step to say yes to, so the agent offers one as soon as it knows what someone wants. Some people asking are nervous about being the least fit person in the room. When someone says they are new or out of practice, the agent tells them plainly that beginners are welcome, if your gym says so, and books the class built for starting out, as in the example at the top of this page. The booking confirmation tells them what to bring.
Each enquiry is logged as a lead marked cold, warm or hot with the reason, so your sales team calls the warm ones first. See how lead qualification works.
Membership
People want to know the catch before they join, so the agent states joining fees, minimum terms, notice periods and what each option includes, straight from your documents.
Someone who is interested but not ready to pick a time, or who wants a family or corporate membership priced, is logged as a membership enquiry with their goal, when they would train, their budget and when they want to start. Your team follows up with prices.
Members
Some places regulate how a gym handles cancellations. The agent offers a freeze once if you offer one, then takes what the member wants: which membership, the date and the reason if they give one. It states your notice period and final payment plainly and passes the request to your team. It never tells a member they are cancelled until your team confirms.
Charged after cancelling, charged twice or charged the wrong amount: the agent takes the dates and amounts and raises it as high priority. It never promises a refund. Where support tickets are part of your setup, each request opens one; otherwise it files a request for your team. A member who asks for a person is handed to your team in the same thread, or has their details taken for follow-up, as you choose.
How live chat and handover workHealth
The agent does not advise on injuries, conditions, pregnancy, diet or supplements, and it does not ask about them. When someone mentions one, it notes only that they want to talk it over with a coach, points them to your health form if you have one, and books the consultation.
Someone hurt or unwell right now, such as chest pain, fainting or an injury during a session, is told in the first sentence to get help from staff on site or the emergency services. An injury or a hazard at the gym is raised with your team as urgent.
ironbark.example
The same agent, timetable and booking hours sit behind every channel, and it replies in the language each person writes in. On Instagram, pick a reel and a keyword such as TRIAL: anyone who comments it gets a public reply and a DM, and the agent takes it from there, knowing which post brought them in. See how comment to DM works.
Each trial, class or session can trigger a confirmation when it is booked and a reminder a set number of hours before it, in the person’s chat or as a WhatsApp message.
Megan’s trial above was booked from an Instagram comment without a reply from the front desk.
Send an approved WhatsApp template to members by tag: a January offer, a new class, a membership renewal message. Personalise it with each member’s name and see who received, read and replied; replies come back to the agent. HiQBot does not send marketing templates to US numbers.
On WhatsApp, Instagram, Messenger, Telegram and LINE, new chats can open with a guided flow: pick a class and a free time. Anything off script can go to the agent, and anyone who asks for a person goes to your team.
Some sell memberships, some class packs, some sessions one at a time. The agent talks in your terms and offers only what you run.
Trials, tours and induction sessions, family and corporate membership enquiries, and members asking about freezes and billing.
Intro offers and class packs from your own price list, the class timetable, and a first class booked in the chat.
Beginner and reformer classes, private sessions and teacher by name. Pregnancy and injury questions go to the teacher.
For a trainer with no front desk, Instagram DMs become booked consultations and first sessions while you coach.
Parents booking a trial class for a child, with the age group and what to wear in the reply.
If you sell kit, drinks or class packs, upload the list or link a Google Sheet and the agent answers price and stock from it. Switch the list to take orders and a member can order in the chat for collection at the front desk, with your team confirming each order in the dashboard. The agent describes what is on the list and gives no supplement or nutrition advice.
Trials, tours, classes and PT sessions land in your HiQBot Bookings list, and on your coaches’ Google Calendar when it is connected, which also follows moves and cancellations made in the chat. Membership enquiries and leads move through stages you can rename. The built-in CRM keeps each person’s conversations, bookings and requests together, so you do not need separate gym CRM software just to track enquiries. Billing and memberships stay where they are. Connect HubSpot and contacts and deals go there too. Analytics show your busiest channels and hours, and the questions the agent could not answer.
The agent then asks about the person’s goal and experience, what they want to try and when they would train.
Class timetable, membership options, joining fees, minimum terms, notice periods, freeze and cancellation policy, your trial offer and your health form link.
Trial, tour and PT session lengths and times, so it only offers times that are free.
Plus Messenger, Telegram and LINE if members use them, and Google Calendar for your coaches.
Choose the posts and words that start a DM, such as TRIAL on your new-member reel.
Ask any vendor these questions, us included, with HiQBot’s answer beside each. For phone calls, see how a chat agent compares to a phone receptionist.
It answers from the timetable you upload, and offers only times that are free.
Yes. Joining fees, minimum terms and notice periods come from your documents and are stated before anyone signs up.
Offers a freeze once if you offer one, then takes the request, states your notice period and passes it to your team.
Both. A keyword comment on a reel can start the DM conversation.
Yes, in the same thread, or the agent takes details for follow-up. You choose per channel.
No. Injuries, conditions and diet go to a coach, and nothing is written into the booking beyond that.
Last updated
A gym chatbot is AI software that answers membership, timetable and price questions in chat and books people in. HiQBot books a free trial, an intro class, a tour or a personal training session, passes membership enquiries to your team, and handles freeze, cancellation and billing requests from existing members.
It answers from the timetable and information you upload, so it is as current as that file. Update the timetable and the answers change with it. With your booking hours set, it only offers trial and session times that are actually free.
No. Bookings land in your HiQBot dashboard and, when you connect it, on Google Calendar. Memberships, billing and door access stay in the systems you already use, and HiQBot does not change them.
It takes the request. It offers a freeze once if you offer one, then takes the member’s details and reason, states your notice period and final payment terms from your policy, and passes it to your team. It never tells a member their membership is cancelled until your team confirms it.
No. It does not advise on injuries, health conditions, pregnancy, diet or supplements, and it does not ask about them. If someone mentions one, it notes that they want to talk it over with a coach and points them to your health form if you have one.
Yes, and on website chat, Messenger, Telegram and LINE too. A keyword comment on an Instagram post can start the conversation in the DMs, and every message lands in one inbox your team can read.
Yes. Someone interested in a membership but not ready to book a visit is logged as a membership enquiry with their goal, schedule and budget, and your team follows up with prices. The agent still states joining fees and terms you do publish.
Through WhatsApp broadcasts, yes: approved templates sent to members by tag, personalised with their name. HiQBot does not send marketing templates to US numbers. Booking confirmations and reminders are sent separately, triggered by each booking.
No. It works in chat only. When someone would rather talk, it takes a callback request with a time and a topic, and someone from your team rings them back.
Yes. A trainer or studio without a front desk can let the agent answer DMs, book consultations and first sessions, and take enquiries, with every conversation in one inbox to check between sessions.
Upload your timetable and membership terms, send it the questions people ask your front desk, and see the trial land in your dashboard before you pay for anything.