For gyms, boutique studios & personal trainers
Answer every inquiry in minutes. Automatically.
We set up a simple system that replies to every new lead within minutes, sends them a link to book a free consult, and tells you who's hot. You keep your current software.
Setup in about 7 days. Month to month. You own every account.
Example timeline. The demo below runs this exact flow.
The problem
Most gym inquiries wait too long
Research on US fitness operators shows how many leads never hear back, or hear back too late.
of membership inquiries by email, Facebook and Instagram got no reply at all
average wait for a reply to an email inquiry
average wait for a reply to an Instagram message
Source: Keepme, The State of US Fitness Operator Lead Conversion (1.6M conversations, 45 US fitness brands).
more likely to qualify a lead when you respond within one hour instead of later
Harvard Business Review, 2011 · 2,241 US companies, all industriesmore likely to qualify a lead when contacted within 5 minutes instead of 30
MIT / InsideSales, 2007 · all industriesHow it works
Five steps. Zero manual work.
Form
The lead shares their goal, preferred time and start date.
Priority
This week = HOT. Within 30 days = WARM. Just researching = COLD.
CRM
The contact is created or updated in HubSpot, with no duplicates.
Reply
A personal email in your voice with a link to book a free consult.
Alert
You get the details. If any step fails, you get an error alert.
Try it yourself
Be the lead for one minute
Open our demo studio's website and request a free consultation like a real customer would. Then check what happens.
- Open the demo studio site.
- Fill out the 4-step consultation form.
- See the confirmation, the priority it got, and the booking button.
The demo studio, Peak Performance Fitness, is fictional.
What's included
Everything set up for you
Your forms connected
Website, landing page or a new branded form.
A clean CRM
Every lead in HubSpot, with no duplicates.
Instant reply
A personal email in your voice, within minutes.
Booking page
15-minute consults straight on your calendar.
Owner alerts
Every new lead with its priority.
Error alerts
If a step fails, you know and the lead is kept.
Monthly report
Inquiries, reply time and booked consults.
30 days of support
Close monitoring and tweaks after launch.
Keep your software
Mindbody, Wodify, PushPress, Calendly or nothing at all. We fill the gap between the question and the first reply.
You own it all
Every account and every contact is in your name. If you stop, you keep everything.
$0 in tools to start
Built on the free plans of Make, HubSpot and Gmail. The free Make plan covers about 200 inquiries a month.
Proof it works
Tested before you ever see it
We run the same checklist on your setup before it goes live.
| Test case | What happened | Result |
|---|---|---|
| A new lead | Saved in the CRM, reply and owner alert sent | Passed |
| The same email twice | Contact updated, no duplicate created | Passed |
| Invalid email, no name | Blocked before reaching the CRM | Passed |
| This week / 30 days / researching | Tagged HOT / WARM / COLD | Passed |
| The CRM step fails | Error alert sent with the lead's details | Passed |
Tests run on the live demo system, September 29, 2026.
Pricing
Simple pilot pricing
Forms, CRM, reply email, booking page, alerts and full testing.
Monitoring, small changes, support and the monthly report.
Month to month. You keep every account and contact if you stop.
FAQ
Questions owners ask
Do I need to change my booking software?
No. The system works next to Mindbody, Wodify, PushPress, Calendly or whatever you use today. It handles the first reply and the first booking step.
Who owns the data?
You do. The CRM, the email account and the automation run under your accounts. If you stop, everything stays with you.
What does it cost in tools?
Nothing to start. Make, HubSpot and Gmail all have free plans that cover a typical studio. If your volume grows past the free limits, we tell you before anything costs money.
What if something breaks?
You get an error alert with the lead's details, so nobody gets lost. We fix it as part of the monthly plan.
How long does setup take?
About 7 days from the moment we get access. You approve the reply email before it goes live.
Do I need to get on a call?
No. Fill out the short form below and we handle the rest by email. If you prefer a quick call, just say so.
Get started
Tell us about your studio
Two minutes. We reply by email with a short plan for your setup. No call needed.
arcos.fitnessgrowth@gmail.com
Thanks, got it.
We'll reply by email within one business day with a short plan for your studio.
Preview copy: this version of the page doesn't send the form. On the live site it goes straight to our inbox. For now, email us at the address on the left.