The Problem
Gyms lose revenue two ways.
Missed enquiries from new prospects. And existing members quietly disengaging until the day they cancel.
Enquiries fall through the cracks
Calls go to voicemail out of hours. Web chats sit unanswered. Instagram DMs get missed. Every unanswered enquiry is a membership that signed up somewhere else. With staff managing the gym floor, classes, and existing members, inbound enquiries from new prospects are the first thing that slips.
Members disengage before they cancel
Most members do not cancel the moment they lose motivation. They stop attending. They stop using the services they pay for. Then, weeks or months later, the direct debit cancellation arrives. By then it is too late. The churn was happening silently the entire time.
A front desk costs £30,000 a year
A dedicated front desk hire costs upwards of £30,000 per year in salary alone, before training, absence cover, and management overhead. Retainr handles that workload around the clock without the headcount.
What Retainr Does
Gain Members. Reduce Churn.
Two outcomes. One system. Fully managed.
Get Them
- Capture every enquiry
- Answer calls 24/7
- Respond across every channel
- Follow up automatically
- Book trials and visits
- Reactivate old leads
Keep Them
- Identify inactive members
- Re-engage before they churn
- Intercept cancellations
- Recover failed payments
- Cross-sell other services
- Escalate sensitive issues to humans
Retainr handles the routine. Your team handles the important.
The Full Journey
From first enquiry to loyal member.
Retainr manages the entire lifecycle, not just the first conversation.
- Enquiry
- Response
- Questions Answered
- Qualification
- Booking
- Reminder
- Show-Up
- Follow-Up
- Membership
- Member Goes Quiet
- Re-Engagement
- Retained
The Difference
Not another chatbot.
Retainr doesn't just answer questions. It takes action.
Most chatbots provide information. Retainr has conversations, qualifies prospects, follows up automatically, books appointments, re-engages inactive members, recovers failed payments, and escalates sensitive situations to your team. The distinction is that it acts, not just responds.
A standard chatbot
Answers FAQs. Takes a message. Waits for a human to follow up. Provides information when asked.
Retainr
Answers, qualifies, books, follows up, re-engages, recovers, escalates. Without anyone on your team being involved.
Your team
Handles what matters. Complex situations, relationships, complaints, and decisions that require human judgment.
The Result
More members. Lower churn. No missed enquiries.
Retainr handles the repetitive front-desk workload without adding another full-time employee, while doing more than any single member of staff could do across every channel, every hour of the day.
Calls, messages, DMs, and web chats handled the moment they come in, regardless of when that is.
Every inbound enquiry captured. Every at-risk member flagged and re-engaged before they cancel.
How It Works
How Your AI Gym Front Desk Works.
Three steps from scattered enquiries and silent churn to a system that handles both.
We map your operation
We look at every channel your gym uses to receive enquiries, how your membership data flows, and where the gaps in engagement currently sit. We select the right components and configure them around your specific setup.
We build and connect it
Retainr is assembled around your gym, your tone, your class schedule, your pricing, and your existing calendar and membership systems. Everything is tested before anything goes live.
It runs. We manage it. Fully.
We map your business, configure Retainr around your operation, connect your relevant systems, launch it and continuously monitor and optimise it. Your gym does not need to build workflows, manage AI settings, monitor conversations, or figure out how everything connects. That is entirely on us.
FAQ
Frequently Asked Questions
Your 24/7 digital front desk. Without adding headcount.
We handle the repetitive front-desk workload so your team can focus on what actually needs them.
AI Member Retention for Every Gym Format.
Independent gyms, leisure centres, boutique studios, hotel health clubs, and multi-site operators. If you have members and enquiries to manage, Retainr was built for you.
Real World
AI Gym Enquiry Handling and Retention in Practice.
A new prospect calls at 7.45pm on a Friday. A member has not attended in six weeks. Here is what happens.
New Enquiry — 7:45 PM
7:45 PM
7:45 PM
7:46 PM
7:46 PM
Inactive Member — Last Visit: 6 Weeks Ago
8:00 AM
8:14 AM
8:14 AM
Retainr handled both of these simultaneously. No staff involved.
7:45 PM Friday
A prospect calls.
Someone saw the gym's Instagram ad and wants to know about membership prices and whether they can have a look around. It is after closing. The desk is unmanned.
7:45 PM — Instant
Retainr answers.
The call is picked up immediately. A natural, warm conversation begins. The system asks what brought them to call, what they are looking for, and what their schedule looks like.
7:46 PM
Questions answered.
Pricing, class timetable, parking, facilities. Every question answered accurately from the gym's own information. No guessing. No "I will have to check and get back to you."
7:47 PM
Show-round booked.
The prospect is offered available slots for a facility walkaround. They choose Saturday morning. The booking goes directly into the gym's calendar. A confirmation is sent by SMS.
Simultaneously
A disengaged member is flagged.
Retainr identifies a member who has not attended in six weeks. They have a monthly direct debit running. They are at risk of cancellation.
The next morning
Re-engagement message sent.
A warm, personalised message is sent via WhatsApp. Not a generic marketing email. A relevant nudge based on their membership type and previous attendance. It mentions a class they have never tried.
That afternoon
The member responds.
They book into a class for the following Tuesday. The cancellation that was quietly forming never materialises. The gym kept a member without a single staff intervention.
One system handling both sides of the revenue equation. New enquiries converted. Existing members retained. All without adding headcount.
Ready to see Retainr in action?
Book a short demonstration and we will show you exactly how it works for your gym.
No commitment. No obligation. Just a focused conversation about your gym and where Retainr fits.
