Phone agentprimary
Trial-session requests, class and appointment booking, cancellations with a retention offer, around the clock, while the team is out on the floor.
Explore phone agent
ForGyms
Your gym stays reachable.
Even while your team is on the floor.
While your team is inducting a new member or teaching a class, enquiries about trial sessions, class spots, opening hours, and contracts come in by phone, chat, and email. The gym agent picks up, books straight into the system, and even handles cancellations with a retention offer before the member is gone.
Get startedIn short
The rinqo gym agent takes calls and messages around the clock, arranges trial sessions with pre-qualification (goal, experience, preferred time), books class spots, answers contract and opening-hours questions from your gym's knowledge base, and takes cancellations including a deadline check, plus a configurable retention offer (membership pause, plan switch, personal callback) before the cancellation goes through. From the same stored company knowledge, rinqo answers enquiries from chat, the web form and the inbox and gives the team on the ground what it needs.
The situation
The DSSV's key figures for the German fitness industry count 9,647 fitness and health facilities with 12.36 million members, making it the country's largest sport by membership. The sore point isn't acquiring new members, it's retention: a significant share of members cancel within the first twelve months, and every cancellation that slips through unanswered is lost lifetime value. At the same time, the front desk is rarely staffed continuously: the team is on the training floor, teaching classes or inducting new members. Enquiries about trial sessions, class spots, membership fees, and opening hours come in by phone, chat, and email, most of them outside the hours when someone is at the counter. Whoever asks for a trial session and reaches no one trains at the gym next door next week. The same stored knowledge carries every channel you switch on, and answers the questions your team would otherwise pass along.
24/7
trial-session enquiries and cancellations are handled, not just during counter hours
Where it pinches
- The front desk is rarely staffed continuously, the team is on the floor, teaching classes, inducting members.
- Trial-session enquiries outside counter hours go unanswered, and the prospect goes to the gym next door.
- Cancellations come in unstructured (phone, email, notes), without a deadline check and without a retention offer.
- Always the same questions: opening hours, class times, membership fees, contract terms, trial sessions, they tie up team time.
- Class bookings and cancellations in the evening and on weekends, with no one at the counter.
One knowledge base, every channel
Where rinqo works for Gyms
Chat agent
On the studio website: opening hours, class schedule, contract and price questions, book a trial session directly, without anyone having to call.
Explore chat agentEmail agent
Standard questions about contracts and classes, trial-session confirmations, re-engaging inactive members once approved.
Explore email solutionPersonal agent
Internal studio knowledge for the team: contract terms, notice periods, class and equipment procedures, in plain language.
Open personal agentMarketing agent
Class schedules, member promotions and motivational posts as on-brand content for Instagram and Facebook, plus images in your studio's style. Visibility for new members, even when the floor is full.
View marketing agentHow rinqo solves this
Every enquiry gets answered
The gym agent takes calls, chat, and email enquiries while your team is on the floor, in a natural voice, around the clock. Trial-session prospects are pre-qualified immediately (goal, experience, preferred time) and get an appointment instead of landing on voicemail. Class spots are booked or cancelled directly, evenings and weekends included.
The same knowledge, wherever it is asked
The agent answers from your approved gym knowledge: opening and class hours, rates and contract terms, notice periods, equipment, extras like sauna or EMS. Because it answers like your gym, not like the internet, every prospect gets the same correct information, and your team isn't constantly interrupted for the same questions. The same applies to every channel you switch on, and to your team looking it up instead of asking around.
Cancellations with a retention offer
When a cancellation comes in, the agent captures it in a structured way, checks the notice period, and on request automatically makes a retention offer: a membership pause instead of cancelling, a plan switch, or a personal callback. Every case lands in your dashboard with full context, you decide what to confirm. So no cancellation slips through unanswered anymore.
What the agent handles
- Arrange trial sessions with pre-qualification (goal, experience, preferred time)
- Class booking and cancellation around the clock (front desk often unstaffed)
- Capture cancellations including deadline check and retention offer (pause, plan switch, callback)
- Answer standard questions: opening hours, class times, membership fees, contract terms
- Member win-back: reach out to inactive members deliberately
- Internal team knowledge (personal agent): rates, processes, cover rules from one source
- Look internal knowledge up on the spot instead of asking around
- Turn references and vacancies into on-brand posts
Our recommendation
Gyms have heavy inbound (trial sessions, classes, contracts) with a rarely staffed front desk, and their biggest lever is member retention. The phone agent takes every enquiry, the chat agent serves the website, and both handle cancellations with a retention offer before members are lost. The knowledge behind it then carries the other channels and the questions asked internally.
GDPR at the gym
Gyms process membership and contract data, and in part health information (such as training goals or pre-existing conditions). rinqo hosts all calls and messages in Hetzner Falkenstein/Nuremberg, the AI processing runs entirely in the EU. No third-party tracking, no data sharing.
- Hosting exclusively on EU servers (Hetzner Germany)
- DPA with all subprocessors (AI models with guaranteed EU data processing, speech recognition in an EU setup, telephony via EU data centers, a German speech-synthesis provider, full list in the dashboard)
- Member data stays in your gym system
- Configurable delete TTL on call transcripts
- AI Act Article 50: AI assistant disclosure mandatory from 2026-08-02, default with rinqo
Frequently asked questions
Founder, rinqo
Founder of rinqo. Builds a company memory where an organisation's knowledge comes together and stays available, and the AI agents that work from it: on the phone, in the inbox, in chat, in marketing and in further roles. Writes here about bringing AI into companies, about data protection, and about what holds up in daily operation. Developed in Germany, processed in the EU, no US providers.
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No more missed trial sessions.
Set up your gym agent yourself, it takes enquiries, books classes, and keeps members while your team is on the floor. The same knowledge answers chat, enquiries from web and inbox, and your team's questions.
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