CRM and booking · Fitness gym
AI Appointment Booking Bot for Fitness Gyms
A booking assistant that answers gym enquiries, books trial sessions into the right coach’s calendar and keeps the member record in GoHighLevel up to date.
Stack
- Calendly
- GoHighLevel
- OpenAI
- Make.com
- 01 · TriggerEnquiry from site or social
- 02 · OpenAIQualify goal and time
- 03 · CalendlyFind a free trial slot
- 04 · GoHighLevelCreate or update the member
- 05 · Make.comConfirm and remind
The problem
Trial-class enquiries arrived through the website, Instagram and walk-in forms. Staff answered between sessions, so replies went out hours later, and by then many prospects had signed up somewhere closer or cheaper.
Discovery
Before building, I mapped:
- Q1Where enquiries actually come from, and at what time of day they peak
- Q2Which classes and coaches can take trials, and their real availability
- Q3What a front-desk person says when booking, so the bot can say the same thing
The idea
Reply instantly with a short, friendly conversation that collects the goal and preferred time, then book straight into the coach’s live calendar. Every step writes back to GoHighLevel, so the team sees a pipeline instead of a pile of messages.
How it runs
- Step 1
A new enquiry starts a Make.com scenario with the person’s details and source.
- Step 2
The assistant asks two or three questions about goals and preferred times, in the gym’s tone.
- Step 3
It offers real open slots from Calendly and books the one the prospect picks.
- Step 4
The contact and opportunity are created in GoHighLevel and moved to “Trial booked”.
- Step 5
A confirmation and a reminder go out before the session, with directions and what to bring.
What the client got
- Booking assistant and prompt
- Make.com scenario
- GoHighLevel pipeline stages
- Reminder templates
- Walkthrough video
Next build
Next build · CRM and bookingAI Appointment Setter for Roofing CompanyHand me the busywork.
An automation, a GoHighLevel setup, an AI agent, a connected system or a batch of AI ads. Tell me what slows you down and I will tell you how I would fix it.