Someone who has not been in for three weeks is about to cancel – and nobody noticed. HeroChat answers questions about classes, prices and opening hours around the clock, books trial sessions, reminds people about classes and reaches out to members before the cancellation letter arrives. GDPR-compliant, hosted in Germany.
Data processing agreement included — for data that deserves more care than most.
Client data never leaves the EU. AI processing runs in the Azure data centre in Frankfurt.
Personal onboarding and a phone number to call, instead of a ticket queue.
The signals are visible long before the cancellation arrives. Nobody is watching, and there is no channel to simply check in.
The trainer notices at the desk; the system notices nothing at all. By the time the letter arrives the decision was made weeks ago.
Someone asks about a trial session on Sunday. The reply comes Tuesday – by then they are training at the gym next door.
Class times, prices, bank holiday hours, notice periods. Every answer costs time that belongs on the floor.
None of this replaces your team. All of it removes the groundwork before it – structured, documented and at any hour.
Preferred slot, goal, experience – asked and booked, including Sunday at eleven.
A message before the class – with a way to cancel, so the place goes to someone who shows up.
Someone who has not been in for a while gets a personal message instead of a cancellation confirmation.
Class times, tariffs, opening hours, notice periods – around the clock, in your gym’s voice.
Personal training, nutrition coaching, contract renewal – aimed at the people it actually suits.
Contract questions, complaints, medical topics: a person takes over, with the full history.
You draw the line: which topics the AI closes on its own and which it only prepares is something we set together during onboarding.
Rather than advertise a percentage, we show the assumptions. Swap in your own numbers – the structure stays the same.
Someone who has not trained for four weeks is statistically close to cancelling. A message at exactly that moment is the cheapest contract you will ever renew.
The enquiry arrives on Instagram in the evening. Replying two days later means replying to someone who has already decided.
Personal training and nutrition coaching do not sell off a noticeboard. They sell in conversation – at the right moment, to the right member.
Calculated annual loss for a gym with 1,500 members – from cancellations nobody tried to stop, trial sessions never followed up and add-ons that never reached the right member.
A simplified worked example for illustration, not a promise of results. Every percentage and amount is a deliberately disclosed assumption, not a measured or externally sourced value. Actual figures depend on your size, your enquiry volume and your staff costs. We are happy to run the model with your own numbers on a first call.
Your clients decide where they write. All you decide is who answers.
Try HeroChat free – trial sessions, class reminders and win-back messages from one inbox.
Try for freeNo credit card required · Personal onboarding · Cancel any time
