Turn More Inquiries Into Booked Tours — Without Living on the Phone
The moment a prospective member books a tour and actually shows up — without a single phone tag.
Recommended starting point:Foundation Package
The Problem
Fitness businesses lose revenue not because demand is low, but because intake and follow-up break down. Calls go unanswered during classes and after hours, staff spend time answering repetitive questions instead of selling or coaching, tours are booked inconsistently, and no-show rates stay high. Leads fall through the cracks because there is no system coordinating calls, texts, booking, reminders, and follow-up in one place.
System Architecture
Meet Your New Team
Operator isn't just software. It's a verified swarm of specialized AI agents working in concert to run your operations.
Intake Specialist
Routing Manager
Engagement Lead
Policy Expert
System Logic: Inbound inquiry received via phone or web
Intake Specialist
Qualifies intent and gathers core requirements.
Policy Expert
Checks internal SOPs for case-specific compliance.
Routing Manager
Assigns to appropriate department with full context.
Engagement Lead
Schedules automated follow-up sequence.
Where Most Gyms Start
Most gyms and studios begin with the Foundation Package, which installs the core infrastructure required to run Operator inside the business.
What's Included
- Operator Node (Mac Studio) — on-prem runtime (as scoped)
- OperatorOS activated (control plane app)
- Core Stack (Lite) included — baseline intake → routing → handoff loop
- One HQ deepened beyond Lite mode (e.g., Voice or Data/RAG)
What It Can Do
- Answer inbound calls and texts 24/7
- Provide consistent information (hours, location, class types, amenities)
- Qualify leads based on goals, schedule, and interest level
- Book tours, intro sessions, or assessments
- Send confirmations, reminders, and basic no-show follow-ups
- Capture structured lead notes for staff review
What it intentionally does NOT include: Offer optimization or pricing logic, multi-location or franchise coordination, marketing attribution, or advanced churn prevention or reactivation workflows. The Foundation Package establishes availability and consistency — it stops demand leakage, but does not yet optimize conversion.
Capability Expansion Path
HQ Pro for Fitness applies templated, niche-specific logic based on how gyms and studios operate. This includes goal-aware intake (weight loss, strength, rehab, group classes), offer routing (trial vs paid intro vs assessment), tour and intro sequencing based on lead type, and standardized follow-up patterns proven across similar studios.
HQ Pro is built from repeatable fitness workflows, guardrailed for reliability, and not bespoke. The system now reflects real gym operations, not generic intake.
Operator HQ represents the full system working as one coordinated unit. For gyms and studios, this typically includes:
At this level, all HQs share context, follow-ups are coordinated automatically, and intake, tours, and conversions operate as one system. Operator functions as a true front-desk operating system.
Custom Operator is designed for gyms and studios with complex needs — multi-location or franchise operations, hybrid membership + personal training models, specialty studios with unique onboarding flows, or brands with custom CRMs or data requirements.
This includes deep workflow excavation, bespoke system architecture, custom integrations, advanced reporting and controls, and extended team onboarding. This is not a template — it is built around how that business actually runs.
Every tier reduces operational leakage — higher tiers add coordination, niche intelligence, and ultimately full-system control.
Outcomes (Modeled / Typical)
Practices deploying Operator may experience:
Outcomes vary by deployment level and configuration.
Pricing Notes
Packages cap scope, not capability.
Operator does not provide fitness, medical, or training advice. Capabilities vary by deployment and existing systems.
Examples only. Capabilities vary by scope, data quality, and integrations. Not legal, medical, or financial advice.
Ready to Deploy?
See how OperatorHQ can work for your specific needs.