The AI operations layer
for your studio.
Put a team of agents on yourclass booking.
Rach.Dev runs membership & class booking, retention saves, progress nudges, billing and engagement monitoring across the systems you already use — with a coach in the loop on every member-impacting action, and a full audit trail on every cancellation, charge and save.
What an agent team takes off your front desk
Most of a studio's load isn't coaching — it's booking, chasing no-shows, saving cancellations and reminding people to show up. Here's where agents own the busywork, mapped to how your studio actually runs.
The Front Door
Every inquiry, booking and waitlist captured and answered — 24/7, in English or Spanish.
- Multi-channel intake (phone, SMS, web chat, walk-in)
- Class booking, waitlist, reschedule & cancel
- Membership match & profile linkage in your booking platform
Disclaimers & Compliance
Health and cancellation guardrails baked in — agents know what they may not do.
- Clear 'not a clinician / not a dietitian' disclaimers
- State auto-renewal & cancellation-notice rules enforced
- Physician-clearance prompts before new programs
Progress & Coaching Notes
Workout logs, milestones and trends drafted between sessions — the coach decides.
- Logs workouts and surfaces personal-record streaks
- Drafts a between-session check-in for the coach
- Flags plateaus and missed-goal trends to the trainer
Booking & Scheduling
Classes, waitlists, trainer slots and reminders — capacity stays full.
- Waitlist promotion the moment a spot opens
- Reschedule and freeze handling without the front desk
- Pre-class reminders + no-show follow-up (EN / ES)
Billing & Retention
The fastest ROI for an owner: save the cancel, fix the failed charge.
- Failed-payment recovery & dunning via Stripe
- Cancellation saves — freeze, downgrade or pause first
- Plan changes and renewals within state cancellation law
Knowledge Layer
A role-aware assistant grounded only in your approved sources.
- Separate views for member, trainer and front desk
- Every answer cites its source
- Hard guardrails — never medical or nutrition therapy advice
Engagement Watch
Always-on read on who's drifting — before they cancel, not after.
- Attendance-drop and visit-gap detection
- Cancellation-risk and no-show-pattern scoring
- Stages a personal save for the coach to send
Community & Back-Office
Challenges, referrals, reviews and the admin nobody wants to do.
- Challenge enrollment, referral and review nudges
- Trainer rosters, PTO and class coverage
- Member feedback and complaint handling
Watch the team run a member
Pick a member and press play. Watch the agent team run it end to end — a coach or owner approves every member-impacting action.
Press Run the journey — or scroll in and watch it play automatically. Every clinical action waits for a clinician.
Seven specialists, one conductor
Each agent owns one job and hands the next a complete, structured context. Atlas routes the work, enforces the human-in-the-loop gates, and writes every action to an audit log.
Atlas is the orchestrator. It routes each member to the right specialist, carries shared profile context between them, pauses for coach or owner approval on every member-impacting action, and records a complete, timestamped audit trail.
Click Ava below — the full booking-to-retention workflow plays out automatically.
Compliance & disclaimers. Surfaces the 'not a clinician / not a dietitian' line, prompts for physician clearance on new programs, and enforces state auto-renewal and cancellation rules before any offer is made.
Marcus is the guardrail. It never gives medical or dietary advice and blocks any offer that breaks state cancellation law.
Progress scribe. Logs workouts, surfaces streaks and milestones, and drafts the between-session check-in and goal summary — leaving the coach to decide, not type.
Draft only. A coach is assigned solely after a human approves the pairing.
Booking coordination. Books and swaps classes, promotes the waitlist the instant a spot opens, handles freezes and reschedules, and keeps members showing up with reminders.
Billing & retention. Recovers failed payments via Stripe, drafts cancellation saves — freeze, downgrade or pause — and applies plan changes within state cancellation law once a human signs off.
Riley drafts and stages. No cancel, charge or save is finalized without an owner's approval.
The role-aware knowledge assistant. Answers members, trainers and front desk from your approved sources only — every answer cited, and never a diagnosis, prescription or diet plan.
Iris informs. It never prescribes a diet, diagnoses, or replaces a licensed dietitian or physician.
The Engagement Sentinel. Always on, reading attendance and behavior for every member — flagging the silent drift toward cancellation weeks before it happens, and staging a personal save for the coach.
Hope is advisory. It flags and stages a personal save — a coach or owner decides and reaches out. Every flag is logged with the signal that triggered it.
Ava captures patient intake by voice, then hands a structured summary to 6 downstream agents — triage, documentation, coordination, billing, knowledge and ICU monitoring — each acting on the shared context, with Atlas orchestrating and a clinician approving every clinical action.
Ava starts the workflow.One layer over the systems you already run
Rach.Dev sits on top of your booking platform and existing tools — orchestrating agents, enforcing governance, and keeping a coach in the loop. No rip-and-replace.
Every member-impacting action — cancellation saves, charges, freezes, trainer pairings — pauses for a coach or owner to approve. Agents draft and stage; people decide.
Health and nutrition disclaimers, state auto-renewal & cancellation rules, member-data consent, and a complete, timestamped audit trail on every action and data touch.
Atlas routes each member to the right specialist, carries shared profile context between agents, and coordinates hand-offs end to end.
Bidirectional connectors to your booking platform, billing and messaging over the APIs your systems already speak.
A knowledge layer that knows its limits
Iris answers members, trainers and front desk from your approved sources only. Every answer is cited — and any medical or nutrition-therapy question is always handed to a licensed professional, never answered as advice.
Try a question
Hi, I'm Iris. Ask me about classes, your membership, pricing or freezes — I'll always cite my source.
A knowledge layer that knows its limits — questions and answers
- How do I freeze my membership while I travel?
- You can freeze your Unlimited plan for up to 3 months per year at no charge. Tell me your start and end dates and I'll stage the freeze for the front desk to confirm — your billing pauses for that window and your credits are held. You can also do this anytime from the member app.
- ¿Puedo cancelar mi membresía y me devuelven el dinero?
- Puede cancelar según los términos de su contrato y la ley de renovación automática de su estado. Le mostraré el aviso requerido y las fechas exactas, y el equipo confirmará la cancelación. Antes de cancelar, ¿le gustaría ver opciones como una pausa o un plan más pequeño? Para reembolsos, lo conecto con la recepción.
- What should I eat to lose 10 pounds before my wedding?
- That's a nutrition-therapy question, so I won't prescribe a diet or plan myself — I'm not a licensed dietitian. I can share our general approved wellness tips with sources, and I'd recommend booking a consult with a licensed dietitian; I can hold a slot for you. If you have a medical condition, please check with your physician before starting any new program.
Governance, not just guardrails
The controls that let a studio actually deploy agents — enforced in the system, not promised on a slide.
Live audit log
A sample of what every action looks like on the record.
What changes when agents own the busywork
Directional outcomes our pilots target — validated on your own data, never assumed.
The problem, in numbers
- US health clubs see roughly a quarter to a third of their members leave each year, so studios must constantly replace members just to stay even. — IHRSA, Health Club Member Retention / Profiles of Success
- About half of new gym members quit within their first six months, which is why early-onboarding engagement matters so much. — IHRSA Retention Report (cited by SchedulingKit Fitness Industry Statistics)
- Under the FTC's 2024 'Click-to-Cancel' Negative Option Rule, sellers of recurring memberships must make cancelling as easy as signing up. — FTC, Final 'Click-to-Cancel' Rule, October 2024
Figures above are external benchmarks and pilot targets, not guarantees — we validate every number on your own data before you rely on it. Monitoring agents are advisory: they flag and stage a save, a coach or owner acts.
Start with one workflow. Prove it. Then scale.
We stand up a single workflow on your existing booking platform, show the audit trail and the outcomes, and expand only once your team trusts it.
Pick the highest-pain workflow — class booking, cancellation saves or engagement monitoring — and we map it to your systems.
Agents run on Mindbody, Zen Planner or ClubReady with a coach in the loop and a full audit trail, in weeks not quarters.
Review the outcomes on your own data, then roll the agent team out workflow by workflow.