APIANT.ai / Stories / Personal training gym
Customer story · Personal training gym · Mindbody, HighLevel and RingCentral
A personal training gym wanted its phone line, its coaches and HighLevel to keep up with Mindbody. By day eight, seven automations were running on their own.
The gym has two locations. Bookings and visits live in Mindbody, contacts and tags in HighLevel, and the phones run on RingCentral. The owner signed up for APIANT.ai and asked their own AI client to connect the three. Nobody from our team was involved.
Apps in this story
The challenge
Each of the three systems knew part of the picture. RingCentral knew who had called and nobody picked up. Mindbody knew who had trained, who had stopped coming and which sessions coaches had not checked out. HighLevel, where the gym follows up with people, knew none of it unless someone typed it in.
The owner wanted missed callers texted back from the main line, coaches reminded about sessions still open, clients who were drifting away flagged, and every HighLevel contact marked as active, at risk or a lead who never trained, with the location they belong to.
- 7automations running by day eight, built over two days
- 303scheduled runs in the first week live, every one successful
- 15minutes between checks for missed calls, from early morning to late evening
- 3apps working together: Mindbody, HighLevel and RingCentral
The journey
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Day 1
Look before touching anything
Mindbody was connected within a quarter of an hour of sign-up. The first things the owner asked the in-app Assistant for were read-only checks: can it see the clients, their details, a larger batch of them. Nothing was written.
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Day 5
The coaches first
The owner upgraded from free, signed in from their own AI client and asked for a check-out reminder: every weekday evening, find the week's sessions still open in Mindbody, text each coach, and send the owner a summary. It passed four test runs and was switched on. The phone line and HighLevel were connected the same afternoon.
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Day 5, afternoon and evening
Clients drifting away, and the ones worth a note
Next came a Saturday copy of the coach reminder, an alert for clients with no visit in ten days and nothing booked, a morning report of session milestones and birthdays, and a weekly check that gives each new client a home location and the matching tag in HighLevel. A one-time clean-up of older clients' locations was built twice: a review copy first, then the one that applied it.
Five automations on by the end of day five
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Day 8, morning
No missed call left without an answer
Every 15 minutes through the day, the newest automation reads the phone system's call log for calls nobody picked up, notes which location the caller chose, checks Mindbody for an existing client, and texts the caller back from the main line, with wording for open hours or after hours. No number gets more than one text in 24 hours. It went from first draft to switched on in under half an hour, after three test runs.
Live in under half an hour
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Day 8, rest of the day
HighLevel knows who is who
The seventh automation runs every Monday. It gives every HighLevel contact who has trained at the gym exactly one of three tags, active, at risk or inactive, from their Mindbody visits, and sorts the contacts who never trained into cold leads by whether they open the gym's emails. The owner refined it through the day until the groups matched how the gym works.
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The first week live
Running on its own
303 scheduled runs across the seven automations, every one successful. On day eleven, a caller nobody could pick up had a text from the main line about eleven minutes later.
303 of 303
What they built
| Automation | What it does | Scheduled runs so far |
|---|---|---|
| Missed-call text-back | Every 15 minutes: unanswered calls to the main line, the caller's chosen location, a Mindbody client check, a text back from the main line | 283, all successful |
| Coach check-out reminder | Weekday evenings: sessions from the last week still open in Mindbody, a text to each coach and a summary to the owner | 5, all successful |
| Saturday check-out reminder | The same reminder on Saturday afternoons | 1, successful |
| At-risk client alert | Mornings: clients with no visit in ten days and nothing booked | 6, all successful |
| Milestones and birthdays | Mornings: session milestones and birthdays | 6, all successful |
| New client location check | Mondays: a home location for each new client in Mindbody and the matching tag in HighLevel | 1, successful |
| Client status tags | Mondays: active, at risk or inactive for every contact who has trained; cold-lead groups for those who never did | 1, successful |
Scheduled runs from the first one, on the evening of day five, to the morning of day twelve; test runs during building are not counted. Earlier read-only checks and two one-time clean-up jobs are not listed.
Why it worked
- 01
Read first, write second.
The first day was read-only checks, and the one-time clean-up of older clients was run as a review copy before the copy that changed anything.
- 02
Each one tested before it went on.
Every automation passed test runs against the gym's real Mindbody, HighLevel and phone accounts before it was switched on. The Saturday reminder is a copy of the tested weekday one.
- 03
No dashboard to learn.
Seven automations across three apps, each one asked for and changed from their own AI client.
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What would you ask for?
Details are taken from the account's own run history and shared without the gym's name. No client, caller or coach details are included.