AI for gyms on WhatsApp.
Answer every membership enquiry on your own number.

Most people who want to join a gym send a message before they visit: the price, the hours, whether there’s a women’s area, whether they can try a class. Those messages often arrive at 10 pm or while your front desk is busy. A gym chatbot answers all of them straight away, from the information you give it.

Wapzen links your gym’s WhatsApp number as a device, so your phone keeps working and your staff can still reply. It’s fully free: no Meta API key, no card and no gym software needed, and the AI is included.

It suits gyms, fitness clubs, yoga, pilates and dance studios, martial arts schools, CrossFit boxes and personal trainers. To see how it works behind the scenes, read what a WhatsApp chatbot is.

The agent answers only from what you give it. If a price or class isn’t in its information, it says so instead of guessing, so update it when your timetable or offers change.

• The Knowledge Base is what it reads. Memberships with prices, joining fees, offers, opening hours, each class with its day, time and level, and your trainers. Plain text works better than a designed poster.
• Images & Files is what it sends. Images go as WhatsApp photos and PDFs as documents, when the person’s message matches the note you wrote.
• Change the timetable in both places. When classes move, replace the image and update the text, or the agent will quote the old times.
• Scanned PDFs can’t be read. Use a file with selectable text, or type the timetable in.

Here’s how a first enquiry could go at a made-up gym:

Take Order was built for product orders, so here it works as a trial request form. Test it with a few made-up requests before you rely on it. If your booking software has a public API, someone technical can connect it with an API tool so the agent checks real class spaces; the WhatsApp appointment booking guide shows how.

• Speed wins the member. Someone comparing gyms messages two or three at once. The first one to answer with a price and a trial offer usually gets the visit.
• A link that starts the chat. Make one free with our WhatsApp link generator, with a message such as “Hi, I’d like to try a free class”.
• A QR code on posters, flyers and the front desk, from our WhatsApp QR code generator.
• One clear next step. Tell the agent to offer a free class or a tour in every first conversation, instead of only listing prices.
• Check the chats that went quiet. On the Conversations page, find people who asked the price and didn’t book a trial, and send them one short follow-up.

On the official WhatsApp Business API, a business can only message someone outside a 24-hour window with a pre-approved template, and Meta charges for it. That’s how gym software and API platforms send automatic renewal and payment reminders.

With Wapzen, send these yourself. Short, personal messages with a reason to reply work best. Change the names, prices and dates to yours:

When the member answers, the agent picks up from there: it can send the payment details you gave it, answer questions about the plan or take a trial request.

WhatsApp’s Business Messaging Policy asks businesses to message only people who gave them their number and agreed to hear from them. Send reminders to your own members and enquiries, and stop if someone asks you to.

• Cancellations and complaints need a person. Members who are upset or leaving want to be heard, not handled by a script.
• The agent doesn’t alert you when it hands over, so agree who checks the chats and how often.
• Your replies stay in the conversation. When you switch the AI back on, it knows what you said.
• It works in any language, so members who write in another language get answers in theirs.

A group agent is useful for questions like “is the gym open on the bank holiday?” or “what time is Saturday’s spin class?”, which members otherwise ask the coach directly. Try it in one group first and tell members how to ask it.

AI tools for personal trainers that write workout programmes are a different kind of product. On WhatsApp, the agent’s job is to answer the people who want to train with you and get them through the door. Your trainers do the coaching.

These instructions are for a made-up gym. Change them to yours:

You are the virtual assistant of Demo Fitness Club, a gym with group classes and personal training.
Say in your first message that you are a virtual assistant.
Reply in the person's language. Use two or three short sentences and ask one question at a time.
Use only the memberships, prices, offers, opening hours, classes and trainers you were given. If something isn't listed, say so. Never invent prices, discounts or class times.
When someone asks about joining, ask what they want to train for and when they're free, then suggest a membership and one or two classes that fit.
When someone asks for the timetable, send the timetable from your files.
Offer every new visitor one free trial class. To take a trial request, ask for their name, the class and the day. Repeat it back and send the request only after they confirm. Say the front desk will confirm the spot. Never say a class has space.
Don't give medical, injury or diet advice. If someone mentions an injury, a health condition or pregnancy, say a trainer will reply and suggest they check with their doctor before starting.
For freezing or cancelling a membership, billing questions, complaints and anything you can't answer, explain the written rules if you have them and say a team member will reply on this chat. Don't try to talk anyone out of cancelling.

• Name the offers. If a discount isn’t written down, the agent won’t give it, which is what you want.
• Test it like a difficult visitor. Ask for a bigger discount, send a voice note, mention a bad knee, try to cancel, and check each answer.

Choose your gym software’s AI if you already use that software, get most enquiries by phone, SMS or web chat, and want bookings and follow-ups fully automatic. Choose Wapzen if your members and leads write to you on WhatsApp and you want them answered today, without changing software. The two can sit side by side.

• Wapzen: fully free, on your current number.
• Gym software AI: priced by the vendor, usually on top of the management software.
• API platforms: a plan and often AI credits, plus Meta’s charges. Since 1 October 2026, Meta also charges for service replies beyond the first 1,000 a month per number.

Meta changes its rates every quarter, so check its pricing page before you compare bills.

Some people would rather call than type, especially older members. The voice agent can answer questions about prices, hours and classes, and the chat agent then takes the trial request in writing, where it’s confirmed and saved.

1. Write your instructions first. The agent starts answering as soon as the number is linked.
2. Sign up free. No card and no API key.
3. Link the number. In WhatsApp: Linked devices › Link a device › Link with phone number instead, and enter the code. On a computer you can scan the QR code.
4. Add your gym’s details: prices, hours, classes and trainers in the Knowledge Base, the timetable and price card in Images & Files, and your website on the Web Search card.
5. Switch on Take Order, list the details for a trial request, and add the front desk’s number under Order alerts on WhatsApp.
6. Test it as a new visitor from another number: ask the price, ask for the timetable, send a voice note, book a trial and try to cancel a membership.

• It works on your current number, personal or WhatsApp Business, as a linked device.
• Wapzen is an independent product, not made by Meta or WhatsApp.