Eleven roles from owner to trainer, each with the weekly tasks of one full-time person and an honest status for every task. Trainers stay on the floor; AI agents take the repeated messages, bookings and follow-ups.
In a gym, yoga or dance studio the coaching, the floor and the welcome belong to people. Much of the sales, front-desk and retention day is repeated messages, trial-visit bookings and follow-ups, which AI agents can take on in Instagram, messengers and by phone once a person has set them up. Accounting, payroll, tax and legal work stay with people; routines can only log Stripe payments and invoice emails into sheets for them.
Hours are modelling assumptions for one full-time person. The status shows who does the task: MyChatBot out of the box, a routine or connector you set up, or a person.
What a manager tracks: Member retention and renewals · Class fill and trainer quality · Margin and team stability
| Task | h/week | Who does it | MyChatBot capability |
|---|---|---|---|
| Read a short morning briefing on yesterday's account activity and one thing to do todaySet it to run on a schedule; the note lands in its own conversation. | 1.5 | MyChatBot does it | Write a short morning briefing on the account and market |
| Read a weekly summary of what members and leads asked and what went unansweredNeeds an agents balance and a person to run or schedule it; it only reads. | 2 | MyChatBot does it | Summarise last week's chats and leads into a report |
| Check chat volume, AI cost per chat and recorded orders by channelSales figures come only from recorded orders, so passes sold at the desk do not appear. | 1.5 | MyChatBot does it | Report sales, chat volume and AI cost by channel and campaign |
| Set the timetable, class mix, prices and membership rules | 7 | Person | — |
| Lead the team: trainer standards, one-to-ones and rota sign-off | 8 | Person | — |
| Coach or teach own classes and cover the floor when the team is short | 7 | Person | — |
| Negotiate with the landlord, equipment suppliers and local partners | 5 | Person | — |
| Review accounts, taxes and payroll with the accountant and sign off | 5 | Person | — |
What AI agents handle: AI agents write the morning briefing and the weekly summary of questions and unanswered chats, and report chat volume, AI cost and recorded orders by channel. The owner reads them and decides.
What stays with the person: The timetable, prices, people, safety standards and money decisions stay with the owner, along with the classes and members the owner serves personally.
What a manager tracks: New trial visits and members by channel · Cost of a new member · Response to offers and campaigns
| Task | h/week | Who does it | MyChatBot capability |
|---|---|---|---|
| Plan seasonal campaigns, challenges, open days and the offer calendar | 7 | Person | — |
| Set up, run and adjust paid ad campaignsMyChatBot does not edit campaigns, bids or budgets in ad platforms. | 8 | Person | — |
| Capture lead-ad sign-ups and send a first message from the forms you enableNeeds a Facebook page and Meta Ads add-on; enable each form and a first-message channel such as email. | 3 | MyChatBot does it | Capture Facebook and Instagram lead-ad leads and follow up |
| Build and publish a landing page for a challenge or open dayPublishes one scrolling page to a page.mychatbot.app address; a person writes the brief and checks the result. | 4 | MyChatBot does it | Build and publish a landing page from a written brief |
| Create ad image variants with captions for one trial or seasonal offerStarts from one product; image spend has no confirmation step and draws from the agents balance. | 3 | MyChatBot does it | Create product images and ad variants with captions |
| Run a countdown funnel with reminders for an open day or a challenge startTelegram bot only; a person sets the event date and writes the offer. | 3 | MyChatBot does it | Run a step-by-step Telegram funnel with buttons and reminders |
| Announce new classes and offers to past leads and former membersA person picks the audience from contacts and saves it; only chat-opening channels reach people who never wrote. | 3 | MyChatBot does it | Send a one-time message campaign to a customer segment |
| Build partnerships with employers, physios, schools and local brands | 5 | Person | — |
What AI agents handle: AI agents capture lead-ad sign-ups, produce ad image variants and landing pages, run Telegram countdown funnels and send one-off announcements to chosen groups. The marketing manager sets up, reviews and approves each piece.
What stays with the person: The offer calendar, partnerships and paid campaigns stay with the marketing manager, as does the call on what to run and what to stop.
What a manager tracks: Reach and saves of posts · Enquiries coming from comments and stories · Posting consistency
| Task | h/week | Who does it | MyChatBot capability |
|---|---|---|---|
| Shoot and edit photos, stories and video of classes, trainers and club lifeFilming members needs their consent. | 9 | Person | — |
| Collect member stories and real results, with written consent | 3 | Person | — |
| Plan the week of posts: formats, topics and hooksNeeds an agents budget; delivers a paste-ready plan with captions, and does not schedule or publish. | 3 | MyChatBot does it | Write a 7-day content plan with captions |
| Write captions, hooks and variants for classes, offers and schedule changesNeeds an agents budget; attach the timetable and price list as knowledge so captions stay on brand. | 3 | MyChatBot does it | Write captions, hooks and post variants in bulk |
| Plan short reels with hooks, captions and optional music for classes and eventsGenerated clips, not your footage; about $4 a pack. Auto-posting needs connected accounts and a qualifying plan. | 3 | MyChatBot does it | Produce three reels with captions, music and a posting plan |
| Publish approved posts to connected social accounts on a scheduleA person adds the posting token as a custom connector; needs Multipro, Corporate or UGC Starter and above. | 3 | Possible with setup | Publish finished posts to social accounts on a schedule |
| Reply to post comments and continue the conversation in DMsOn Instagram the private message arrives as a request the person must accept. | 6 | MyChatBot does it | Reply to post comments and continue the sale in DMs |
| Agree collaborations and challenges with local bloggers and partners | 6 | Person | — |
What AI agents handle: AI agents draft the weekly plan, captions and reel packs, answer comments and move real enquiries into DMs. With a connector set up by a person, finished posts can go out on a schedule.
What stays with the person: The camera work, the club's visual style, collaborations and every post that shows a real member or result stay with the SMM manager and the trainers.
What a manager tracks: Enquiry-to-trial and trial-to-member conversion · Speed of the first reply · Share of quiet leads who reply again
| Task | h/week | Who does it | MyChatBot capability |
|---|---|---|---|
| Answer enquiries and voice notes on WhatsApp about memberships, packs, prices and timetableOfficial channel needs a WhatsApp Business account; messages the club starts need approved templates. | 5 | MyChatBot does it | Answer customer questions on WhatsApp |
| Greet visitors in the website chat and answer from the club's own contentA person pastes the snippet into the site; popup offers can open on ad landing pages. | 3 | MyChatBot does it | Answer visitors in a chat widget on your website |
| Ask each lead about goal, experience and preferred times, then set the stageLabels, statuses and fields must be created first; a new status overwrites the previous one. | 2 | MyChatBot does it | Qualify a lead and set its labels and funnel stage |
| Book trial visits and intro sessions with the right trainerAdd trainers and services first; set the club's time zone; staff-side changes send nothing. | 3 | MyChatBot does it | Book, reschedule and cancel appointments on the built-in calendar |
| Follow up with trial visitors who went quietAttendance is not connected: a person marks Trial done, writes and publishes the sequence; a reply stops it. | 3 | MyChatBot does it | Send a follow-up sequence to leads who go quiet |
| Take a pass or class-pack order in chat and send a payment linkNeeds Orders, a product list with pass prices and your own Stripe account; no recurring billing documented. | 2 | MyChatBot does it | Send a checkout or payment link to close the sale |
| Give tours, handle objections and agree the membership with each prospect | 13 | Person | — |
| Agree corporate packages, discounts and special terms | 5 | Person | — |
What AI agents handle: AI agents answer WhatsApp and website chat enquiries, qualify leads, book trial visits, follow up with quiet leads and send payment links for passes and packs.
What stays with the person: Tours, conversations with hot leads and every agreement on price, discounts and membership terms.
What a manager tracks: Share of enquiries answered quickly · Class fill and no-shows · Member satisfaction at the front desk
| Task | h/week | Who does it | MyChatBot capability |
|---|---|---|---|
| Answer questions about timetable, prices and rules in Instagram DMsNeeds a business or creator Instagram account linked to a Facebook page; access can expire. | 5 | MyChatBot does it | Answer customer questions in Instagram DMs |
| Answer calls about timetable, prices and trial visits on the connected numberNeeds a SIP trunk or Twilio number; a person sets the transfer condition for handing calls over. | 3 | MyChatBot does it | Answer inbound phone calls with an AI voice assistant |
| Book personal-training sessions and, where enabled, class places; move or cancel them on requestAdd trainers and services first; seat-limited classes may need MyChatBot support to enable; staff-side changes send nothing. | 7 | MyChatBot does it | Book, reschedule and cancel appointments on the built-in calendar |
| Queue a one-off reminder in the chat where a member booked a sessionNeeds self-scheduling on and instructions to queue it; Meta channels may refuse it once the messaging window closes. | 2 | MyChatBot does it | Schedule a reminder or call-back to a customer in the chat |
| Add new prospects and their contact details to the client baseRepeat contacts are matched by phone first, then email. | 1.5 | MyChatBot does it | Turn every new conversation into a lead record |
| Greet members, check them in, handle walk-ins and take payment at the desk | 13 | Person | — |
| Take over chats the assistant flags: injuries, health questions, complaints, refundsThe assistant hands over only in cases its instructions describe, so those cases must be written down. | 4 | Person | — |
| Phone members when a class is cancelled or a trainer is illStaff-side calendar changes are silent, so a person tells the member. | 3 | Person | — |
What AI agents handle: AI agents answer routine questions in Instagram and by phone, book and move sessions on the calendar, queue one-off reminders in the chats they booked and record new prospects. They hand chats over only in the cases written in their instructions.
What stays with the person: The front desk, check-in and payments, plus injury and health questions, complaints, refunds and the calls to members when a class changes.
What a manager tracks: Renewal and repeat-visit rate · Share of quiet members who reply again · Member satisfaction and reviews
| Task | h/week | Who does it | MyChatBot capability |
|---|---|---|---|
| Follow up with members and leads who stopped replying, using timed messagesA person writes, publishes and attaches the sequence for a target label; it stops when they reply. | 4 | MyChatBot does it | Send a follow-up sequence to leads who go quiet |
| Review who went quiet and draft a follow-up for eachDrafts only: a person copies and sends them from their own channels. | 3 | MyChatBot does it | Find quiet leads and draft follow-ups for review |
| Fill in missing statuses and labels from recent chatsStatuses and labels must exist first; existing values are kept unless overwrite is on. | 2 | MyChatBot does it | Fill in missing funnel statuses and labels on recent chats |
| Send seasonal greetings and new-class news to chosen member groupsA person saves each campaign; contacts are picked by status, label or last chat activity, not visit date. | 3 | MyChatBot does it | Send a one-time message campaign to a customer segment |
| Turn a member's request raised in chat into a task for the teamTask Manager must be connected; tasks arrive unassigned and a person takes them; reminders go through Telegram. | 2 | MyChatBot does it | File a follow-up task for a manager from a conversation |
| Speak personally with members who are drifting away and resolve complaints | 11 | Person | — |
| Design the loyalty, referral and renewal rules and the freeze policy | 6 | Person | — |
| Run member challenges and events and reply to public reviewsNo documented MyChatBot channel covers Google Business Profile messages or public review replies. | 6 | Person | — |
What AI agents handle: AI agents run timed follow-ups to quiet leads and members once a person publishes the sequence, draft follow-ups for a person to send, fill in missing labels and statuses, send group news once a person saves the campaign and turn chat requests into tasks.
What stays with the person: Personal conversations with members who are drifting away, complaints, the loyalty and renewal rules, events and replies to public reviews stay with the retention manager.
What a manager tracks: Member progress and retention in own classes · Class fill and session quality · Safety and technique standards
| Task | h/week | Who does it | MyChatBot capability |
|---|---|---|---|
| Lead group classes and personal-training sessions | 20 | Person | — |
| Assess new members: goals, health notes, movement and technique | 4 | Person | — |
| Design and adjust training programmes for members | 4 | Person | — |
| Plan class structure, music and equipment, and prepare the space | 3 | Person | — |
| Record progress notes and agreed goals in the member card | 2 | Person | — |
| Coach and encourage members between sessions, in person or in chat | 2 | Person | — |
| Answer members' routine pre-class questions about level, kit and rulesAnswers come from the club's FAQ; health questions reach a person only if instructions say so. | 2 | MyChatBot does it | Answer routine questions from your FAQ and documents |
| Send a one-off notice to a labelled class group, such as a time changeA trainer writes it, picks the label and saves it; only chat-opening channels reach people who never wrote. | 1.5 | MyChatBot does it | Send a one-time message campaign to a customer segment |
What AI agents handle: AI agents answer routine pre-class questions from the club's FAQ and, once a person saves a campaign, can send a one-off notice to a labelled class group. They do not touch the coaching itself.
What stays with the person: All coaching, the assessment of each member, programme design, safety and technique judgement, and the relationship with every member stay with the trainer.
What a manager tracks: Equipment downtime · Safety and hygiene checks completed · Supplier reliability and consumable cost
| Task | h/week | Who does it | MyChatBot capability |
|---|---|---|---|
| Do the daily floor round: equipment, safety and cleanliness | 9 | Person | — |
| Arrange servicing and repairs with technicians and follow them through | 5 | Person | — |
| Order consumables and equipment and check deliveries on arrivalNo documented MyChatBot tool orders from suppliers or checks deliveries. | 6 | Person | — |
| Choose suppliers and negotiate prices and terms | 4 | Person | — |
| Keep safety checks, hygiene routines and records in order | 4 | Person | — |
| Research equipment and supplier options into a sourced tableNeeds an agents balance; prices and terms are confirmed with the supplier directly. | 3 | MyChatBot does it | Research leads or candidates into a sourced table |
| Log supplier invoice and receipt emails into an expenses sheetNeeds Gmail and Google Sheets connected; the accountant checks and posts the entries. | 3 | Possible with setup | Log invoice and receipt emails into an expenses sheet |
| Triage supplier and technician emails and prepare draft repliesNeeds Gmail connected; nothing is sent, so a person reviews each draft. | 2 | Possible with setup | Triage the inbox and draft replies |
What AI agents handle: AI agents research equipment and suppliers into a sourced table. Routines can log supplier invoice emails into a sheet and draft replies once a person has connected Gmail and Sheets.
What stays with the person: The floor round, repairs, ordering, deliveries, supplier terms and safety checks stay with the facility manager.
What a manager tracks: Timely tax filings · Accuracy of the books · Month-end close on time
| Task | h/week | Who does it | MyChatBot capability |
|---|---|---|---|
| Record income and expenses and reconcile bank and terminal statementsNo bookkeeping or accounting-system connector exists in MyChatBot. | 10 | Person | — |
| Prepare and file tax returns and mandatory reports | 5 | Person | — |
| Calculate trainers' pay for classes and sessions and process payrollPayroll is not covered by MyChatBot. | 6 | Person | — |
| Reconcile membership and pack sales with payments received | 4 | Person | — |
| Check contracts with trainers, the landlord and suppliersContract drafting and legal review are not covered. | 3 | Person | — |
| Log Stripe payments for passes and packs into a revenue sheetNeeds Stripe and Google Sheets; terminal and cash payments are not logged; it is a log, not bookkeeping. | 2 | Possible with setup | Log incoming Stripe payments into a spreadsheet |
| Log supplier invoice emails into an expenses sheetNeeds Gmail and Google Sheets connected; the accountant checks and posts each entry. | 3 | Possible with setup | Log invoice and receipt emails into an expenses sheet |
| Prepare month-end figures and explain them to the owner | 5 | Person | — |
What AI agents handle: Routines can log Stripe payments and supplier invoice emails into sheets, which saves some typing. Bookkeeping, tax, payroll and legal work are not covered.
What stays with the person: All bookkeeping, tax returns, payroll, membership reconciliation and contract checks stay with the accountant, who also reviews anything logged into sheets before it is posted.
What a manager tracks: Time to fill an empty class slot · Staff turnover · New hires reaching a full schedule
| Task | h/week | Who does it | MyChatBot capability |
|---|---|---|---|
| Review quiet Work.ua candidates and draft follow-upsAdd the Work.ua recruiter agent first; it drafts follow-ups and a person sends and decides. | 3 | MyChatBot does it | Review the candidate pipeline and draft follow-ups |
| Research candidate trainers and their public profiles into a sourced listProtected sites may block the browser; the list is a starting point for a person. | 2 | MyChatBot does it | Research leads or candidates into a sourced table |
| Triage candidate emails and prepare draft repliesNeeds Gmail connected; nothing is sent, so a person reviews each draft. | 2 | Possible with setup | Triage the inbox and draft replies |
| Interview candidates, run trial classes and decide on offersHiring decisions and candidate scoring are not automated. | 8 | Person | — |
| Onboard new trainers: club standards, safety routines and member etiquette | 6 | Person | — |
| Build the class and shift rota and cover absencesLeave and timesheet administration are not covered by MyChatBot. | 7 | Person | — |
| Check trainers' certificates and first-aid training and plan development | 4 | Person | — |
| Hold one-to-ones, keep team culture and settle conflicts | 5 | Person | — |
What AI agents handle: AI agents show which Work.ua candidates went quiet and draft follow-ups, and compile sourced lists of candidate trainers. A routine can sort the inbox and prepare reply drafts.
What stays with the person: Interviews, trial classes, hiring decisions, onboarding, the rota, certificates, conflicts and personnel records stay with the HR manager.
What a manager tracks: Lead-to-trial and trial-to-member conversion · Retention and drop-off by class or programme · Completeness and freshness of the data
| Task | h/week | Who does it | MyChatBot capability |
|---|---|---|---|
| Define the metrics: lead to trial, trial to member, retention and class fill | 6 | Person | — |
| Pull weekly chat volume, AI cost and recorded orders by channel from the dashboardPasses count only if recorded as orders; amounts in different currencies are not converted. | 4 | MyChatBot does it | Report sales, chat volume and AI cost by channel and campaign |
| Review which follow-up campaigns get replies and which stalledRead-only; the analyst decides which changes to make. | 2 | MyChatBot does it | Review which follow-up campaigns get replies |
| Fill in missing statuses and labels on recent chatsRuns daily, every 3 days or weekly; existing values stay unless overwrite is on. | 3 | MyChatBot does it | Fill in missing funnel statuses and labels on recent chats |
| Score finished hand-offs to see how the team handles membersScores arrive in batches a few times a day; the owner decides on coaching. | 2 | MyChatBot does it | Review conversations and score human managers' replies |
| Audit dormant leads and quiet members to list who to contact againNeeds a routine built with Claude or Codex and a Sales Platform connector; read-only by default. | 3 | Possible with setup | Audit hundreds of quiet clients and recommend next actions |
| Analyse class fill, attendance and drop-off with trainers and the front deskAttendance data from the club's own system is not connected to MyChatBot. | 9 | Person | — |
| Forecast peak seasons, timetable changes and cash needs for the next quarterPipeline revenue forecasting is not documented; the analyst builds it from the data. | 7 | Person | — |
What AI agents handle: The dashboard shows the weekly numbers, and AI agents fill in missing statuses and labels, score finished hand-offs and report which follow-ups get replies. A routine can list dormant leads once a person has built it.
What stays with the person: Choosing the metrics, interpreting class fill and drop-off with the team, forecasting and deciding what to change.
MyChatBot is not a membership system: no membership billing, freeze or expiry tracking, and no attendance or access-control data are documented, so those stay in your club software. Once a person loads your FAQ and price list and adds trainers and services, the assistant answers from them, books sessions on the built-in calendar and can send a one-off Stripe payment link for a pass or pack from the Orders integration; Stripe is the only payment provider documented. Connecting other systems needs a custom webhook or MCP connection that a person sets up.
In principle yes, with a seat limit: the booking engine seats several people into one session, shows how many places are left and does not overbook. The docs say group classes may need to be wired up for your account by MyChatBot support, so confirm that before you rely on it; they are not overlap-checked, so a person keeps trainer clashes out of the timetable. A person adds trainers, services and the club's time zone, and bookings are made in that zone, not the member's.
Not automatically. The calendar sends no reminders and stays silent when staff move a class, and nothing in the product triggers on a visit or membership expiry date. The assistant can queue its own one-off message in a chat it handled once self-scheduled follow-ups are on, and a person can publish a follow-up sequence for a status or label or save a campaign to a labelled group, but Instagram, Messenger, TikTok and WhatsApp Business reach only people who wrote first.
The assistant hands over only in the cases its instructions describe, so write down your injury, health, complaint and refund cases and who takes them. The chat then switches to operator mode and is flagged for attention, a Telegram group linked under Flight Control can be notified, and it can return to the assistant after a set time, 24 hours by default. Programme design and any health judgement stay with trainers.
Create an account, connect one channel and start with the roles where agents already cover the most hours.