Trial · day 6Joined
12-month membership
Signed on a phone after visit 3
Membership sign-up
Trials followed up day by day, and joining done on a phone in two minutes.
Sports & Gym
Members stop coming weeks before they cancel. We build the system that notices.
Trials that end without a call, cards that fail without a retry, classes half empty with a waitlist behind them, members who fade for a month before they leave. We find which costs you most and build the fix.
- Membership sign-up
- Class scheduling
- Retention & win-back
- Trainer admin
The leak
They leave long before they cancel.
A cancellation is the last step of something the door data showed weeks earlier. Flip the switch to see the same four moments with the system in place.
- Quiet memberWeek 8
One member, visits per week
Week 1Week 8Noticed at cancellation
The door data was there all along
Cancels by email in week 8
- Failed payment1 July
Membership · direct debit
- MayPaid
- JunePaid
- JulyCard expired
MembershipLapsed, unnoticed
A member lost to an expiry date
- Empty bikes6:00 pm
Spin class, 12 bikes, 5 on the waitlist
8 of 12 bikes ridden
Four no-shows, waitlist never told
Members turned away for nothing
- TrialDay 7
A seven-day trial pass
- Signed up online
- First visitNever came back
- Second visit
- Joined
No welcome, and no word after day one
The trial expires quietly
Before anything is built, we measure each of these and put a monthly number on it.
Illustrative members, not client data.How the audit works
What we build
One member record: the door, the debit and the class list.
Access control knows who came, billing knows who paid and the class app knows who booked. Nothing puts the three together, so nobody sees a member fading. We do.
Today
Door system
Counts every swipe. Never says who stopped swiping.
Billing
Reports a failed payment after the member has lapsed.
Class app
Shows a full class. Hides the four who will not come.
Front desk
Knows the regulars by face. Has no time to call the rest.
One member record
A member's visits, payments and bookings on one record, so a change in any of them is something a coach can act on this week.
- JoiningTrial to member, followed up daily
- VisitsA drop flagged within two weeks
- PaymentsRetried, with the card updated
- ClassesWaitlist filled as people drop out
Each morning: who has gone quiet, whose payment failed and which classes have room.
- 6:00Spin12 / 12
- 7:00HIIT18 / 20
- 8:00Yoga9 / 14
2 waitlist places filled today
Class scheduling
Classes that stay full: a late drop-out's place goes straight to the waitlist.
Visits · this month3 of 12
Usually 12 · quiet for 2 weeks
Coach prompted to message today
Retention & win-back
Each member's visit rhythm watched, and a coach prompted the week it breaks.
- MonPT · session 6 of 10Logged
- WedPT · pack renewedPaid
- FriTrainer payoutSent
No session left unlogged
Trainer admin
Sessions, packages and payouts kept for trainers, so they coach instead of chasing.
Illustrative screens. What gets built follows the audit.
Who builds it
Engineers who ship, since 2018.
We have built production software for clients since 2018, and we run our own three companies on systems we built. The audit is two weeks of an engineer inside your business, not a questionnaire.
- 8+
- Years shipping production software
- Sacramento · Faisalabad
- 18,000+
- Hours of engineering delivered for clients
- Logged on Upwork
- 100%
- Job Success Score on Upwork
- Top Rated Plus
Three companies of our own run this way: a gifting brand, a services firm and farm software.
See how they runCase studies
What we have shipped in Sports & Gym.
1 project we designed and built for clients. It is live: open it and look around.
Trainr
AI Fitness Trainer App
A personal AI trainer for at-home workouts.
An AI trainer for working out at home. A short goals survey comes first; the app's algorithms then build a routine for that person, and the workout runs on the phone. It is free, needs no card, and stores no video of anyone.
- A goals survey that shapes a fully personalized routine
- At-home workouts — no gym, a few minutes a day
- Free to start, with no card details asked for
The same engineering, pointed at your numbers. That's the work.
Book an Opportunity CallHow to start
Start with a number, not a platform.
We charge for the diagnosis the way a trainer charges for an assessment: $3,000, fixed, and credited in full to the build. The roadmap is yours either way.
01 · First
Opportunity Call
30 min
With an engineer, not a salesperson
We name the processes worth fixing and the ones that are not. If it is not worth it yet, we tell you plainly.
02 · Then
The audit
$3,000
14 days · credited to the build
Every process scored by payback, and a roadmap with a monthly number on each line.
03 · After the audit
The first build
~4 weeks
Highest payback first
Wired into the membership system, door access and class app you already run.
Answers
Asked on the first call
Do we have to replace our membership system or door access?
No. The first build plugs into the membership system, door access, billing and class app you already run. Replacing any of it is a separate decision, made later and with numbers.
Won't messaging quiet members just remind them to cancel?
That is the usual worry, and it is why the message matters more than the automation. A note from their coach about a class they used to take is not a billing reminder. We test the wording on a small group first and keep what brings people back through the door.
Who talks to the member: the system or our team?
Both, by design. Routine things are handled: a failed card, a waitlist place, a trial welcome. A member who is fading gets a person, and the system's job is to tell your coach who, and why, this week.
Have you built for fitness before?
Yes: Trainr, an AI personal trainer app for at-home workouts, is client work shown on this page. Booking, reminders and win-back are mechanics we built into ClinicOS, our own clinic product, where a lapsed patient is the same problem as a quiet member.
What does it cost?
The audit is $3,000, fixed, and credited in full to the first build. Builds start from $15,000 and are priced from the audit's roadmap, so you see the monthly number each one is expected to recover before you commit to it.
How long until something is live?
The audit takes 14 days. The first build ships in about four weeks. We build the highest-payback system first rather than everything at once.
Book a call
Find out exactly where AI pays for itself in your business.
Start with a 30-minute call. If the numbers say AI isn't worth it for you yet, we'll tell you that too.
- 30 minutes with an engineer, not a salesperson
- We name the processes worth automating, and the ones that aren't
- If AI isn't worth it for you yet, we tell you plainly
We onboard a few companies at a time. Naveed Sarwar, founder, sits in on every audit — because the map is the product.