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Automate gym lead follow-up and payment reminders by email and WhatsApp, tied to your CRM

who Quirijn Kroese, owner of Boxing Society, a boxing and fitness gym, in a case study by And AI, the agency that built the system

The problem

The team spent dozens of hours a week answering questions by email and social media, sending payment requests and chasing outstanding payments, and keeping lead details up to date across systems. Leads that came in outside business hours sometimes waited days for a reply.

What happened

In his quote on the vendor's site, the owner says the gym saves 20 hours of work a week, lead volume grew 40% and conversion is up 15%. These figures come from the vendor's case study.

Quoted in the source: Quirijn Kroese, owner, Boxing Society. Source: And AI case study: Boxing Society, AI-driven lead capture that makes the difference · Added 2026-10-18.

How to set it up yourself

1. What Boxing Society uses: a custom system from And AI that logs every lead in the CRM, sends stage-based email and WhatsApp follow-ups, puts hot leads first and sends payment requests and reminders through the payment system. The tools aren't named; below is a DIY version.
2. Send every lead source (website form, Facebook/Instagram lead form, trial sign-up) to one list: in Zapier, create a Zap with the form as the trigger and your CRM or a Google Sheet (name, phone, email, source, stage, last contact) as the action.
3. In the same Zap, add an AI by Zapier step with the prompt below and a Gmail step to send the first reply right away, then Delay by Zapier steps for day-2 and day-5 messages, each behind a Filter by Zapier step that stops if the stage is no longer "new". Answer WhatsApp messages yourself in the WhatsApp Business app using saved quick replies.
4. For payments, create a Stripe payment link per membership (Payment Links > + New in the Stripe Dashboard) and include it in the 'ready to join' message; for subscriptions, turn on Stripe's emails for failed payments in its revenue recovery settings. Read every AI message for the first week before letting it send unreviewed.

Copy-paste prompt

Write a short follow-up message for {GYM NAME}, a {GYM TYPE} in {CITY}, to {LEAD NAME}, who signed up via {SOURCE} for {INTEREST, e.g. a free trial class} on {DATE}. Stage: {STAGE}. Offer the next trial times {TIMES} and, if they asked something, one answer from our FAQ {FAQ}. Friendly, under 60 words, signed {COACH NAME}. Never mention prices or discounts that aren't in {PRICE LIST}, and never pressure.

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