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Train an AI message and voice agent on your gym's pricing, schedule and past replies so it books appointments and routes the rest to you
Everett Sloan, founder and coach of CrossFit Bytown in Ottawa, Ontario, on the gym's own blog
He trained an AI voice and message agent on the gym's pricing, schedules, booking links and FAQs, and it learned his tone from thousands of his past responses. It handles routine messages, books appointments and routes complex questions to him when a personal touch is needed.
ChatGPT Free $0; Go $8/mo; Plus $20/mo; Pro $100/mo (his AI agent isn't named; the steps use ChatGPT to build the answer sheet and draft replies)
Medium · or we set it up for $197
Varies
The problem
As the owner he had no real off switch for emails, texts and calls from members and leads, and answered routine questions late at night, during meals, on weekends and on vacation.
What happened
Self-reported: "less stress and more time to be with my family and in the gym." He also says the Sunday admin of formatting programming in the coaching software, queuing emails and setting schedules now runs in the background. No figures are given, and the post doesn't name the AI agent or automation tools.
Quoted in the source: Everett Sloan, founder, CrossFit Bytown. Source: CrossFit Bytown blog: How I Use AI to Reclaim My Time and Why You Should Automate Your Life Too (Everett Sloan) (2026-09-14) · Added 2026-10-21.
How to set it up yourself
- What CrossFit Bytown does: an AI voice and message agent trained on the gym's pricing, schedules, booking links, FAQs and the owner's past replies answers routine messages, books appointments and routes everything else to him. The tool isn't named; the steps below are our DIY version for messages first.
- Export 100-200 of your own past replies to members and leads (email or text), remove names and phone numbers, and paste them into ChatGPT with your pricing, class schedule, booking links and FAQs using the prompt below to build a one-page answer sheet and a tone guide.
- Paste the answer sheet into whatever answers your messages first (your gym software's AI, or a ChatGPT project you keep open), with a rule that anything about injuries, billing disputes, cancellations or complaints goes to you.
- Test it with 20 real past questions, including two angry ones and one injury question, fix the answer sheet wherever it guessed, and only then let it reply or book on its own; add a voice agent for calls once the message version is right.
Copy-paste prompt
Below are {GYM NAME}'s pricing, class schedule, booking links and FAQs: {FACTS}. Below that are 150 of my past replies to members and leads: {REPLIES}. Build (1) a one-page answer sheet with the 25 most common questions and the answer I'd give, using only the facts above, (2) a 5-line description of my tone with 3 example phrases I actually use, and (3) a list of questions that must go to me, starting with injuries, billing disputes, cancellations and complaints. Mark any answer you aren't sure of as [CHECK].We set up one AI automation in your tools, live within 48 hours of getting access, for $197. No call needed. Founding price for our first 10 customers (regular $297).
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Rather not do it yourself?
The $197 Quick-Win: we set up one AI automation that saves you hours each week, in accounts you own, live within 48 hours of getting access. No call needed. Refund if it isn't live in 48 hours or isn't doing its job in the first 14 days. Founding price for our first 10 customers (regular $297). Terms.
See the $197 Quick-WinNeed more than one automation or ongoing care? Bigger setups: $149/mo with setup included (6-month minimum), or $497 pay-once. Satisfaction guarantee: we'll fix it until it works. Pay-once setups: or we refund your setup fee. $149/mo plan: cancel in the first 30 days and we refund your first month. We reply within 1 business day.
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