Gym Management Software with AI Virtual Receptionist and 24/7 Online Booking
Manage your gym from one platform: AI receptionist that answers calls, automatic class booking, CRM with member profiles and Google Calendar sync.
Say goodbye to missed calls and scheduling chaos. CitaFlow is the complete management software that automates your gym: from AI phone support to 24/7 class booking, room management and member profiles.
Free trial7 days free · No card required · Cancel anytime
Everything your gym needs in one application
AI Chatbot for WhatsApp and Telegram, room and class capacity management, automatic CRM with member profiles, online booking, professional website and automatic notifications. All included.
AI Virtual Receptionist 24/7
AI voice assistant that automatically answers phone calls, understands what class the member wants and schedules bookings in real-time while you keep working on the floor.
- 24/7 phone support with natural voice
- Automatic class booking over the phone
- Real-time availability check
- Never miss a call or member again
AI Chatbot for WhatsApp and Telegram
An intelligent chatbot that responds to your members via WhatsApp and Telegram 24/7. It answers questions about schedules and membership types, checks availability and books classes automatically.
- Automatic responses via WhatsApp and Telegram
- Class booking from chat
- Answers frequently asked questions
- Never miss a message again
Online Booking with Website
Professional website for your gym with integrated online booking system. Your members can book classes like spinning, yoga, HIIT or personal training 24/7 without calling.
- Professional website ready in minutes
- 24/7 class booking without intervention
- Calendar widget for your current website
- Compatible with Instagram and Facebook
Automatic CRM with Member Profiles
Each member has their digital profile automatically created with complete class attendance history, membership type, instructor notes and upcoming bookings.
- Member profile created automatically
- Complete class attendance history
- Notes and details per member
- Instant information search
Automatic WhatsApp & SMS Notifications
Send automatic reminders via WhatsApp, SMS and email before each class. Reduce no-shows by up to 70% without sending messages manually.
- Automatic WhatsApp reminders
- SMS and email confirmations
- One-click member confirmation
- Reduce no-shows by up to 70%
Room & Class Capacity Management
Manage multiple studios and activities. The system respects each class capacity and automatically assigns the right room based on the activity booked, preventing double bookings.
- Multiple room management
- Class capacity per activity
- Automatic resource assignment
- Avoid double bookings
Instructor & Shift Management
Manage schedules for multiple instructors, assign classes by specialty and avoid overlaps. Dashboard with occupancy metrics and team performance.
- Shift management per instructor
- Smart class assignment
- Real-time analytics dashboard
- Occupancy and performance metrics
Online Payments with Deposit or Full Prepaid Booking
Secure every appointment by charging a deposit or the full amount at the moment of booking. Native Stripe Connect integration: the money goes directly to your bank account, it never passes through CitaFlow.
- Configurable deposit per service (fixed amount or percentage)
- Optional full prepayment to lock in the booking
- Stripe Connect: money goes directly to your account, not CitaFlow
- Helps reduce no-shows with prepaid bookings
- Secure checkout with all Stripe-supported cards
- Tracking panel with payment status per appointment
Automatic Post-Appointment Marketing via WhatsApp
Send automatic WhatsApp messages after each appointment to build loyalty and grow revenue. Configure the delay and the content from the panel without having to remember anything manually.
- Automatic post-appointment messages to retain clients
- Configure delay after appointment (1 day, 1 week, 1 month)
- Customizable content with client variables
- Win-back campaigns and promotions for inactive clients
- Uses the same CRM and WhatsApp channel
- Open rate and conversion metrics per campaign
Multi-Location and Team Management with Roles
Manage multiple locations from a single account with centralized access. Assign different roles and permissions to each team member so reception, professionals and management see only what belongs to them.
- Multiple locations managed from a single panel
- Configurable roles and permissions per team member
- Centralized view of occupancy and performance per location
- Available in custom plans based on number of locations
- Ideal for franchises and chains
- One calendar with per-location filters
Other included features
- Employees module with roles, permissions and WhatsApp time-tracking (add-on)
- Integrated payments · POS by a partner + Stripe Connect (pilot)Integrated payments · Teya POS + Stripe Connect (pilot)
- Multi-branch with per-location roles and permissions
- Keep your WhatsApp Business app on your phone while connecting to CitaFlow
- Voicemail with automatic transcription
- Detailed call analytics and transcripts
- Customizable dashboard with widgets
- Two-way Google, Apple and iCal calendar sync
- External integrations via webhooks (billing, CRM, marketing)
- Spam number blocking and call filtering
- Activity log and audit trail
and much more. Try it free for 7 days →
Gym management software with AI and complete automation
Professional gym management software automates the entire booking cycle: from when a member calls or books online until they walk into class. CitaFlow combines an AI virtual receptionist that answers phone calls 24/7, an online booking system with included website, and an automatic CRM that records each member's complete attendance and membership history.
CitaFlow's fitness management software lets each instructor have their personalized schedule based on specialties: spinning, yoga, HIIT, functional, personal training. The system automatically assigns members based on class availability, capacity and room requirements.
The AI virtual receptionist is like having a receptionist working 24/7 without breaks or errors. When a member calls, the AI understands what class they want, checks the online schedule in real-time, proposes available times based on instructor and room capacity, and automatically confirms the booking. Plus, our AI Chatbot responds to your members via WhatsApp and Telegram, answering questions about memberships and booking classes automatically.
CitaFlow is the most complete gym management software for automating class bookings and member management: includes AI virtual receptionist, AI Chatbot for WhatsApp and Telegram, website with online booking, automatic CRM with member profiles, room and class capacity management, automatic WhatsApp/SMS notifications, and Google Calendar sync. Membership billing can be resolved by connecting CitaFlow with your billing software or payment gateway through webhooks.
How CitaFlow transforms your business appointment management
CitaFlow adapts to your gym as it grows. Start with the Starter plan to manage online class bookings and essential features, and add AI modules for WhatsApp, Telegram and phone calls when you need them. Everything runs on a single calendar and control panel, so all your bookings are always centralized and easy to manage.
Starter Plan: online booking only
Ideal for gyms that want to digitize their schedule with 24/7 class booking
With the Starter Plan you get a professional website for your gym with integrated class booking system, booking widget to add to your website or social media, and shift management per instructor with specialties.
Also includes automatic email reminders before each class, member profile with complete attendance history, and sync with Google Calendar.
AI Chatbot: manage your members via WhatsApp and Telegram
Add an intelligent chatbot that responds automatically and books classes 24/7
The AI Chatbot includes everything from the Starter Plan plus an intelligent chatbot that responds to your members via WhatsApp and Telegram 24/7.
The chatbot answers questions, checks real-time availability and books classes automatically. Also adds automatic WhatsApp and SMS reminder messages.
AI Phone: call management with advanced artificial intelligence
Complete management software with AI receptionist that answers phone calls
The AI Phone is complete management software for professional gyms. Includes everything from AI Chatbot plus an AI virtual receptionist that answers phone calls with natural voice 24/7.
The AI receptionist understands what class the member wants, checks real-time availability and books the class automatically. Perfect for gyms that want full automation on all channels.
Start simple and grow at your own pace. Begin with the Starter plan to accept online bookings and manage your schedule effortlessly. When you're ready to automate more, add AI modules like the Chatbot or AI Phone to handle messages and calls for you, 24/7. Everything runs on the same calendar and control panel, so scaling up is immediate and frictionless.
Free trialStart free with the Starter plan and activate the AI Chatbot or AI Phone when you want to scale
Frequently asked questions about gym management software
How does the AI virtual receptionist work for gyms?
How does the AI Chatbot for WhatsApp and Telegram work?
Can I manage multiple studios and activities?
What member information is saved in the CRM?
Do members receive automatic reminders?
Does it sync with Google Calendar?
Can I set different durations for different class types?
How does online booking work for members?
Can members book via WhatsApp or Telegram?
How does CitaFlow integrate with my billing software and payment gateway?
Is there a free trial?
What's the difference between AI Chatbot and AI Phone?
Can I have multiple instructors with different schedules?
Is my member data secure?
What technical support is included?
Transform your gym into a business that runs itself
Try CitaFlow free for 7 days and see how your classes fill up effortlessly.
7 days free · No card required · Cancel anytime