⚡ Built in Chandler, Arizona · Serving gyms and studios nationwide
CRM Software Built for Gyms and Fitness Studios
Reviewed by Charlie DeFelice, founder of Viking Marketing
Someone fills out a "free trial" form at 9 PM and forgets about it by morning if nobody replies fast. Viking's gym CRM answers every membership and class inquiry in seconds, books the trial or tour, and keeps every lead and member in one system instead of scattered across a sign-up sheet and a spreadsheet.
✓ Replies to trial and membership inquiries in seconds. ✓ Books tours and classes straight to your calendar.
✓ Automatic win-back for lapsed members. ✓ Flat price, no per-member fees
What a Gym CRM Actually Does
A gym CRM is software that tracks the full member lifecycle, first inquiry, trial, sign-up, attendance, renewal, or cancellation, in one place instead of split between a front-desk sign-in sheet and a separate billing system. The best ones don't just store data, they act on it: replying to a trial request the moment it comes in, and reaching back out automatically when a member's attendance drops off. Viking does both, with an AI that handles the first reply and a CRM underneath that keeps every member's history straight.
Why Membership Leads Go Cold Fast
Someone researching gyms is usually comparing two or three in the same afternoon, often from their phone, often at night when your front desk isn't staffed. A free-trial or class-inquiry form that gets a reply the next morning has already lost that person to the gym down the street that texted back in five minutes.
The second leak is after someone joins. A member who stops showing up for a few weeks rarely calls to cancel, they just quietly stop paying attention, and by the time it shows up as a cancellation, there was no real chance to win them back.
Viking's AI closes the first gap by replying to every inquiry instantly, and the CRM closes the second by flagging lapsed members for an automatic win-back message instead of losing them silently.
How the Gym CRM Works
Viking's AI runs on the same channels and core capabilities covered in detail on the AI appointment setter page, text, web chat, social, and email, trained specifically on gym and studio intake.
A prospect reaches out.
A free-trial form, a class inquiry, or a DM about membership pricing, by text, web chat, Instagram, or Facebook. It lands in your Viking inbox the moment it arrives.
The AI replies in seconds.
It greets the prospect, answers common questions about pricing and class schedules, and finds out what they're actually looking for, a trial, a specific class, or a membership tier.
It qualifies the interest.
Goals, preferred schedule, and membership type get captured up front, so your team's first conversation is a real one, not basic intake.
It books the trial, tour, or class.
The AI offers real openings straight from your calendar and confirms the visit, no back-and-forth texting.
The member relationship stays tracked.
Attendance patterns, sign-up date, and any win-back outreach live in the same CRM record, so a lapsed member gets a re-engagement message automatically instead of falling through the cracks.
AI Front Desk vs. Hiring Extra Front-Desk Staff
| Offer | Front-Desk Hire | Viking's AI |
|---|---|---|
| Cost | $2,400 to $3,100/month* | From $297/month |
| Hours | Shift hours only | 24/7, no breaks |
| Leads handled at once | One | Unlimited |
| Books straight to calendar | By hand | Automatically |
| Flags lapsed members | Rarely tracked consistently | Automatic |
| Logs every conversation | If they remember | Always |
*Based on the BLS median wage for fitness and recreation front-desk/customer-service roles ($16.90/hour, May 2024) at full-time hours. Source: bls.gov/ooh/personal-care-and-service/fitness-trainers-and-instructors.htm
Your staff's time is worth more spent coaching and on the floor than manually replying to trial-form submissions at 9 PM. The AI handles the first response and the scheduling, so your team only steps in for the actual sales conversation.
More Than a Booking Tool
Most gym software stops at scheduling classes. It doesn't reply to new leads instantly, and it doesn't do anything when a member goes quiet.
Viking's gym CRM is one part of a full platform. The same system that books the trial also:
- ✓Auto-replies by text the instant a call goes unanswered, so a busy front desk never turns into a lost sign-up
- ✓Logs the full lead and member history in your CRM automatically
- ✓Re-engages lapsed members with an automatic win-back sequence instead of letting them quietly cancel
- ✓Sends a review request automatically after a great class or milestone
- ✓Lets your team see and join any conversation from one shared inbox
You are not adding another disconnected scheduling app. You are running one platform that handles the member from first inquiry to renewal.
What Real Businesses Say About Viking
We had a great experience working with Viking Marketing. They helped us set up an automated text messaging system and improve lead funnel. They're really knowledge and just really great to work with.
Charlie went above and beyond for my business. There are a lot of marketing companies out there, but very few operate like Viking Marketing. Charlie and his team delivered exactly what I wanted, within the timeline they promised, handled every change I requested without issue, and made the entire process smooth. 10/10 experience. Highly recommend.
Charlie helped me build a conversational chatbot for one of my clients. Super easy to work with and delivered exactly what we needed. Highly recommend!
This company is the best! Their custom support is so quick and knowledgeable. I’ve never had an issue and not had it addressed and also been taught how to fix it in the future myself at the same time.Charles and his team are the best at what they do. Look not further for help from this company is you’re a small business!
Charlie is super knowledgeable about AI bots and makes amazing booking bots. I don’t know what my business would do without him.
Charlie is hands down the most knowledgeable person when it comes to AI Assistants. He’s ability to breakdown such complex systems and prompts makes it easy to understand and absorb!
These guys are INCREDIBLE! Super responsive; their customer support is OFF THE CHARTS! We were able to scale to 20+ Inbound booked apts PER DAY in just a few weeks.No more dialing leads - just inbound apts- its a beautiful thing
Charles has helped grow my company exponentially. He is a marketing genius. I’m extremely blessed to have crossed paths with him and very grateful for everything he has done for me and my company. Best customer service I could ever ask for. I highly recommend Charles if you are trying to grow your business.
Charles and his team has helped us grow our business in various ways. With his CRM and automation setup it provides an opportunity so we can focus more on our sales and let the automation help us. Charles is very supportive whenever we need any help with the systems he manages for us.
the Viking Marketing is awesome! Charlie and his team are help me alot. they always respond super fast. They're super friendly and helpful too. They're great at advertising and all what you need for your business ! Definitely recommend them!
Charlie and crew are the best marketing group out there. Highly recommend.
Launched an AI bot and Charlie has been super helpful launching and updating the bot. It was an instant win for us and has booked hundreds of appointments for us and removed the need to have full time engagement specialist replying.If you’re in the fence about AI campaigns … don’t be… this does an amazing job.Charlie is the man for this!
Working with Charlie @ Viking Marketing has been thoroughly delightful and I can give him the strongest of endorsements. He helped us stand up our High Level instance, complete with automations and integrations, in less than two weeks. Once we signed on I felt like Charlie was very dedicated to getting us stood up. I regard him as being a subject matter expert, valuable resource, and advocate for the success of our business. Go Viking Marketing!
Charlie and the team at Viking Marketing are great and easy to work with! Very helpful to my business.
Viking Marketing has been amazing to work with. They have a platform that has blown me away and I would highly recommend them. Excellent communication and customer support.
Top-notch service! Charles and his team quickly and efficiently set me up with a solution that will no doubt catapult my business forward. Always goes above and beyond to deliver an exceptional product, give these guys a shot you will not be disappointed!
I am a momprenuer and I own two companies, a solar company and a holiday lighting installation company. I found myself beneath an overwhelming amount of admin work and I turned to Viking Marketing tor help! They helped me to move all my current customers & custom designed automation that (in the middle of my busiest time). On top of that they helped me to connect all my socials, my website, my business google, and my multiple phone numbers to one centralized location. This company CARES! They spent countless hours making sure I am set up perfectly! All my systems are working! Invoicing is automatic now! Scheduling is automatic! Just that alone saves me hours of time DAILY! Allowing me more time to grow my business and focus on the things! SEO is integrated too! I am excited for the future of my business! Thank you Viking Marketing! You are an answer to my prayers!
A pleasure to work with is an understatement. Responsive and willing to do whatever it takes to get the job done and have their customers satisfied is certainly my experience. I will gladly refer Charles and his team at Viking Marketing to anyone. 5 out of 5 stars for service and overall customer experience.
Charles was great to work with. Always answers thr phone when you need him and works diligently to complete the task.
Charlie just helped me out big time with setting up a ChatAI Bot.I was really struggling to get it up & running & Charlie was kind enough to jump on a quick Zoom to help me get this fixedHe knows his stuff 💪
WOW! Viking Marketing have transformed my solar installation business with their new and cutting edge AI automation solution.Because of their innovation I no longer have to pay out commissions and now have a 24/7 sales team without the cost, this has solved all my speed to lead and out of hours problem.Highly recommend contacting them, Charles will over deliver with unreasonable hospitality.You have nothing to lose and will likely regret not doing so in the next year, this AI tech is mind blowing. You don't want to get left behind.Thank you!
Built for Every Local Service Industry
Not on this list? The AI works for any appointment-based or service business that lives by its lead response time.
Serving agencies in Phoenix, Scottsdale, Tempe, Chandler, and across the U.S. See all locations →
Frequently Asked Questions
It depends on your current setup. Viking handles the first reply, qualifies the inquiry, and books trials, tours, or classes straight to your calendar. If you use a separate class-scheduling app, Viking connects to your calendar so bookings show up where you already work.
Still have questions?
Our team will answer all your questions.
We ensure a quick responses.
Book a 15-min call with our team
Every Trial Request Deserves a Faster Answer Than Tomorrow Morning
Every membership inquiry that sits unanswered overnight is a sign-up your competitor down the street is about to win. Book a 15-minute walkthrough and see exactly how Viking's gym CRM would handle your leads and your members.
Or call us directly: (480) 360-4644 and talk to a real person in Chandler, Arizona.