AI in gym management: where it helps

Three jobs where an assistant helps

The first is answering. These are the questions that today need a report, a filter and a spreadsheet.

The second is preparing actions. A reminder to someone who owes, or a notice to everyone booked tomorrow. Renewing a plan about to end, or a plan for someone who tried a class and wants to stay.

The third is explaining. «How do I change the cancellation window?» has a short answer and a screen where you do it. A useful assistant gives you both: the answer and the way there.

What stays outside the assistant

There are four decisions a gym does not leave to a language model.

• Who can book, and whether the class still has a spot.
• How much is charged, to whom and on what day.
• Who gets through the door.
• Which invoice is issued, and for what amounts.

These four run on rules that always give the same result. A language model can answer the same question in different ways. In an answer, that is fine. In a charge, it is not.

With the assistant switched off, bookings, payments and check-ins work exactly the same.

A suggestion only runs once it is confirmed

An action suggested by an assistant should only run when a person presses a button. Before that, the person needs to see three things.

• The reason: why the assistant is suggesting it.
• The data used: the amounts, dates and people it was based on.
• The impact: what changes, for whom, and how much money moves.

On the click, the system should read the data again. If the plan was already renewed by hand, the suggestion no longer applies.

And the action that runs should be the one on the screen. A reminder suggested by the assistant is the same reminder as the button, with the same rules and permissions.

Which data the assistant should see

The minimum it needs to answer. To say who owes, a model needs amounts and dates, not the person's name.

In place of the name goes a reference, such as «Member 17». This is called pseudonymisation. The reference is swapped back for the name on the gym's side, on the screen of whoever asked.

In the EU, the GDPR calls this data minimisation: the data processed is limited to what the purpose needs. Whoever provides the model also processes the gym's data, so it has to be on the list of sub-processors.

Questions to ask before you switch an assistant on

1. 1.What does the assistant change without a person confirming? The right answer is: nothing.
2. 2.What is sent to the model, and with which names?
3. 3.Where do the numbers come from: the database, or the model's text?
4. 4.Who in the space can use it, and who sees whose conversations?
5. 5.What happens to bookings and payments if the assistant fails?
6. 6.Is there a monthly limit on questions, and what happens when you reach it?

How it works in Rummo

In Rummo, the assistant is called the Agent and comes with the paid plans. The owner switches it on once, after reading what is sent.

• It answers about your space: who owes, what came in, who stopped coming and which time slots are empty.
• Ask «how are the finances?» and it answers with a report and charts.
• It explains how to do things and takes you to the right screen.
• It suggests reminders, notices, renewals, a plan for someone on a trial and cancelling a class.
• Nothing happens until you press «Confirm», and the same action as the screen runs it.
• It receives numbers and references, never names or contacts.
• Up to 300 questions a month per space.

Only the owner and the manager use it, and each person sees only their own conversations.

Names typed into a question are swapped for references before it leaves. A nickname or a misspelt name can slip through, so the panel asks you not to type names.

Bookings, the waitlist and billing run without it, as they always have. See the product

On paid plans, the agent answers who owes and what came in. Nothing runs until you confirm. AI agent for gyms