Most gym owners know the numbers they should be tracking each week: members, new memberships and trials, lost members, visits, leads. The hard part is not knowing what to track. It is the Sunday night (or Monday morning) of logging in, downloading report after report, and copying figures into a spreadsheet.

That job is boring, so it gets skipped or done late, and a KPI sheet with gaps in it is not much use. If you run two studios, you do it twice.

This article describes how we automate the weekly KPI update for studios that use Glofox, and what we deliberately leave for a person.

How it works

  1. You log in to Glofox. The AI works through the Glofox web portal, but you sign in yourself. It never sees or handles your password.
  2. It downloads the weekly reports. For each studio that is about ten Glofox reports: members, new memberships and trials, lost members, visits, leads and transactions. The week runs Sunday to Saturday.
  3. It adds staff hours. If you track hours in Deputy, it downloads the timesheet export in the same run (you are logged in to Deputy, just as with Glofox) and adds it alongside the Glofox data. (Our Mt Eden studio uses Deputy; our other studio does not.)
  4. It takes a backup. Before it changes anything, it saves a copy of the studio's KPI workbook.
  5. It writes the week into the workbook. The AI reads each report and works out the weekly figures. Small scripts do the arithmetic. The results go into the studio's Excel workbook, in the layout you already use.
  6. It builds the retention call list. From the same data it lists the members your team should call this week, so the follow-up calls are ready on Monday.
  7. You check the week. You look over the figures before you rely on them.

The AI here is Anthropic's Claude. It handles the reading, the judgement and the writing, and the output lands in a spreadsheet you already own. If you decide to stop using the automation, you still have the workbook.

What to watch out for

Passwords stay with you. Any process that logs in to your member system on your behalf is a risk if it holds your credentials. We avoid that by having you log in; the automation only takes over once you are in.

Back up before you write. A KPI workbook usually has formulas, formatting and years of history in it. Copying the file first means a bad run can always be undone.

Fix the week. A KPI week has to mean the same thing every time. Ours is Sunday to Saturday, and every report is pulled for exactly that range. If one report covers a different range, your week-on-week comparisons quietly stop being comparable.

Reports change. Exports and portal screens are not guaranteed to stay the same. If a column moves or a report is renamed, someone needs to notice. That is a reason to review the first few weeks properly rather than trust the output blindly.

Do the sums in code. Totals and week-on-week differences should come from scripts rather than from an AI estimating. The AI reads and classifies; the script adds up.

What still needs a person

  • Logging in. You sign in to Glofox (and Deputy) yourself each week; the AI never handles your passwords.
  • Reviewing the numbers. You look over the week before you act on it.
  • Making the calls. The retention list tells your team who to ring; the conversations are still yours.
  • Anything outside your systems. If you track a figure that is not in Glofox or Deputy, such as ad spend, it either gets added by hand or left out. When we set this up, we tidied away old spreadsheet fields nobody was using.

Real example

We run this for two franchise fitness studios in Auckland that are related companies of ours. Each week it pulls the Glofox reports for both studios, adds Deputy hours for the studio that uses Deputy, backs up each workbook, writes the week's KPIs into it and produces the retention call list. It used to take about two hours every Sunday, the one day the studios are closed. Now it takes about five minutes.

Read the case study

Want this for your business?

We build automations like this at a fixed price, from NZ$1,000 + GST. The same approach works for other gym software, not just Glofox; it depends on how your system lets you get reports out, and we would look at that with you first.

Book a free 30-minute automation audit

FAQ

Does the AI need my Glofox password? No. You log in yourself and the automation continues from there.

Will my existing spreadsheet still work? That is the intention. The figures are written into your existing workbook layout, and a backup is taken first.

Can it cover more than one studio? Yes. Each studio has its own reports and its own workbook, and the same process runs for each.