Departments

The departments you hand over.

You are not buying a tool. You hand JK a responsibility and get it back as receipts.

Departments every gym hands over first

Each one is a managed department: we build the workflows, run them day to day, and keep you in the loop.

Front Desk

Every call, text, and DM that reaches your gym — answered, logged, and routed before a prospect goes cold.

  • Trial class lead intake. Capture new-member inquiries from ads, calls, forms, and DMs and push them toward a first class.
  • Membership question routing. Route pricing, schedule, kids program, and private-training questions to the right person.

Escalates to your team when a prospect needs a facility tour, raises a medical or injury concern, or asks for a pricing exception.

Digital Operations

The systems behind the front desk — one lead inbox, current CRM records, and a standing report of what ran.

  • Lead inbox consolidation. Every call, form, and DM lands in one pipeline instead of five separate inboxes.
  • CRM hygiene and owner reporting. Member records stay current, and you get a regular summary of what the department handled.

Escalates to your team when an integration breaks, billing data looks off, or a data-access request comes in.

Marketing

The content and outreach that keeps your gym top of mind between classes.

  • Social content calendar. Training clips, class promos, and fight-night announcements — researched, written, and scheduled for TikTok and Instagram.
  • Reactivation and review requests. Win back cold leads or inactive members and ask happy students for reviews after good milestones.

Escalates to your team when brand voice or paid ad spend needs sign-off, or a review response touches a dispute.

Complete Workforce runs Front Desk, Digital Operations, and Marketing together — see how below.

Trade-specialized departments

Beyond the core three, gyms usually hand over the department that touches conversion directly.

Trial Onboarding

The window between someone's first trial class and their decision to join.

  • No-show and first-week follow-up. Follow up when prospects miss a trial or need help choosing the right class level.
  • Trial-to-member handoff. Your coach gets a clean handoff in OpsManager the moment a trial is ready to convert.

Escalates to your team when a coach needs to assess skill level in person, or a trial needs a waiver or medical clearance call.

Owner controls

Approval policy

You decide what needs sign-off before anything runs.

Escalation thresholds

You set the line where a workflow hands off to your team instead of acting on its own.

Workload pause switch

Pause any department instantly without tearing out the setup.

OpsManager receipts

Every run and handoff logged so you can see what happened and when.

Hand departments over one at a time

1

Department Pilot

Hand over one department and watch it run.

2

Business Workforce

Add a second department, playbooked and reported every month.

3

Complete Workforce

Marketing, Front Desk, and Digital Operations, running together.

Security & control

We build data-minimizing architecture first, actively manage workflows day to day, and keep your team in control with visible handoffs and logs.

Secure workflow design

We design workflows around minimum-necessary data handling, clear role boundaries, and human escalation points instead of broad access by default.

Controls & accountability

Workflow delivery is designed with encryption, role-based access controls, access control review, and audit logging so teams can review what happened and when.

Retention & data minimization

We scope configurable retention windows and reduce data exposure across reminders, reschedules, waitlist messaging, and follow-up workflows where possible.

Consent-first messaging

Messaging and calling flows are built with TCPA-aware operational controls such as opt-in capture, opt-out handling, and workflow-level safeguards.

Human handoff & escalation

Your front desk remains in control for sensitive or complex conversations. We define escalation rules so staff can step in quickly and visibly.