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The AI assistant for gyms and personal trainers, on WhatsApp

Sessions to move, programmes to update, memberships and health forms coming due. Ugo keeps your diary, finds every client’s details, drafts messages to members and lets you send them from your number, between one set and the next. It asks you to confirm before every action.

Try UgoWorking with the AI assistant for gyms and personal trainers

An app for personal trainers has to work on the gym floor, between clients, without opening a laptop. That’s why Ugo works on WhatsApp: type or send a voice note, and it uses the diary, email, contacts and folders you’ve connected. It suits the personal trainer working solo, the training studio and the gym with several instructors.

Gym clients already talk to you on WhatsApp: they ask to move a session, say they can’t make it, ask about class times. On top of that there are training programmes to update, health questionnaires to collect, memberships to renew and group classes that change every bank holiday. It’s office work, and it’s usually you doing it, in the evening.

Ugo doesn’t write training programmes for you and doesn’t give medical advice: assessing the client and planning their training stay with you. Ugo organises: it moves sessions, reminds you of a client’s goals before they walk in, tells you whose health questionnaire is due for renewal and drafts the messages. Everything it sends or creates goes out after your “Confirm”.

What takes time away from gyms and personal trainers

Training people is the job. Organising, often, is a second job.

Sessions moved at the last minute

One client cancels at 7 in the morning, another asks to come earlier. Every change means checking the diary, replying and remembering to update it, while you’re coaching someone else.

Health forms and memberships running out

You find out a health questionnaire is out of date when the client is already on the gym floor. Memberships expire without anyone noticing, and members who aren’t contacted often don’t renew.

Programmes and progress all over the place

Weights, measurements, goals, past injuries: some in a notebook, some in an app, some in your head. Before a session you need all of it, straight away.

Updates for members

Reduced hours over Christmas, a class moved, the gym closed for a bank holiday. Telling everyone, one by one or in a group chat nobody reads, takes time and doesn’t reach everyone.

Working with the AI assistant for gyms and personal trainers

Small everyday things, sorted without leaving the gym floor.

The session moved, the client told

A client messages to say she can’t make it tonight. Ask Ugo to move her: it checks your diary, suggests the first free slot and drafts the reply, which goes out from your WhatsApp Business after you confirm.

Skills used

Ugoonline

  1. Move Sarah’s session tonight to tomorrow

  2. Tomorrow you’re free at 7:00, 13:00 and 19:00. Sarah usually trains at 19:00. I’ll move “PT Sarah Lloyd” to tomorrow at 19:00 and message her from your number that you’ll see her then. Shall I go ahead?

The client’s programme before they walk in

You keep a document for each client on Google Drive: goals, weights, measurements, notes on injuries. Before the session you ask Ugo for a summary, and after the workout you dictate the new weights to add.

Skills used

Ugoonline

  1. Remind me of David’s programme

  2. From David Reynolds’s programme: • Goal: getting ready for a half marathon in March • Last squat: 4×6 at 80 kg • Note: right knee discomfort in September, no jumping for now • Next body composition check: end of the month

Health questionnaires due for renewal

You keep the renewal dates for health questionnaires and memberships in an Excel sheet. Ugo tells you who’s due in the coming weeks and drafts a friendly reminder for each one, to send from your number.

Skills used

Ugoonline

  1. Whose health questionnaire needs renewing by the end of the month?

  2. In the file “Members.xlsx”, the health questionnaire is due for renewal by the 31st for: 1. Martha Rice – 18 October 2. Luke Farrell – 24 October 3. Ellen Cole – 29 October Shall I send each of them a reminder to fill in the new form?

The holiday opening hours notice

On Christmas Eve the gym closes early. Dictate the message to Ugo: it rewrites it clearly and emails it to members, or sends it from your WhatsApp Business to the clients you choose, once you give the OK.

Skills used

Ugoonline

  1. Tell members we’re only open 9 to 1 on Christmas Eve

  2. Here’s the message: “Hi! On Thursday 24 December the gym is open from 9am to 1pm only. Evening classes are back on Tuesday 29 December. Merry Christmas!” Shall I email it to the members list?

A day at the gym with Ugo

Between sessions, classes and members, with an office assistant on your phone.

  1. 6:45

    Ugo sends you the day’s sessions and who asked to move overnight.

  2. 8:00

    Before your first client you ask for their programme: goals, latest weights, notes.

  3. 10:30

    After the session you dictate the new weights and Ugo adds them to the programme on Drive.

  4. 13:00

    A client cancels: Ugo finds another time and replies to her from your number once you’ve given the OK.

  5. 17:00

    Ugo reminds you of the week’s health questionnaires due for renewal and drafts the reminders.

  6. 21:00

    On Mondays, a scheduled task lists the memberships expiring in the next two weeks.

What to connect to the AI assistant for gyms and personal trainers

Your gym management software stays. Ugo works on your diary, files and messages.

Your WhatsApp Business

Confirmations, changes and reminders go out from the number your clients already know. You see everything in the app on your phone.

A sheet of members and renewal dates

On OneDrive or Google Drive: memberships, health questionnaires, session packs. Ugo reads it, tells you who’s due and updates the dates after you confirm.

Client programmes

One document per client with goals, weights and notes. Ugo summarises them before the session and updates them with what you dictate.

Your session calendar

Google Calendar or Outlook for one-to-one sessions and classes. If you use gym booking software, Ugo doesn’t connect to it: it works on the calendar you sync.

The skills to switch on

The most useful Ugo features for this job, starting with the first one to turn on. You switch them on from the portal in a few minutes.

FAQ for gyms and personal trainers

What’s the best app for personal trainers?

For writing programmes there are dedicated apps your clients use on the gym floor. Ugo covers the other half of the job: diary, messages, programmes on file, renewal dates. It works on WhatsApp, where your clients already message you, and it understands voice notes too.

Can Ugo create training programmes?

No, and it isn’t meant to: programming depends on assessing the client, and that’s your expertise. Ugo reads and updates the programmes you write, reminds you of goals and notes before the session and records the new weights you dictate.

Does it connect to my gym management software?

Not to gym-specific software. Ugo works with Google or Outlook for diary and contacts, with Drive or OneDrive for sheets and documents, and with your WhatsApp Business for messages. Many gyms export members and renewal dates to a sheet that Ugo reads.

Can it message all members at once?

It can draft and send an email to your members list, after you confirm. On WhatsApp it messages the clients you choose from your Business number, one by one, within WhatsApp’s rules: it isn’t a tool for mass campaigns.

Does it work for a gym with several instructors?

Yes: each instructor can have their own Ugo in the same team, with their own diary and clients, while the shared folders stay the gym’s.

Useful references

Associations, bodies and official sources for the sector: external websites, independent of Ugo.

The training is yours, the admin is Ugo’s

Connect your diary, client programmes and WhatsApp Business in a few minutes. Sessions move with a message, and renewal dates no longer slip through.

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