Fiitspace Case Study
Scaling Virtual Fitness Coaching with Smart Automations
🚨 The Challenge
Fiitspace is a Thailand- and Bali-based online fitness coaching platform delivering live video sessions and virtual training to clients around the world. But as demand surged, the team faced serious challenges:
- Manually handling new client enquiries and bookings
- Juggling coach schedules and video call links
- Managing subscription payments and renewals
- Gathering feedback to improve and retain clients
With limited admin resources, they needed to streamline operations while enhancing the client experience.
⚙️ The Automation Solution
We implemented a system of smart automations using n8n and AI tools to optimise lead handling, client engagement, scheduling, and feedback.
🧠 What We Built
✅ Instant AI Lead Responses
AI scans incoming form submissions and DMs → extracts name, goals, preferred times → auto-replies with tailored next steps and available intro sessions.
Impact: 92% drop in lost leads due to delayed replies.
🗓 Automated Session Scheduling
- New clients get a booking link synced to available coaches
- Sessions auto-added to Google Calendar + Zoom link generated
- Confirmation/reminder emails sent automatically
Impact: Seamless scheduling reduced back-and-forth emails by 80%.
💳 Subscription & Renewal Management
- Stripe integration triggers recurring billing and sends invoices
- Expiry reminders with upgrade prompts
- Failed payment follow-up via email + SMS
Impact: 26% increase in retained clients through timely renewals.
📣 Feedback & Reviews Workflow
- After a session, clients receive a quick feedback survey
- Happy users prompted to leave public reviews
- Detractors flagged for private follow-up and recovery
Impact: Tripled review count and improved Net Promoter Score.
📥 Client Onboarding Journey
- Custom welcome emails based on fitness goals
- Links to app setup, Zoom instructions, and starter checklist
- Waiver + intake form automated
Impact: 85% clients reported smoother first-week experience.
📊 Results
- ⏱ 70+ hours/month saved in admin work
- 💸 18% revenue boost from reduced churn and better upselling
- ⭐ 4.9⭐ rating from happier, more informed clients
- ↗️ Scalable infrastructure ready for global expansion
🔮 What's Next
Fiitspace now operates with a leaner team, more consistency, and a far better client experience. As they expand coaching teams and client reach, their automation system grows with them.
Want this level of flow in your coaching platform?
Let's talk. Contact us ➔