AI virtual secretary for personal trainers
Bookings on WhatsApp for personal trainers: the AI assistant that answers clients and sets sessions, 24/7
While you're coaching a client through a workout you can't stop to reply to messages. Wably answers for you on WhatsApp: it explains how your programs work, gives information on sessions and fees, books in the studio or online, reschedules workouts and sends reminders, in the right tone, at any time.
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Hi, I'd like to start a weight-loss program. Do you do online workouts too?
Hi! Yes, I work in the studio and online. We start with a first consultation to assess your goals and level and build a tailored program. Shall I suggest a time?
Yes, evenings after work.
I have availability Tuesday at 7:00 PM or Thursday at 8:00 PM. Which do you prefer?
Tuesday at 7 is perfect.
Confirmed. I'll send you a reminder the day before the session. See you Tuesday!
Hi, I’d like some information about your services and prices.
Hi! Of course. The first visit is €60 and follow-up sessions are €45. Can I help you choose the right service?
Do you have any packages?
Yes: a 5-session package for €200 (€40/session) and 10 sessions for €380 (€38/session). I can book your first appointment right away.
Great, let’s book then.
Perfect! Tell me the day you prefer and I’ll suggest the available times.
Good morning, can you remind me of my upcoming appointments?
Of course! You have two: Tuesday the 18th at 5:00 PM and Tuesday the 25th at 5:00 PM. Can I help?
I’d like to move the one on the 18th, something came up.
No problem. I have Wednesday the 19th at 4:00 PM or Thursday the 20th at 6:30 PM free. Which do you prefer?
Thursday the 20th at 6:30 PM, thanks.
Done! Moved to Thursday the 20th at 6:30 PM. I’ll update your reminder. See you soon!
The problem
Between one client and the next there's no time to answer everyone
Whoever writes to you wants to know how you work, whether you also train online and how much a package costs, and they're hoping for a quick reply to decide. But while you're coaching a client on the floor you can't answer, and a message left waiting often picks another trainer.
Meanwhile sessions to book and last-minute reschedules pile up and by the end of the day you catch up on them with effort, taking time away from your personal life too. Wably is here to free you from this part: it answers clients and manages the workouts for you, neatly and professionally.
The difference
It answers clients like your secretary, not just a booking tool
A capable secretary doesn't just set appointments: she knows how to answer when a client asks “do you train at home too?”, “how does the first session work?”, “do you have weekly packages?”. Wably does exactly this on WhatsApp, at any hour, and in the same conversation it sets the session. An online calendar takes the booking but knows nothing about how you work; a generic chatbot at most makes small talk without seeing your calendar. Wably brings the two together, like a real virtual secretary.
- Your programs and goals: weight loss, toning, body recomposition, athletic preparation.
- How the first consultation works and what the tailored program involves.
- The format: workouts in the studio, at the gym, at home or online.
- The packages and memberships, so the client knows right away what to expect.
- And, in the same conversation, it offers the free slots and confirms the booking.
All in one assistant
What Wably does for your personal training business
Answers about programs, formats and packages
It explains how you work, where you train and how much sessions and packages cost: the same answers you would give, given by it.
Books and manages the calendar
It shows only genuinely available times, confirms the booking and handles reschedules and cancellations right in the conversation.
Reduces missed sessions
It reminds the client of the workout the day before, in the way you decide: fewer absences and a steady program.
Keeps contacts in order
At a new client's first booking it saves the contact by itself: you never lose a name and the address book stays clean.
Sends review requests
After the session it automatically sends, by email or on WhatsApp, the review request with the link you choose.
Works on your number, 24/7
It uses the WhatsApp Business number you already have: clients write where they always do and Wably answers at any hour.
Pinpoint scheduling
It handles weekly sessions and different formats precisely, and you're still free to do it by hand
A personal trainer's work is made of sessions that repeat every week, often in different places, from the studio to the client's home to online. Instead of a calendar with fixed slots that drift from reality, Wably checks your real calendar with every request and offers only slots that are truly free, respecting every one of your rules.
- The right duration for each session: a longer first consultation, 45- or 60-minute workouts.
- The gap between one client and the next and the travel time, with no sessions that are impossible to reach.
- Your real hours and the distinction between workouts in the studio, at home and online.
- Recurring weekly sessions, scheduled without an endless chain of messages.
- No last-minute bookings: the assistant always respects the minimum notice you chose.
Fewer no-shows
Automatic reminders to reduce missed sessions
Every missed session is an empty slot and lost momentum. Wably prevents it: it reminds them of the workout the day before, on WhatsApp. You decide how the reminder should work.
Notification only
A message that reminds the client of the workout. Simple and discreet, when you just want to give a heads-up.
Confirmation request
A message with the Confirm · Reschedule buttons: one tap for the client and, if they can't train, the slot is freed up in time.
You set the mode you prefer and change it whenever you want. A slot freed up in advance is a slot you can reassign: this way automatic reminders recover much of the missed sessions and protect your schedule.
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Contacts and reputation
It keeps the address book in order and grows your reviews
A capable secretary recognizes who comes back and never loses a contact. Wably recognizes who's writing and, at a new client's first booking, it saves the contact by itself: no more names jotted down in a hurry between one session and the next.
It never deletes anything from your Google address book: it only reads and adds. And, if you enable it, with one switch it records new clients in your Google Contacts as well.
Privacy and security
Built for those who follow people closely
Your clients' charts, goals and progress stay yours: Wably doesn't need them to work. Wably does not process sensitive data: it handles only the calendar and service information, in compliance with the GDPR. Data stays isolated for each business and you can disconnect and delete whenever you want.
- No sensitive data processed: only bookings and service information.
- Infrastructure on Oracle Cloud, in Europe, in the Frankfurt data center.
- Data encrypted at rest.
- On your WhatsApp Business number, with no app for the client to download.
Why Wably
It's not management software. It's not a chatbot. It's a secretary.
Management software
It books and invoices, but on WhatsApp it stops at reminders: it doesn't answer when a client asks how you work, about the first consultation or packages.
Generic chatbots
They chat, but they don't know your calendar and don't understand a personal trainer's work: no recurring sessions, different formats or travel time.
Wably
It talks like a secretary and books in your real calendar, in the same conversation, on your WhatsApp Business number. Both things together.
Quick activation
How it works
Set up your business
In under 10 minutes you write programs, formats, packages, hours, the duration of the first consultation and workouts, travel time, breaks and booking rules. All guided, no technicalities.
Connect WhatsApp
You keep the WhatsApp Business number you already use: clients keep writing where they always have.
Choose the tone
Professional, welcoming or direct: the assistant replies in line with your style.
Let Wably work
It answers clients, offers slots, confirms sessions, handles reschedules and sends reminders and reviews, 24/7.
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Plans
Two simple plans, with a 30-day free trial
Starter
€24.90 / month
- AI assistant on WhatsApp, on your current number
- Answers clients about your programs
- Bookings with Google Calendar sync
- AI management per individual contact
- Multilingual
- Email support
Standard ★
€49.90 / month
- Everything in Starter
- Also answers about services, prices, FAQs and general info
- Automatic reminders (notification or confirmation)
- Choice of tone: formal or friendly
- Automatic review request after the session
FAQ
Frequently Asked Questions
What is Wably's AI virtual secretary for personal trainers?
It's an AI assistant that, on WhatsApp, answers clients about programs, formats and packages and manages appointments (bookings, recurring sessions, reschedules, reminders) in place of the front desk, 24/7.
Does Wably answer clients or only send reminders?
It answers. Unlike management software that only sends notifications, Wably has a conversation: it explains how you work, how the first consultation works, answers frequently asked questions and, in the same chat, offers slots and confirms the session booking.
Can I use the WhatsApp Business number I already use?
Yes. Wably works on the WhatsApp Business number you already use: no new number, no app for the client to download, no change to your communications or your social profiles.
Does Wably handle workouts in the studio, at home and online?
Yes. You can set the formats you offer, with different durations and travel time: Wably offers slots consistent with your rules, handles recurring weekly sessions and confirms the booking in the format the client chooses.
What do I need to use Wably?
You need a Google account with Google Calendar, which Wably uses as the calendar, and Google Contacts, for the client address book. Plus the WhatsApp Business number you use for work. Nothing else: no app to install and no technical skills.
How long does it take to set up? Do I need to be technical?
No, you don't need any technical skills. Setup is guided and takes under 10 minutes: you write, in your own words, your programs, formats, packages, hours and answers to the most common questions.
Does Wably help reduce no-shows?
Yes. It sends an automatic reminder the day before the session, in the way you choose: a simple notification or a confirmation request with the Confirm and Reschedule buttons, so the client frees up the slot in time if they can't train.
Does Wably process clients' data?
No. Wably does not process sensitive data: it handles only the calendar and service information, in compliance with the GDPR. Data is isolated for each business and encrypted at rest, on Oracle Cloud infrastructure in Europe (Frankfurt data center).
Does Wably replace the personal trainer?
No. Wably does not replace the professional and does not give training advice. It only handles the admin side: answering service information, booking, managing reschedules, sending reminders and review requests.
Bring your personal training business's front desk to WhatsApp
Turn WhatsApp from a source of interruptions into a secretary that answers, books and reminds your clients of their sessions, on your current WhatsApp Business number, day and night.
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