Sports & Fitness AI agent · Classes
Community & Class Engagement AI Agent
Fill classes and move waitlists on the consent a member has already given, keep junior programmes configured as a separate cohort, and hold promotional sends for the named studio manager.
- Typical delivery
- 4–6 weeks
- Deployment
- Your stack
- Staff releases
- Consent-scoped
- After launch
- Agent Care
What this agent does
Sends the message, not the permission for it
In
- 01
Ingest schedules, waitlists, bookings and per-channel consent records from supported club or booking systems.
- 02
Where a member appears twice, resolve to one record and carry the consent each channel rests on.
Reason
- 03
Where a class is under-booked or a place opens, draft the nudge or the waitlist notice.
- 04
When a state caps frequency or narrows hours, the send follows that state's rule.
- 05
Where a message is promotional rather than operational, require written consent first.
Decide
- 06
When a member opts out, stop on that channel in whatever wording it arrived.
- 07
Where a junior is enrolled, message the configured guardian.
Out
- 08
Retain the message, the consent behind it, the opt-out state and the release against the member.
- 09
Execute write actions only inside the approval boundaries agreed during implementation.
Product statement
The agent is configured as an operational messenger, not a companion; the studio manager decides who may be contacted and on what terms.
Example workflow
One nudge, open place to send
- 1Class event receivedA place opens, a waitlist moves, a challenge closes or a term begins
- 2Consent assembledChannel consent, opt-out state, quiet hours and junior status, each with its source
- 3Message draftedNudge text, channel, purpose, send window and confidence
- 4Controls appliedConsent and purpose checks, state hour and frequency rules, junior-cohort checks and confidence threshold
No human action required
Stages 1 to 4 run unaided and nothing is sent at any of them — the agent is preparing, and the studio manager's lane opens at the confidence gate.
Goes to the studio manager to release.
Adds a programme-lead check first.
Manager release
The message is held with the consent it relies on, its purpose and the confidence.
Release · Edit · Send to the programme lead
Released — sent in the window
- 6Scheduling systems updatedOnly where write access and contact policy allow it
- 7Outcome evaluatedOpt-out compliance, hour and cap breaches, waitlist take-up and complaints after the send
Corrections
Manager corrections are counted in the evaluation.
What should not run autonomously
Human approval stays in control
Outside the boundary — human approval required
8 items
- Adding or widening a member's contact permissions.
- Messaging a minor outside the configured programme.
- Setting how often a member may be contacted.
- Starting an AI voice call — a robocall in law.
Automation boundary
Agent acts unaided
- ✓Draft and send class-fill and waitlist notices to consenting members.
- ✓Send inside the quiet-hour window configured per state.
- ✓Stop on the channel an opt-out arrives on, in any wording.
- ✓Hold promotional sends and anything to a junior for the manager.
Any send happens inside the boundaries agreed at implementation, never ahead of the consent check.
- Enrolling a member in a challenge they did not join.
- Soliciting, filtering or routing a review by rating.
- Deciding which state's rules a member falls under.
- Changes to consent, frequency or junior settings.
Example output
One nudge, annotated
Everything the agent sends is attached to the permission it rested on.
Engagement output · single message
Illustrative example- Trigger
- Waitlist place
- Drafted message
- A place has opened in Thursday's 6am class and you are next on the list
- Purpose
- Operational
- Consent of record
- Booking consent on file
- Confidence
- 91%
- Send window
- Inside local quiet hours
As received
Taken from the booking record and the consent log — nothing on this side is decided by the agent.
Permissions used
- Channel consent on file
- Opt-out state, current
- Waitlist position
Why this message
The member asked for this place and a person still decides.
What the score decides
Below the configured threshold the message picks up a programme-lead check.
Action
ReleaseEditSend to the programme leadValue
Where AI adds value
The same four claims, placed at the point in the workflow where each one applies.
Where the value lands
Value 01 – 04
Every class event
From the booking record
Prepare from the record
Work from the schedule, the consent log and a scope configured as operations, not companionship.
Fill the class without pestering
Routine place-open and waitlist notices go out already checked.
Keep staff on the risky sends
Promotional messages, junior programmes and low-confidence sends are marked, so the manager's time goes where the exposure is.
Build an evidence trail
The nudge, the consent it relied on and the opt-out are kept together.
Integrations
Typical integrations
Five system groups connect to the same agent. Which of them are in scope is decided in discovery.
Club management
- Mindbody
- ABC Glofox
- Zen Planner
- Club Automation
Class booking
- TeamUp
- WellnessLiving
- Momence
- Mariana Tek
Messaging
- Twilio
- Attentive
- Braze
- Klaviyo
Agent
Community & class engagement
- Reads the consent
- Prepares the nudge
- Holds for release
Member app
- Trainerize
- Everfit
- In-app and push
Observability & evaluation
- OpenTelemetry
- Langfuse
- Supported monitoring/evaluation sources
Integration availability depends on the client's existing systems and API access.
Agent controls
Six layers between the model and the member
Each control encloses the last. Whatever slips past all of them is named below.
L6 · Outermost — last line of defence
Inward → L1 · closest to the model
- L1 – L2
- Judge whether a send may go
- L3
- Puts what leaves in a manager's hands
- L4 – L5
- Keep the nudge and the permission behind it
- L6
- Cuts back to scheduled reminders when signals degrade
How Nestack evaluates it
Evaluate the contact decision — not only the message that went out.
Coverage runs the whole depth of the workflow, and every layer is cut by slice.
Surface — the message the member gets
- E1Final-output evaluationDid the send have consent for that channel and that purpose?
- E2Step-level evaluationDid the agent use the right consent record, state rules and junior settings?
- E3Tool evaluationDid it read the right member and write to the right send log?
- E4Confidence calibrationDo low-confidence sends actually attract more manager corrections?
- E5Slice evaluationHow far do results move across specific member segments?
- E6Business outcomeHow many sends were corrected, and how many drew a complaint after delivery?
Floor — the exposure the operator answers for
Failure modes
Where each failure originates in the agent
Seven failure modes, set at the stage each one begins.
Agent lifecycle
Direction of processing →
01 · Retrieval
1 mode
- KL-03
Stale suppression list
An opt-out recorded elsewhere has not reached the sender.
Stage gathers
Schedules, waitlists, consent records and opt-out state
02 · Reasoning
2 modes
- KL-04
Purpose misread
A promotional offer is prepared as an operational notice.
- KL-06
Companion drift
The persona slides from messenger towards a friend.
Stage proposes
Message text, channel, purpose and confidence
03 · Tool / write
2 modes
- KL-02
Contact outside the window
A send lands outside the hours a state allows.
- KL-05
Junior contacted directly
A minor is messaged outside the configured programme.
Stage writes
Only where write access and approval policy allow it
04 · Output
1 mode
- KL-01
Pressure in the wording
A streak reminder reads as an obligation, not a fact.
Stage returns
What the member reads, and what it asks of them
05 · Change / Version
1 mode
- KL-07
Consent state reset
An upgrade re-enables a channel a member had switched off.
Stage tracks
Model, prompt, contact rules and consent config
- Sev-1 · a minor or an opt-out is contacted
- Sev-2 · a send breaks a state's contact rule
- Sev-3 · consent data degrades, send is held
Affected slices
A calm total with one loud cohort inside it
Juniors and members in tighter-rule states are small cohorts that barely move the total — they are who an aggregate under-counts. Nestack reports by slice, not only in total.
Slice performance — reported separately, not only in aggregate
Illustrative example| Slice | Failure rate | Lift | Lift vs. threshold | Status |
|---|---|---|---|---|
| Junior and youth programmes | 4.3% | 3.7× | Review | |
| Members in tighter-rule states | 3.2% | 2.8× | Review | |
| Challenge and streak messages | 2.2% | 1.9× | Watch | |
| Routine class reminders | 0.7% | 0.6× | Normal |
Bar: exception-rate lift vs. the routine-reminder baseline · scale 0–4.0× · tick marks the 2.0× review threshold
2 of 4 slices over threshold
Evidence-linked improvement
What has to exist before it closes
The cycle does not end in a post-mortem. It ends in a case the next release has to clear, and that suite is what the next send is measured against.
Improvement cycle · five stages
Switchback — the path turns at Improve and returns at Learn
- 01
Detect
Exception rate rises in one member cohort.
- 02
Diagnose
Whoever answered the complaint at the desk starts here, with the send log and the consent record open.
- 03
Improve
Each change carries a version and the messages that forced it.
- 04
Verify
Release waits on the affected cases going green again.
- 05
Learn
The case is kept for good, and the contact policy is rewritten around it.
Learn → Detect
The return edge. Every later run is measured against the longer suite.
Typical build scope
Twelve workstreams across six weeks
The build scope read against the delivery timeline. Week structure follows the six-week plan — discovery, consent records, message workflow, evaluation, integration, then production validation and handover.
Workstream
Week 1Week 2Week 3Week 4Week 5Week 6
- 01Engagement workflow discovery and boundary definition.Week 1
- 02Booking and messaging assessment.Week 1, Week 2
- 03Consent, state-rule and junior-cohort mapping and rule mapping.Week 1, Week 2
- 04Schedule, waitlist and consent ingestion.Week 2
- 05Message assembly and consent binding.Week 2, Week 3
- 06Confidence scoring and release routing.Week 3
- 07Manager release workflow.Week 3, Week 4
- 08Booking- and messaging-platform integration.Week 5
- 09Contact-frequency cases.Week 4, Week 5
- 10Guardrails and consent controls.Week 4
- 11Contact-trail instrumentation.Week 5, Week 6
- 12Deployment, documentation and Agent Care handover.Week 6
12 workstreams · 6 weeks · bar shows the weeks a workstream is active — several run in parallel
Final scope and sequence confirmed in discovery
Engagement tiers
What each tier includes
Rows are the capabilities named in each tier's scope. Higher tiers include everything below them.
| Capability✓ in scope · — not at this tier | PilotOne site, one class set | ProductionProduction booking systems | AdvancedMultiple sites / brands |
|---|---|---|---|
| Introduced at Pilot | |||
| Sends to your consent rules | ✓ | ✓ | ✓ |
| Manager release | ✓ | ✓ | ✓ |
| Engagement-quality baseline | ✓ | ✓ | ✓ |
| Introduced at Production | |||
| Reporting by member segment | — | ✓ | ✓ |
| Release workflow in your systems | — | ✓ | ✓ |
| Approved write-back | — | ✓ | ✓ |
| Scheduling-system integration | — | ✓ | ✓ |
| Introduced at Advanced | |||
| More sites and states | — | — | ✓ |
| Multi-stage release approvals | — | — | ✓ |
| High message volume | — | — | ✓ |
| Multi-site programme controls | — | — | ✓ |
| Build price | From $5,000 | From $8,000 | Custom quote |
- Final build price
- Confirmed after discovery based on integrations, workflow complexity, message volume, release controls and deployment requirements.
- Separate from build
- Build pricing is separate from recurring Agent Care, which covers managed monitoring, evaluations, incidents and verified improvements after launch.
What we need from you
What you bring, and what we build with it
Each input maps to a piece of build scope and a week in the delivery timeline.
You bring
We build with it
01Your consent records and where they are held
→Consent and channel-permission mapping
Week 102Your last term of class messaging
→Engagement baseline, consent binding and purpose classification
Week 203Your state contact rules and junior settings
→Consent, state-rule and junior-cohort mapping
Week 104Access to relevant APIs, feeds or exports
→Booking, messaging and member-app assessment, then integration setup
Week 205Messages you would not want sent twice
→Consent cases and failure-mode testing
Week 406What a nudge is never allowed to do
→Confidence scoring, hold routing, guardrails and consent controls
Week 307Named studio managers to release held sends
→Manager release workflow, then pilot and production validation
Weeks 5–6
Nothing else is required
Deployment, documentation and Agent Care handover are ours.
Delivery timeline
Four phases across six weeks
The bands sit on the weeks the work occupies, which is why the fifth carries two kinds at once.
Phase
W1
W2
W3
W4
W5
W6
- DiscoveryW1
- BuildW2 – W3
- EvaluateW4 – W5
- Pilot & LaunchW5 – W6
Week focus
W1Engagement workflow discovery, consent mapping and the automation boundary
W2Booking integration and the engagement baseline
W3Message workflow, confidence logic and consent controls
W4Evaluation suite, contact-rule checks and failure-mode testing
W5Messaging integration, a pilot term and targeted corrections
W6A term of classes filled under the studio team, then Agent Care handover
- Reading the band
- Each band stops where its work stops. The fifth week carries two kinds because it really does.
- At the end of W6
- The term closes the validation and Agent Care takes over monitoring.
- Duration
- Six-week plan shown · typical delivery 4–6 weeks depending on scope confirmed in discovery.
Next step · Sports & Fitness AI agent
Build an engagement agent around the consent you already hold.
Show us your class schedule, your consent records and who releases a send. Could you say today which members never consented to a promotional text, and which of them are juniors? Then we map the state rules, set the automation boundary and name what stays with a person.
- Typical delivery
- 4–6 weeks
- Deployment
- Your booking and messaging stack
- Staff releases
- Consent-scoped
- After launch
- Agent Care available
Nestack Agents · Community engagement
AGT-SF-05 · Agent Care available after launch