Fitness AI agent · Lead conversion
Lead-Conversion & Sales Follow-Up AI Agent
Answer inbound enquiries, book tours and trials, and follow up only where the consent record allows it — then hand the lead to the named sales rep, who decides what is sold.
- Typical delivery
- 4–6 weeks
- Deployment
- Your stack
- Rep decides
- Consent-gated
- After launch
- Agent Care
What this agent does
Automates the reply, not the permission
In
- 01
Ingesting enquiries, consent records and provenance from supported CRM, phone and messaging channels.
- 02
Normalising channel identifiers and consent wording, and carrying each forward with its source.
Reason
- 03
Answering inbound enquiries from the timetable, the pricing card and club information.
- 04
Treating any AI voice call as an artificial-voice call that consent governs.
- 05
Checking where each lead's consent came from, and suppressing outreach it cannot support.
Decide
- 06
Flagging any consent record that is missing, stale or revoked in channel.
- 07
Routing each enquiry to the named sales rep for handover.
Out
- 08
Retaining the consent relied on, the message sent, the opt-out and the handover per lead.
- 09
Execute write actions only inside the approval boundaries agreed during implementation.
Product statement
The agent answers and books; the named sales rep decides what is sold, and the operator stays responsible for the consent.
Example workflow
One enquiry, arrival to handover
- 1Enquiry receivedWeb form, class-booking page, phone call, text or social message
- 2Consent checkedSource, wording and date of the consent on record, and any revocation in any channel
- 3Reply preparedAnswer, tour and trial options, flagged lines and confidence
- 4Controls appliedConsent-record checks, DNC and suppression scrubs, local-time windows, frequency caps and confidence threshold
No human action required
Stages 1 to 4 run unaided, and no outbound contact is made at any of them — the agent is answering, and the rep's lane opens at the confidence gate.
Goes to the named sales rep to take over.
Adds a consent review first.
Sales handover
The lead is held with its consent record, its flagged lines and the confidence.
Accept · Amend · Send to consent review
Accepted — the rep has the lead
- 6Sales systems updatedOnly where write access and approval policy allow it
- 7Outcome evaluatedReply accuracy, opt-out handling, consent exceptions and corrections made after sending
Amendments
Each rep amendment is counted in the evaluation.
What should not run autonomously
Human approval stays in control
Outside the boundary — human approval required
8 items
- Outbound contact where no consent record exists.
- Contacting a lead who has revoked, in any channel.
- Quoting a price or term not on the published card.
- Enrolling a lead in a membership or a recurring charge.
Automation boundary
Agent acts unaided
- ✓Reply to an inbound enquiry from the club's published information.
- ✓Book a tour or a trial visit in the slots held open.
- ✓Answer documented questions on hours, classes and kit.
- ✓Check the consent record before any outbound step, and hold the rest.
Any outbound step runs inside the boundaries agreed at implementation, behind the consent record.
- AI-voice calls without documented written consent.
- Treating a purchased lead's consent as verified.
- Serving statutory contract or health-club notices.
- Changes to consent, window or handover rules.
Example output
One enquiry, annotated
Everything the agent sends is attached to the consent it was sent under.
Lead-response output · single enquiry
Illustrative example- Lead
- Timetable enquiry
- Drafted reply
- Answered the class-timetable question and offered two tour slots
- Consent on file
- Written, web form
- Source of record
- Enquiry form on file
- Confidence
- 91%
- Channel
- Reply in the channel it arrived on
As received
Taken from the enquiry and the consent record it arrived with — nothing here is written by the agent.
Consent evidence
- Web-form consent capture
- Channel and timestamp
- Opt-out history
Why this reply
It answers what was asked and books inside the consent — the line the rep weighs.
What the score decides
Below the configured threshold the reply picks up a consent review before it reaches the rep.
Action
AcceptAmendSend to consent reviewValue
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 enquiry
From the enquiry channel
Reply from the record
Draw on the club's published information and the consent captured with the enquiry.
Answer fast, inside the consent
Routine questions about hours, classes and tours are answered as they arrive.
Stop where the consent stops
Missing, stale or revoked consent suppresses the outreach and puts the lead in front of a rep instead.
Build an evidence trail
The enquiry, the consent record it relied on and the rep who took it over stay together.
Integrations
Typical integrations
Five system groups connect to the same agent. Which of them are in scope is decided in discovery.
Club management systems
- Mindbody
- ABC Glofox
- Zen Planner
- Club Automation
Sales CRM
- Salesforce
- HubSpot CRM
- Pipedrive
- Zoho CRM
Messaging and voice
- Twilio
- SMS gateway
- Voice and IVR routing
Agent
Lead conversion and follow-up
- Reads the consent
- Answers the enquiry
- Hands to the rep
Consent and suppression
- DNC
- opt-out log
- Consent-record store
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 lead
Each layer contains the next. What gets past the set is listed in the map below.
L6 · Outermost — last line of defence
Inward → L1 · closest to the model
- L1 – L2
- Test whether a message may go
- L3
- Puts the handover in a rep's hands
- L4 – L5
- Keep the enquiry and the permission it rested on
- L6
- Reduces to reply-only when signals degrade
How Nestack evaluates it
Evaluate the follow-up workflow — not only the reply that went out.
Coverage runs the whole depth of the workflow, and every layer is cut by slice.
Surface — the message the lead receives
- E1Final-output evaluationDid the reply answer what was asked, from documented information?
- E2Step-level evaluationDid the agent read the right lead, the right consent and the right rules?
- E3Tool evaluationDid an opt-out suppress the lead in the channel it arrived on?
- E4Confidence calibrationDo low-confidence replies actually attract more rep amendments?
- E5Slice evaluationHow does performance change across specific lead sources?
- E6Business outcomeHow many replies needed a rep amendment or a correction after sending?
Floor — the exposure the operator carries
Failure modes
Where each failure originates in the agent
Seven failure modes, each placed where it first appears.
Agent lifecycle
Direction of processing →
01 · Retrieval
1 mode
- LM-03
Superseded consent read
The consent returned is older than the lead's opt-out.
Stage gathers
Enquiry, consent record, opt-out list and club facts
02 · Reasoning
2 modes
- LM-04
Vacatur read as consent
A removed restriction is read as a removed consent requirement.
- LM-06
Opt-out treated as pending
A revocation is queued as though the duty were not yet in force.
Stage proposes
Reply, tour options, flagged lines and confidence
03 · Tool / write
2 modes
- LM-02
Contact outside the window
A message goes at a local time the state does not allow.
- LM-05
Reply sent to the wrong lead
An answer lands on another enquiry's thread.
Stage writes
Only where write access and approval policy allow it
04 · Output
1 mode
- LM-01
Term quoted off the card
A price or term is stated that the published card does not carry.
Stage returns
The reply the lead reads and the rep answers for
05 · Change / Version
1 mode
- LM-07
Silent outreach regression
A model or rule change widens who the agent will contact.
Stage tracks
Model, prompt, consent rules and window config
- Sev-1 · contact sent outside the consent
- Sev-2 · a wrong statement reaches the lead
- Sev-3 · source degrades, lead routes to review
Affected slices
Overall response quality can hide one lead source
Break the amendment rate down by lead source before you read it in total. Over every enquiry it looks small; concentrated in the sources whose provenance is thinnest, it does not.
Slice performance — reported separately, not only in aggregate
Illustrative example| Slice | Failure rate | Lift | Lift vs. threshold | Status |
|---|---|---|---|---|
| Purchased and aggregated leads | 5.1% | 3.5× | Review | |
| Shared comparison-form leads | 3.0% | 2.1× | Review | |
| Reactivated lapsed enquiries | 2.3% | 1.6× | Watch | |
| Leads from the club's own forms | 1.3% | 0.9× | Normal |
Bar: amendment-rate lift vs. the all-lead baseline · scale 0–4.0× · tick marks the 2.0× review threshold
2 of 4 slices over threshold
Evidence-linked improvement
Each cycle ends with one more case
Nothing closes because it was understood. It closes when the next release has to pass a case, and that suite is what the next reply out is measured against.
Improvement cycle · five stages
Switchback — the path turns at Improve and returns at Learn
- 01
Detect
Amendments and post-send corrections rise in one lead source.
- 02
Diagnose
If the consent record was wrong, the reply was wrong before it was written — so both are read.
- 03
Improve
Changes ship against a version with the conversations that caused them.
- 04
Verify
A failing case blocks release until it clears.
- 05
Learn
The case is permanent, and the outreach rules move with it.
Learn → Detect
The return edge. The next detection 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, sources, response workflow, evaluation, integration, then production validation and handover.
Workstream
Week 1Week 2Week 3Week 4Week 5Week 6
- 01Enquiry workflow discovery and boundary definition.Week 1
- 02CRM, telephony and messaging assessment.Week 1, Week 2
- 03Consent, calling-window and state mini-TCPA mapping.Week 1, Week 2
- 04Enquiry ingestion and consent normalisation.Week 2
- 05Response logic and consent binding.Week 2, Week 3
- 06Confidence scoring and handover routing.Week 3
- 07Sales handover workflow.Week 3, Week 4
- 08CRM and messaging integration.Week 5
- 09Consent-path regression cases.Week 4, Week 5
- 10Guardrails and outreach 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 lead source | ProductionProduction lead volume | AdvancedMultiple sites / brands |
|---|---|---|---|
| Introduced at Pilot | |||
| Replies from your published information | ✓ | ✓ | ✓ |
| Sales-rep handover | ✓ | ✓ | ✓ |
| Response-quality baseline | ✓ | ✓ | ✓ |
| Introduced at Production | |||
| Reporting by lead source | — | ✓ | ✓ |
| Handover workflow in your CRM | — | ✓ | ✓ |
| Approved write-back to the CRM | — | ✓ | ✓ |
| Sales-CRM integration | — | ✓ | ✓ |
| Introduced at Advanced | |||
| Multi-state rule sets | — | — | ✓ |
| Multi-stage sales approvals | — | — | ✓ |
| High enquiry volume | — | — | ✓ |
| Multi-site sales controls | — | — | ✓ |
| Build price | From $5,000 | From $8,000 | Custom quote |
- Final build price
- Confirmed after discovery based on integrations, workflow complexity, transaction volume, approval 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 enquiry channels and the consent captured on each
→Enquiry workflow discovery and boundary definition
Week 102Representative answered enquiries
→Response baseline, source binding and disclosure wording
Week 203Your published membership card and club information
→Consent, calling-window and state mini-TCPA mapping
Week 104Access to relevant APIs, feeds or exports
→CRM, telephony and messaging assessment, then integration setup
Week 205Follow-ups that should not have been sent
→Consent cases and failure-mode testing
Week 406Where follow-up must hand over to a person
→Confidence scoring, handover routing, guardrails and outreach controls
Week 307Named sales reps to take leads over
→Sales handover 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
Each band covers the weeks it genuinely occupies, so the fifth week holds two kinds of work.
Phase
W1
W2
W3
W4
W5
W6
- DiscoveryW1
- BuildW2 – W3
- EvaluateW4 – W5
- Pilot & LaunchW5 – W6
Week focus
W1Enquiry workflow discovery, consent mapping and the automation boundary
W2Channel integration and the response baseline
W3Response workflow, confidence logic and handover controls
W4Evaluation suite, consent checks and failure-mode testing
W5CRM integration, pilot enquiries and targeted corrections
W6A live enquiry queue worked under the sales team, then Agent Care handover
- Reading the band
- Each band covers the weeks its work is named in, and no others. The week 5 overlap is real, not padding.
- At the end of W6
- Live enquiries close the validation and monitoring moves to Agent Care.
- Duration
- Six-week plan shown · typical delivery 4–6 weeks depending on scope confirmed in discovery.
Next step · Fitness AI agent
Build a lead-conversion agent around the consent you already hold.
Show us your enquiry channels and who takes a lead over. If you can show us where each lead's consent came from, we'll map the follow-up, set the automation boundary and name what stays with the rep.
- Typical delivery
- 4–6 weeks
- Deployment
- Your CRM and phone system
- Rep decides
- Consent-gated
- After launch
- Agent Care available
Nestack Agents · Lead conversion and sales follow-up
AGT-SF-07 · Agent Care available after launch