The Studio OS for CrossFit and functional fitness gyms.
New leads, members mid-onboarding, coach payroll, and every dollar your gym touches — Xyzios reads it through the day and hands you a ranked call sheet and the drafted save notes before the 6am class.
How do CrossFit and functional fitness gyms grow with Xyzios?
Boxes rarely have a lead problem — they have a follow-up problem and an onboarding problem. Xyzios ranks every trial for same-day contact, watches new athletes through the first weeks where retention is decided, and keeps coach payroll honest against revenue — with the call list ranked every morning so follow-up stops depending on whoever is between classes.
Your coach knows who isn’t coming back before the numbers do.
The on-ramp is where a box’s year gets decided. Six or eight people start Foundations together, and within the first weeks the coach can already tell you who’s going to make it: who asks questions, who shows up at 6am without being asked, who’s quietly scaling everything and looking at the door. The coach knows. The problem is that what the coach knows lives in the coach’s head, and the owner finds out when the membership goes to “on hold” three months later.
The Studio OS keeps each on-ramp cohort together and watches every new athlete through the first weeks against the cohort’s pace — attendance, the gaps between visits, the first missed week — and puts what the coach already sees on a board the owner can act on. The new athlete whose first week went quiet gets a first-week warning on the board, and for the member who’s fading the AI staff drafts the check-in, from your studio’s own address, and queues it for approval. It’s the same conversation the coach would have had — just not left to whoever is between classes.
It also forces the question a box has to answer before it can count anything — what is a member? Is the Foundations athlete one yet?
The pain
Members who ghost right after onboarding. Coach payroll climbing faster than memberships. Leads that came in hot on Monday and never got a call by Friday.
What Xyzios does
Ranks every new lead and trial on a daily call sheet, counts the intro-to-member funnel, watches every member for the post-onboarding fade, tracks payroll ratio against revenue, and drafts the follow-ups for you.
What changes
Follow-up stops depending on whoever’s at the desk. Retention risk shows up in days, payroll stays inside the band, and growth gets a mapped path.
Running on Mindbody or Mariana Tek? See exactly what Xyzios adds on top.
More members. More revenue. More growth.
Analytics only earn their keep when they change what you do next. Here is where the numbers point for CrossFit and functional fitness gyms.
The on-ramp is the funnel. Trial and on-ramp cohorts are followed to membership, and everyone who tried a class and went quiet is on a ranked call sheet.
Coaching is the biggest cost. Labor as a share of revenue is tracked against your target, each class is measured against an estimated break-even headcount, and failed payments are followed up.
Athletes who keep their rhythm stay. Attendance against each member’s own baseline flags the fade early, and 90-day retention shows whether onboarding is working.
Recreations · demo data
The numbers that run CrossFit and functional fitness gyms — with their definitions.
Every number in the studio, on your definitions.
More than 250 numbers across ten departments, for one location or every location, over seven time windows. You decide what counts: whether a freeze is churn, whether a paid-in-full pass is a member, how long a lead has to convert.
The systems CrossFit and functional fitness gyms already run.
Nothing to rip out and nothing to migrate. Connect your booking platform and the core boards are live; every source after that adds its own numbers to the same boards.
Booking platformMindbodyMembers, memberships, classes, visits, intro offers and new accounts.
Booking platformMariana TekMembers, memberships, classes, visits, intro offers and new accounts, as they happen.
MarketingGoogleAd spend and leads, website traffic, your rating and reviews, and how people find you in local search.
MarketingMetaAd spend, leads and cost per lead, plus Instagram reach and engagement.
MoneyQuickBooks OnlineRevenue, expenses and net by month, so the boards stop at profit instead of sales.
MoneyFintaDeposits from your bank, including partner payouts that land weeks after the class.Logos identify each integration and belong to their owners. Xyzios is an independent product; it works with Mindbody and is an approved Mariana Tek integration.
The list is ready before you are.
Open the board and the work is already sorted: who is slipping and why, which intro offers are about to end, and the notes waiting for your approval. Nothing reaches a member without you.
- Each member judged against their own normal, not an average
- Drafts in your studio’s voice, sent from your studio’s own email
- Every dollar that comes back, logged and dated in the ledger
Recreation · demo data
The work Xyzios drafts for CrossFit and functional fitness gyms.
What CrossFit and functional fitness gyms ask first.
How do I grow a CrossFit gym?
Fast follow-up, onboarding retention, and cost per new member decide most of it. Xyzios ranks the daily call sheet, warns on a quiet first week, puts cost per new member on one live dashboard, flags what’s slipping, and drafts the follow-up work for the owner to approve.
Does Xyzios replace my gym management software?
No. Xyzios connects to the booking and management platform you already run and sits on top of it as the Studio OS. Your booking platform stays the system of record.
What does the AI staff actually do for a gym?
It drafts the daily grind for you — win-back messages for fading members, payment-recovery follow-ups, review replies, and your Monday brief. Everything member-facing waits in an approvals inbox until you say send.
How fast should I follow up with a CrossFit trial?
Same day. Trial enthusiasm decays fast, and the follow-up that happens "when someone gets a minute" is the one that quietly never happens. Xyzios puts every trial on a ranked call list the morning after they book, so the first call never waits for a free minute.
Can Xyzios track coach payroll against revenue?
Yes — payroll hours land next to revenue as a monthly share, so the biggest line on a box's P&L is watched like one, and creeping class costs surface before quarter-end.
Where does Xyzios get its data for CrossFit and functional fitness gyms?
From the systems you already run. Your booking platform, Mindbody or Mariana Tek, supplies members, memberships, classes, visits, intro offers and new accounts. Google and Meta add ad spend and leads; Google reviews and your Business Profile add local search; website analytics and Instagram add traffic and reach; and QuickBooks Online or a bank feed adds the books. A source you have not connected is simply absent from the boards, never shown as zero.
Every number, one screen. The studio grows.
Every number, one screen·An AI staff that never stops·Nothing sends without you