AI-Powered Fitness Facility Management for 14,000+ Members

Unifying Member Mgmt, Personal Training, Group Fitness & HR Across a Multi-Location Health Club

App: Peak AI Engine | Industry: Fitness / Health Club Operations | Client: Peak Health & Wellness — Snap Health Clubs franchisee (Peak Great Falls #127 and West Bank Landing #128) | Company size: 14,000+ members across two Montana locations | Duration: Multi-month iterative build, continuous feature additions

Summary

An all-in-one AI-powered fitness facility management platform that unifies member management, personal training, group fitness, HR, and operations into a single intelligent system.

The Challenge

Peak Health & Wellness was juggling fragmented tools — ABC Financial for billing, FitPro for personal training, Snap Health Clubs systems for member data, separate spreadsheets for HR, training, and challenges. Staff spent hours manually pulling reports, churn risk was reactive instead of proactive, and there was no centralized way to query operational data or manage documents.

Our Approach

• Built a dual-mode AI assistant powered by GPT-4o-mini (internal database queries) + Perplexity (internet search) for staff use
• Created a Pinecone vector database (peak-fitness-docs-v2 with llama-text-embed-v2 embeddings) for semantic document search across the company knowledge base
• Developed custom analytics for member churn risk scoring, retention probability, engagement scoring, and body-composition trend analysis
• Implemented AI-powered name matching (heuristic + LLM) for linking imported challenge participants to member records
• Integrated ABC Financial API for billing/member sync, FitPro API for PT data, and Stripe for payments
• Added Microsoft MSAL SSO + custom email/password auth with role-based permissions across 8 module types
• Shipped a React 18 + TypeScript + Wouter + TanStack Query + shadcn/ui frontend on a Node + Express + Neon Postgres backend
• Designed a React Native / Expo companion mobile app (32+ screens planned)

Outcomes & ROI

• 14,000+ — Members Managed: Across 2 locations in a single unified system
• 30+ — Unified Modules: Pages and modules replacing what was previously 6–8 separate tools
• 9 → 5 — PT Reports Consolidated: PT Reporting pulls from 9+ source tables into 5 dense report tabs (previously hours of manual Excel)

Lead CRM with embeddable AI chatbot enables 24/7 lead qualification with sentiment analysis and intent detection. Year-end awards across 9 categories automated from raw session/revenue data.

Technologies Used

GPT-4o-mini, Perplexity AI, Pinecone vector DB, ABC Financial API, FitPro API, Stripe, Microsoft MSAL SSO, React 18 + TanStack Query, Neon Postgres + Drizzle, Expo React Native

Key Takeaways

1. Dual-mode AI assistants (internal data + internet search) are dramatically more useful than either alone — staff don't have to choose 'which AI tool' for a given question
2. Pinecone semantic search collapses document lookup time from minutes to seconds and is the highest-leverage knowledge-base upgrade for any operations team
3. Predictive churn risk scoring shifts retention from reactive ('they cancelled, why?') to proactive ('these 50 members are at risk, intervene now')

Frequently Asked Questions

How does the AI churn-risk model work?

It scores members on engagement, visit frequency, billing health, and PT/group fitness participation, then surfaces a ranked list of at-risk members so staff can intervene before cancellation rather than after.

What's the AI assistant's dual-mode capability?

It can answer questions from the internal database (member counts, PT revenue, churn lists) or switch to Perplexity-powered internet search for general queries — staff don't have to leave the app.

How are PT reports generated?

PT Reporting pulls from 9+ source tables into 5 dense report tabs that render instantly. What used to take hours of manual Excel work is now a single click.

Related Services

• AI Strategy
• Machine Learning
• Data Analytics

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