Customer support · Production

F45 and FS8 multi-location owner scales customer service and sales with Replify AI receptionist

The problem

A lean admin team managing multiple boutique fitness studios faced relentless inbound call volume that was mostly spam, complaints, and billing disputes, driving burnout and high turnover in the phone role. New leads went uncontacted for hours, killing conversion in a market where motivation is fleeting.

First attempt

A dedicated full-time employee managing calls proved unsustainable due to the emotional toll of constant complaints and spam. Evaluated AI phone alternatives — including GoHighLevel's built-in capability and other AI vendors — were either too generic for boutique fitness workflows, inaccessible for demos, or felt impersonal.

Workflow diagram · grounded in source
1
Inbound call arrives
trigger
“The AI answers every inbound call across all six studios”
2
AI fields inquiries
ai_action
“It fields questions about hours, membership options, trial availability, pricing, class schedules, and general inquiries”
3
Route or resolve
routing
“Calls that require human attention are routed to staff. Everything else is handled by the AI, including spam, solicitations, and robocalls, which no longer reach the team.”
4
Outbound speed-to-lead
ai_action
“The AI calls every new lead as soon as it comes in. There is no lag, no waiting for someone on the admin team to get to it.”
5
Lead qualification
ai_action
“The AI acts as a first-pass filter, making the outbound call, assessing whether the lead is real, and surfacing only the qualified opportunities for follow-up”
6
Qualified leads to team
output
“the team can review call logs and focus follow-up energy on the leads that are actually qualified”
Reported outcome

Replify's AI handles 300 to 500 calls per month, saving an estimated 20+ staff hours monthly.
Every new lead receives instant first contact, team burnout from complaint calls is eliminated, and brand messaging is consistent across all locations.

Reported metrics
calls handled by AI per month300 to 500
Staff hours saved monthly20+ staff hours monthly
customer complaints about AI experienceZero customer complaints about the AI experience
Speed-to-lead gap eliminatedinstant first contact, eliminating the hours-long gap
Show all 5 reported metrics
calls handled by AI per month300 to 500
staff hours saved monthly20+ staff hours monthly
customer complaints about AI experienceZero customer complaints about the AI experience
speed-to-lead gap eliminatedinstant first contact, eliminating the hours-long gap
team shielded from complaint call burnoutcompletely shielded from repetitive complaint calls and spam
Reported stack
Replify
Source
https://www.replify.ai/case-studies/f45-and-fs8-multi-location-owner-scaled-customer-service-and-sales-with-ai-receptionist
Read source ↗

Frequently asked questions

What did this team achieve with this AI workflow?

Replify's AI handles 300 to 500 calls per month, saving an estimated 20+ staff hours monthly.

What tools did this team use?

Replify.

What results were reported?

calls handled by AI per month: 300 to 500; Staff hours saved monthly: 20+ staff hours monthly; customer complaints about AI experience: Zero customer complaints about the AI experience; Speed-to-lead gap eliminated: instant first contact, eliminating the hours-long gap (source-reported, not independently verified).

What failed first in this deployment?

A dedicated full-time employee managing calls proved unsustainable due to the emotional toll of constant complaints and spam.

How is this customer support AI workflow structured?

Inbound call arrives → AI fields inquiries → Route or resolve → Outbound speed-to-lead → Lead qualification → Qualified leads to team.

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