AI assistant

Once turned on, the assistant appears as “Assistant” in the admin menu, with its conversation history, and as a round button with the easygym mascot in the bottom right corner of every admin screen. It opens a floating chat window, so you can ask without leaving the page. “Open full page” moves a window conversation to the full screen.

You ask in English or Russian, and the answer comes in the language of the interface. The model changes nothing, sends nothing and charges nothing. It can prepare a message draft, and a person on your team reviews and sends it from “Inbox”.

The “Assistant” page and the chat window open with “Found today”: short cards with real numbers. The database counts them, not the model, so the cards use no questions from the monthly limit and stay visible when the limit is used up. The assistant looks for six things:

• Overdue payments: clients with a charge still unpaid after its due date, and how much of it is overdue.
• Failed card payments: clients whose card charge did not go through and who still owe the amount.
• Memberships without auto-renewal that end within 7 days.
• Regulars who stopped coming: at least 6 check-ins in the 8 weeks before, none in the last 14 days, and a valid membership. If the membership was paused during those 14 days, the person is not counted.
• New members who have not come yet: their first membership started 5 to 30 days ago, and there has been no check-in since.
• Half-empty classes today and tomorrow: less than half the places booked, no waitlist, open to clients and starting at least 2 hours from now. At most the two nearest are shown.

• The number on a card is the total of the screen it opens. “Open the list” leads to “Revenue” → “Debtors” with “Overdue” or “Payment failed”, to the “Members” worklists, or to the class card.
• “Hide for a week” hides a card for you only: your colleagues still see it.
• On cards about people, when some of them are already in a draft, the card says how many. It disappears once all of them are in an open draft or in one sent within the last 7 days. A discarded draft brings them back.
• A half-empty class card works differently: a class gets one invitation, so the card disappears as soon as the class has a draft waiting in “Inbox” or one sent within the last 7 days, however many people are in it, and it never shows how many are already in a draft. A discarded draft brings it back.
• When nothing is found, the assistant says so and lists what it checked.
• Each person sees only the cards their rights allow: money cards need access to “Revenue”, and a manager sees only their own branches.

Each card has one button for a letter to its people, depending on the situation:

• “Write a draft” asks the model in the chat. It counts as one question from the monthly limit. Under the answer comes a draft card with the text in each language your club writes in, and “Move to the inbox” puts it up for review.
• “Draft from the template” appears when the monthly limit is used up. The draft is made from the built-in letter for this case, without the model and without using a question. The same option appears under the error if a “Write a draft” turn fails.
• “Continue in the inbox” appears when a draft for this card is already waiting, so a second one is not started.

Nothing is sent from the chat. The draft waits in “Inbox” under “Waiting for review”, where someone on the team edits the text, removes people and sends it or discards it.

What the model gets for a draft

• How many people the letter is for, up to five labels such as [K1] with a plan, an amount or days without a visit, the languages to write in and the placeholders this letter allows. No names, phone numbers or email addresses.
• The model writes the text with placeholders. The name, amount, date and other details are filled in by the system for each person when the letter is sent.
• A text that names a person, contains a link, an address or a figure of its own, or uses a placeholder this letter cannot fill, is not used: the letter template takes its place, and the draft card says why.
• The recipients never pass through the model: the server counts them again when the draft moves to the inbox.

1. 1Open “Settings” → “Assistant”. Only the club owner or an administrator can change this.
2. 2Press “Turn the assistant on”.
3. 3The same tab shows “Used this month” against the “Monthly limit” and exactly what goes to the model.

• The owner, administrators and branch managers can use it. A manager gets answers only for their own branches, and the answer says so.
• Each question is answered only from data the person may see: without rights to money, debts and payments stay out of the answer.
• Coaches and the front desk don’t get the assistant.

• Members: how many active clients, new ones and those holding a valid membership, by branch.
• Retention: the same KPO metrics as the “Analytics” screen, with their colour zones, and how the base moved week by week or month by month.
• Money: accrued and received for a period, split by kind of sale, plan, branch, day or month, compared with the previous period or the same period last year; outstanding debt and who owes it.
• People to act on: what needs attention today or this week, members who pay but stopped coming, memberships expiring in the next days.
• One person: their memberships, debt, visits, bookings and tags, when you pick them with “@”.
• Classes: visits and peak hours, bookings, cancellations and no-shows, fill rates and half-empty classes, the schedule with free places, which plans sell.

Examples

• How many active clients do we have?
• Who owes more than 700?
• Which classes are half empty this week?
• Compare this month revenue with last month by branch
• Whose membership expires in two weeks?
• What is the churn and quick ratio over the last 30 days?

• The assistant decides which data to read, and every number comes from your club’s database. If there is no data for the period, it says so instead of guessing.
• “How this was calculated” under the answer shows which data was read and for which period.
• A button under the answer opens the same list in the admin, such as “Open the debtors in Finance”, already filtered for the same period, branch and order. The server builds this link from the numbers it just calculated, so the list always matches the answer, and you can fix data right there.
• Follow-ups like “and last month?” are calculated afresh. Mark answers “Useful” or “Wrong”, and use “Copy” to paste an answer elsewhere.
• On a member card, “Brief on this client” opens the assistant with that person already picked.

The assistant needs numbers, not people. Names, phone numbers, email addresses, check-in codes, notes and dates of birth stay in easygym. In the request a person becomes a label such as [K1], and your browser puts the name back, only for staff allowed to see that client.

• What leaves: amounts, dates, counts, names of branches, plans and classes, counts and amounts by gender and age group (age is counted in easygym from the date of birth, and never for one person), for a question about one person their tags and engagement score, and for a message draft the facts listed above.
• The request goes to an external language model that does not store requests and does not train on them.
• A conversation is visible only to the person who asked, and conversations are deleted after 90 days.