How Dynamic Fitness Uses AI to Save 180 Staff Hours and Turn Missed Calls Into 6X More Leads

Executive Summary

AI Results at Dynamic Fitness

Dynamic Fitness partnered with Replify to solve a clear gap in telephone inquiry capture and front-desk time. Within the two weeks of going live, Replify captured more telephone inquiry leads than the previous four months combined across all three locations.

Call volume no longer overwhelms the team. Staff immediately noticed that the phones stopped ringing nonstop, giving each club about two hours back every day to focus on members and cleanliness instead of repeating the same questions.

With consistent lead capture, Dynamic Fitness now sees every inquiry logged, tracked, and ready for follow-up. The shift created a level of reliability that the team had never been able to maintain with manual phone coverage.

Strategic Impact of AI at Dynamic Fitness

Replify now serves as a dependable front-line team member, delivering a consistent phone experience for every caller. Telephone inquiries are handled with the same accuracy and tone at all locations, removing the constant need to retrain new front-desk staff.

This consistency strengthened their core focus on the in-club experience. Team members spend more time greeting, cleaning, and supporting members, while Replify handles the repetitive phone traffic and captures every lead.

By eliminating missed calls and tightening telephone inquiry capture, Dynamic Fitness now sees a stronger return on advertising spend. Leads that previously slipped through are now converted into actionable opportunities, giving the team clearer visibility, better data, and a reliable foundation for future sales workflows.

About Dynamic Fitness

Dynamic Fitness opened its doors in October 2009 after founder Jared Williams discovered an unfinished club in Pearland and took a chance during the recession. The first day brought only seventy-three check-ins. Even so, the vision was clear. Build a community gym that stands for effort, improvement, and heart.

From those early roots, the company grew into a Houston staple. Between 2022 and 2024, membership rose from an eleven-thousand pandemic low to more than twenty-four thousand, all from only three locations. Each club improved, each team raised standards, and the culture settled into one principle. No shortcuts and no compromise.

A major part of that growth story is Ryan Ensmann. Ryan started at Dynamic Fitness at age eighteen as a group fitness instructor. He earned his personal training certification, then stepped into group fitness management. A few years later, he moved into marketing and helped shape the brand’s early identity.

After gaining experience across national brands, boutique studios, franchises, and agency work, Ryan returned to Dynamic Fitness to lead marketing once again. His perspective is both historical and practical. He understands the brand at street level and at the strategic level.

Ryan’s work centers on member experience, lead capture, retention, and clear communication across all three clubs. His belief in operational consistency led him to adopt Replify. His goal is simple. Support the company’s mission to become the best gym operator in Texas while keeping the experience clean and dependable for members and guests.

Dynamic Fitness views the next chapter as a chance to build something even stronger for the Houston community. The team sees this as the start of a much larger climb.

About Replify AI: 24/7 AI Sales and AI Customer Service

Replify AI gives multi-location operators a full AI sales system that captures every lead the moment it arrives. The platform guides prospects through telephone inquiries, gathers contact details, and moves them into clear next steps for tours, trials, and follow-up. This creates a dependable sales foundation that does not rely on staff availability.

Alongside sales coverage, Replify works as an AI receptionist across phone, text, chat, and email for every club in a network. It answers questions, routes complex issues, and provides instant responses at any hour.

All locations share one knowledge base, which keeps answers accurate and uniform. Updates take only a few lines and are reflected across the entire system.

Replify automates inbound questions, telephone inquiry capture, sales-ready lead flow, and outbound campaign calls for reactivation and nurture. Operators gain clean visibility into every inquiry and a reliable way to grow without additional front-desk labor.

The Sales and Customer Service Challenge at Busy Gyms

Dynamic Fitness faced a growing gap between inbound call activity and the number of leads captured each month. Despite steady call volume across all three locations, the team averaged only thirty telephone inquiries per month. Ryan could see hundreds of calls coming through their Google profiles and call logs, yet very few translated into leads or follow-up.

Staff were pulled in too many directions. Front-desk teams bounced between answering phones, cleaning equipment, greeting members, and handling daily tasks. Repetitive questions about hours, pricing, and schedules took time away from core experience standards such as cleanliness, friendliness, and results.

Younger team members also avoided phone work. Many kept their phones on silent in their personal lives and carried that habit into the workplace. This left large portions of call volume unanswered or answered inconsistently.

The gap affected the business financially. Dynamic Fitness invests heavily in advertising. But without reliable telephone inquiry capture, a large share of that spend never reached the sales process. Missed calls meant missed leads and slower growth, even though interest from the community remained high.

Ryan summarized the challenge in simple terms. The team needed a system that could capture every call, support experience standards, and give staff time back to focus on members instead of repetitive questions.

Exploring AI Customer Service and AI Sales at Gyms

When Dynamic Fitness began looking for a solution, Ryan moved quickly. He did not evaluate other AI platforms because Replify offered a low barrier to entry and a price point that made the decision simple. A competitor had approached him a year earlier with a cost nearly ten times higher. That alone made Replify the clear first step.

After a quick visit to the Replify website and a short exchange with the team, Ryan decided to sign up immediately. The goal was to improve telephone inquiry capture, remove missed calls, and create a reliable experience for every caller. Replify fit the direction Dynamic Fitness wanted to move toward: consistent communication at every location and a cleaner path from inbound call to sales-ready lead.

Onboarding Their AI Receptionist and AI Phone Agent

Once Dynamic Fitness prioritized the rollout, onboarding was a smooth process from start to finish, thanks to the support of Tyler Heagle, Dynamic Fitness's dedicated point of contact at Replify. The main barrier to set up was not the AI. It was the complexity of their CRM and the time required to make sure each workflow matched their sales process. Thanks to the expert knowledge of Tyler and great communication from Ryan, the system came together smoothly. The AI began handling calls as soon as the core knowledge base and routing were ready.

Ryan stepped into a power user role from day one. He reviews conversations daily, updates the knowledge base, and refines the agent’s responses so each location stays accurate and consistent. This hands-on approach gave Dynamic Fitness strong results early and a clear path for future expansion.

Expanding AI Usage and Unique Use Cases for AI Calling for Gyms

Dynamic Fitness began with inbound call automation across all three clubs. The AI now answers questions, captures telephone inquiries, and routes complex calls to staff. Ryan reviews conversations daily and updates the knowledge base so each location maintains accurate information.

The next phase focuses on outbound calling. Dynamic Fitness plans to use Replify for new lead follow-up, win-back outreach, and insurance or senior program campaigns. These campaigns have been difficult for staff to execute consistently, and Replify gives the team a way to reach large lists without pulling employees off the floor.

Ryan is also considering Replify for the website chat experience. With the volume of visitors hitting their pages from paid and organic channels, a reliable chat agent would support telephone inquiry capture and give prospects a fast path into the sales process.

This expansion path allows Dynamic Fitness to build a unified communication system that covers inbound and outbound touchpoints while freeing staff to focus on members in person.

The AI Results at Dynamic Fitness

Key Results of Replify AI at Dynamic Fitness

Replify delivered fast, measurable gains across all three locations. The numbers highlight a clear before-and-after shift.

Lead Capture Improvements

• 93 telephone inquiries captured in the first two-weeks - more leads captured in two weeks than the prior three months combined.

Operational Gains

• Noticeable drop in ringing within the first two days.
• Roughly two hours per day returned to each club.
• Time is redirected to cleaning, greeting, and in-club service instead of repetitive calls.

Sales Process Improvements

• Clean, consistent telephone inquiry data for reliable follow-up.
• Stronger handoff to sales with fewer gaps in information.

Experience Impact

• Staff interruptions reduced.
• Team able to maintain a stronger focus on their main pillar: a dependable in-club experience for members.

How AI Helped Dynamic Fitness Do More With Less

Replify gave Dynamic Fitness a consistent call experience across all three clubs. Every caller now receives the same tone, the same information, and the same clear path toward a telephone inquiry or next step. This consistency no longer depends on training new front desk hires or hoping someone is free to pick up the phone.

The AI also returned meaningful time to the team. Staff now spend more of the day on priorities that improve member experience. Greeting. Cleaning. Supporting the floor. Before Replify, these tasks were interrupted by constant phone activity and repetitive questions.

Ryan gained better visibility as well. Replify shows exactly what callers want, which questions repeat, and where adjustments improve call flow. This clarity did not exist before and now guides updates that improve communication across all clubs.

The AI reduced spam and time-wasting calls. The system filters low-value inquiries, leaving staff with the calls that truly need a human touch.

Since launch, Dynamic Fitness has not received a single customer complaint about the AI. For Ryan, that confirmed that Replify fit the experience he wanted callers to have.

The new foundation creates a clear path for growth. With inbound calls covered and telephone inquiries captured reliably, Dynamic Fitness can now expand into outbound sales workflows for follow-up, reactivation, insurance programs, and more.