Their leads were sitting in a list. Nobody had time to call.
Aspire is a gym in Forlì. They were buying ads, collecting leads, and then losing them — because calling people back is a job, and the front desk already had one. We gave them a voice agent that makes the calls, and a dashboard that finally shows them their own business.
- Sector
- Fitness · single site, Forlì
- Built as
- CTO, Prisma Group
- Shipped
- 2026 · live on their domain
- Build window
- 2 weeks
- Their site
- aspirecustomfitness.it
Two problems that turned out to be the same one.
The first was the leads. Meta ads were bringing people in, the names landed in a list, and the list grew faster than anyone could work it. A lead that is three days old is a stranger; a lead that is three weeks old is noise. The front desk knew this and still could not get to them, because they were busy running a gym.
The second was the numbers. Aspire had actually built themselves a dashboard — an HTML file, put together with Claude, opened locally, updated by hand. It worked, which is the interesting part. But it lived on one laptop, only one of the two owners could use it, and updating it was a chore somebody had to remember.
Underneath both sat the same fact: every piece of the business needed a human to carry it from one place to another. And there was a deadline nobody chose — their gym software, Sport Club, was at risk of being shut down, and the history in it was not going to be migrated anywhere.
The history was the urgent part.
Before anything else, we asked for a full export of the five Sport Club spreadsheets. Not because we needed them to start designing, but because a system that might be switched off at any moment was holding years of data that had no copy anywhere.
That reordered the project. Week one stopped being about dashboards and became about getting the data somewhere safe and readable. The charts could wait; the history could not.
On the calling side, the finding was about honesty. An agent that pretends to be a person gets found out and does damage. An agent that is plainly an assistant, that books a free trial and hands anything else to a human, does the job. So we scoped it hard: call, be clear, book the trial, escalate everything else.
Two weeks, in two halves.
We gave a realistic date of two weeks and a hard ceiling of four. It went out on the realistic one.
- 01
Week one — the data
Read the structure of the five exports, build the database that holds them, get the server and the address ready, put the login page online. Then the upload: drag the five files onto the page and watch them land in tables you can check.
- 02
Week one — proof before polish
Before a single chart existed, the owners could log in from a phone and read their own numbers as plain tables. Getting agreement that the figures were right came first, because a beautiful chart over wrong data is worse than no chart.
- 03
Week two — the dashboard
Every view from their HTML original, rebuilt online: takings, revenue, members, packages, attendance, advanced KPIs, dormant clients, lifetime value and renewals, occupancy, year-on-year comparison. Built for the phone as much as the desk.
- 04
Aira, inbound and out
Two voice agents on a real phone number. One answers when the gym is called. The other works the lead queue, up to three attempts per person, and stops when it reaches someone or runs out of tries.
- 05
Booking that lands somewhere
A booked trial is written into the gym's CRM calendar, not into a transcript nobody reads. The lead's row updates with the attempt count, the outcome, and the date that got booked.
- 06
The queue that works itself
Leads that have never been called sit in an automatic callback queue, oldest first, and the campaign picks them up on its own. Nobody has to start it in the morning.
One login, the whole gym behind it.
The dashboard is at dashboard.aspirecustomfitness.com and updates itself every time we change something. Leads, members, packages, payments, attendance, renewals, occupancy, dormant clients, and the voice agent's own results all sit behind the same login.
The lead table shows the thing that matters most plainly: where each person came from, how many times the agent has tried, what happened, and whether a trial got booked. The screen below is a real month — twenty-seven new leads, every one of them worked by the agent, none by hand.
The list works itself now.
Ads run, leads arrive, the agent calls them, trials appear in the calendar, and the owners read the result from a phone. The front desk went back to being a front desk.
Everything is on accounts in Aspire's name — the server, the database, the phone number, the AI accounts. The gym owns the system it runs on.
Read off the live dashboard, September 2026.
The gym did not hire a receptionist. It stopped needing one for the calling.