AI Chat Assistant for Tribe Fitness in San Francisco

Answers from the studio's own website

The assistant reads all 19 pages of tribefitsf.com, blog posts and member success stories included, exactly as a visitor sees them. It has no access to the wider internet, so it talks about Tribe and nothing else. Edit or publish a page and it picks up the change about a minute later, and every night it re-reads the whole site to be sure. We wrote about why this matters in AI that knows your business.

The studio's own facts come first

Opening hours, prices, current offers, policies and the details of each studio sit in one Business facts tab that the team fills in. Whatever is typed there wins, even if a page says something older. If a box is left empty, the assistant goes by what the website says, and if the website says nothing either, it offers to have the team confirm rather than guess. An offer carries an end date and quietly disappears once that date has passed.

Real photos, videos and a brochure inside the answers

Ask what the gym looks like and the assistant shows you. On top of what was already on the website, we added 68 photos and 13 videos from the studio's own social media archive, plus a before-and-after brochure. The photos arrived as about 700 MB of full-size files and went in at 15.8 MB, with the camera and location data stripped out. Every item has a short note on when it may be shown. Member results appear only when someone asks about results, and the nutrition slides are offered as general tips, never as a personal plan.

The assistant is not allowed to type a web address for a photo or video. It names an item from the studio's library with a short tag, and the website swaps the tag for the real file. A tag that matches nothing is dropped, so a made-up link can never reach a visitor.

Enquiries filed for the team

Some visitors would rather have a coach get in touch. The assistant asks for a name and either an email address or a phone number, all in one message, reads back a short summary, and saves it only once the visitor says yes. The team sees each enquiry in the WordPress admin: who it is, what they are interested in, which studio and time they prefer, what they are hoping to achieve, the page they were on, and a link to the full conversation. An email goes out at the same time, and one reply to it reaches the visitor.

A Book button for each studio

Any reply about training options, coaches, prices, offers or getting started ends with a Book button. The two studios keep separate free consultation calendars, so the assistant offers both buttons unless it can tell which studio the visitor means, because they named it, mentioned its neighbourhood, or asked about something only one studio offers. For class times it links to the class schedule instead.

Links that land on the right paragraph

A link to the top of a long page is only half an answer. The site had just 3 places a link could jump to, so we gave the assistant links that open the page and scroll straight to the heading the answer came from, with that heading highlighted. There are 102 of them, one for each heading across the 19 pages. In a browser that cannot do this, the link simply opens the page.

Settings the studio manages itself

Everything the studio might want to change is on one Chat Assistant page in the WordPress admin, split into tabs: Setup, Business facts, Videos, PDFs, Images, Website media, Rules, Enquiries and history, and Status. Adding a video, changing a price or switching the assistant off takes a minute and needs no developer. Conversations are kept for a year, and only admins can read them.

What it will not do

It gives no medical, injury, diet or supplement advice, and it promises nobody a result. Asked a health question, it says to check with a doctor first and, where it fits, mentions the studio's post-rehab and injury prevention training. A visitor who tries to talk it into new instructions gets nowhere, because it reads those messages as ordinary text. It will not accept card numbers or passwords, and each visitor gets 20 messages in 10 minutes and 60 in a day. The thinking behind these rules is in AI agent security.

A private preview before launch

Until the studio signed it off, only people with a private link, plus logged-in admins, could see the chat at all. The link carried a key that the website checked on every message, so even a cached copy of a page could not show the assistant to the public by accident. Going live was a single setting.

Accuracy over raw speed

We ran the same 20 test conversations through a faster, cheaper AI model. It answered 0.8 seconds sooner and cost about a twentieth as much. It also put the Book button on 36 of 80 replies instead of 48, linked to the exact section in 6 of 19 links instead of 19 of 26, stated one thing the website does not say, and saved an enquiry without asking the visitor to confirm it. The Book button is what turns a chat into a consultation, so the more careful model stayed.

The whole site, every time

Most chatbots keep a separate database of snippets and search it for the few that look relevant to each question. With 19 pages there was no need. The assistant gets the whole site with every message, so it always has the full picture, and there is no second copy of the content to drift out of date. Because the provider keeps the block cached, resending it costs very little.

Booking stays where it already works

The studio already had a consultation calendar for each location and a class schedule that worked. Rather than build a second booking system inside the chat, the assistant sends people to those. One calendar per studio, and no risk of a double booking.

Conversations stay on the studio's site

The AI provider is told not to store the conversations. They are kept on Tribe's own WordPress site instead, where only its admins can read them, so the studio, and not a third party, owns the record of what its visitors asked.