Most of what you want to know about your gym is already in BTWB. The problem has never been that the number doesn’t exist. It’s that getting to it means remembering which report holds it, filtering it down, and doing that again next month.
As of the September 26 release, you can skip that. Connect an AI agent to BTWB and ask in plain language — “how did revenue in June compare to May?”, “who hasn’t checked in for three weeks?” — and it goes and looks.
Two connectors, two jobs
BTWB Org → Coaching is about people’s training and health. A client’s logbook, their benchmarks and PRs, their fitness-level and imbalance reports, their badges, their weigh-ins and injuries, their meals and macro targets, and the programming tracks they follow.
BTWB Org → Operations is about running the business. The roster, memberships and churn, upcoming charges, revenue and MMR, the class and appointment schedule, attendance, the pro shop, signed waivers, locations, and the WOD board and leaderboard your screens show.
Both act for one gym at a time, and only for staff of that gym. Each connector can tell the agent who you are and which gyms you’re allowed to act for, so if you’re staff at more than one, it knows to ask which one you mean.
What you can ask
Start with the one-off questions — the ones you’d otherwise go build a report for:
- “How many active, past due, and paused clients do we have right now?”
- “Whose membership expires in the next 30 days, and on which plan?”
- “Which members are closest to a new back-squat PR?”
- “Summarise Sarah’s last eight weeks — sessions, PRs, and anything she’s flagged as an injury.”
- “What’s our churn rate, and what’s the average member age?”
- “Who still hasn’t signed the current waiver?”
Date-based answers use your gym’s own time zone, so “last week” means last week where you are, not where a server is.
Ten ways to put your gym on autopilot
One-off questions are the easy win. The bigger one is the work you already do on a rhythm — the Monday call list, the month-end numbers, the payroll prep — that quietly eats a morning every time it comes round.
Write each of these once as a standing prompt. Some agents will run them on a schedule and hand you the answer; with the rest you paste and run. Either way you stop rebuilding the question every month.
- Monday: who to call this week. “Give me everyone past due, everyone whose membership ends in the next 30 days, and anyone who cancelled last week — with their plan and last visit.” One list, already in the order you should work it.
- The quiet-member check. “Who trained at least twice a week last quarter and hasn’t been in for three weeks?” Catches people while they’re drifting, not after they’ve cancelled.
- Month-end numbers, in one message. “Revenue, MMR, churn, new and cancelled memberships, and average member count for last month, against the month before.” The update you send your partner or your board, without building a single report.
- Birthdays and anniversaries. “Who has a birthday next month, and who hits a membership anniversary? Draft a short note for each.” Retention that runs off the calendar instead of off your memory.
- The waiver sweep. “Who hasn’t signed the current waiver?” Monthly, it’s a short list. Annually, it’s an audit.
- Coach hours and payroll prep. “For last month, per coach: classes covered, unique clients, total attendances, and hours.” Goes straight into payroll, and shows you who is actually carrying the schedule.
- Which class times to keep. “Visits per class time over the last quarter, and how many unique clients each slot serves.” Tells you which 6am to defend and which 2pm to cut — with the second number stopping you from cutting a small class that’s somebody’s only option.
- Pro shop restock. “What sold last month, by product, and what was it worth?” Reorder from what actually moved rather than what you remember selling.
- The weekly coach brief. “What’s programmed on each track next week, who’s close to a benchmark PR, and who has an injury logged we should scale around?” One document, in hand before the week starts.
- Booking cleanup, on the fly. “Dana’s 7am got cancelled late but she was travelling — cancel it and waive the fee.” The one place the agent does the work instead of reporting on it.
What it can change
Almost everything the agent does is reading. It can also change a booking — one booking at a time, with your gym’s own rules still applying.
It can check a client in to an appointment, cancel an appointment booking on time or late, restore one that was cancelled, and pay for one out of a membership credit. On the class side it can cancel a booking, waiving any late fee, and undo a check-in.
Every appointment action has an undo, and they pair off cleanly: check in ↔ uncheck in, cancel ↔ restore, apply credit ↔ return credit. If a booking can’t change — the window has closed, the rules say no — the agent gets told why, rather than quietly failing.
The class actions have no undo. Cancelling a class booking or undoing a check-in is a one-way step, so be deliberate about those.
Who sees what
The agent signs in as you. It never sees more than you can see in BTWB yourself.
- The connectors are for owners and admins. The tools page won’t appear for anyone else.
- Every read on the coaching side needs the client to have granted your gym training access. No grant, no data — the same rule as the rest of BTWB.
- The screen tools — the WOD board, the results board, the Committed Club — are readable by any active staff member, because that’s what drives your WorkoutTV displays.
- You can revoke access at any time from the provider’s own settings. Removing the connector ends it.
Setting it up
Before you start
You need to be an owner or admin of the gym, and the AI Agents tool has to be switched on for your gym. If you don’t see it, email support@btwb.com and we’ll turn it on.
1. Find the page
In Gym Admin, go to Tools → AI Agents. It opens on an Overview tab, with a tab for each provider next to it: Claude, ChatGPT, Notion, and Other agents.
2. Copy a server URL
The Overview tab lists the connectors your gym has, each with a copy button:
| Connector | URL |
|---|---|
| BTWB Org → Operations | https://btwb.pro/mcp/org/operations |
| BTWB Org → Coaching | https://btwb.pro/mcp/org/coaching |
Copy them from the page rather than typing them — and add them one at a time. Each connector is its own connection.
3. Connect Claude
Claude connects to BTWB as a custom connector, in claude.ai or the desktop app. It’s available on every plan; a Free account can add one custom connector.
- Open Claude’s connector settings. Go to Customize → Connectors. On Team or Enterprise, an Owner adds the connector once under Organization settings → Connectors, then each member connects individually.
- Add a custom connector. Click + and choose Add custom connector.
- Paste a server URL. Use one of the URLs above as the Remote MCP server URL, and name it something you’ll recognise — “BTWB Operations”.
- Add the OAuth Client ID. Open the connector’s Advanced settings and paste the Claude Client ID from the Claude tab into the OAuth Client ID field. Leave the client secret empty. It’s a public client — there is no secret, and you should never be asked for one.
- Connect and sign in. Click Connect. BTWB opens a sign-in window; approve access for your gym.
- Try it. Start a new chat, enable the connector from the + menu, and ask “How many active memberships do we have?”
If it doesn’t connect: Claude asking for a client secret means the Client ID field is empty or mistyped — re-paste it. On Team or Enterprise plans, only an Owner can add the connector. To revoke access, remove the connector in Claude’s settings.
4. Or connect Notion
In Notion, BTWB is added as an MCP connection on a Custom Agent, so gym numbers land straight in your workspace. It needs a Notion Business or Enterprise plan.
- Check the prerequisites. A workspace admin has to turn on Enable custom MCP servers under Settings → Connections → Manage.
- Open your agent’s Tools & Access. In Notion AI, create or open a custom agent, then go to its Settings and Tools & Access.
- Add a custom MCP server. Choose Add connection, then Custom MCP server.
- Paste a server URL from the table above, and name the connection.
- Add the Notion Client ID. Choose OAuth as the sign-in method and paste the Notion Client ID from the Notion tab. Leave the client secret blank.
- Sign in and approve. Select Connect. Notion sends you to btwb.com; sign in and approve access for your gym.
- Tell the agent what it’s for. Add an instruction like “Use BTWB for all gym metrics” so it reaches for the right connection. Repeat for the other server if you want it too.
If Custom MCP server is missing under Add connection, your workspace admin hasn’t enabled custom MCP servers yet. The connection uses your account and belongs to that one agent — other agents need their own.
5. Any other agent
The servers speak standard remote MCP over HTTPS, so Cursor, VS Code, Zed, LibreChat, or your own tooling can all connect.
| Transport | Remote MCP over HTTPS (streamable HTTP) |
| Server URL | One of the URLs above |
| Auth | OAuth 2.1 authorization code + PKCE, public client (no secret) |
| Client registration | No dynamic registration — you need an issued Client ID |
The Client IDs on the Claude and Notion tabs are registered to those providers’ redirect URLs only, so they’ll fail anywhere else. Send support@btwb.com your client’s name and redirect URL and we’ll issue you one.
ChatGPT is not available yet. The tab is there, and it’ll say Coming soon until it isn’t.
Where this goes
Reading your gym’s data is the easy half. Changing it is the half we’re being careful with, which is why we started with bookings — the smallest useful thing an agent can change, and the easiest to undo. What comes next depends on what you end up asking it.
If you connect it and it can’t answer something you expected it to — tell us. That’s the list we’re working from.