Running Club Automation? Your AI Agent Checklist

Club Automation runs some of the busiest multi-purpose athletic clubs in the US, managing memberships, programmes, scheduling and payments at scale. It is part of the Daxko family, whose software also serves not-for-profit, member-based community operators.

If you run one of these platforms and you are looking at AI agents, you will hear plenty of promises. This checklist cuts through them. Use it with any vendor, including us.

Why it matters for member-based organisations

Community and multi-purpose operators carry a lot. Families asking about swim lessons, adults asking about programmes, members asking about their accounts and prospects asking about memberships, often across several locations with busy front desks.

The right AI agents take the routine questions and the follow-up off your teams, so they can focus on the people in front of them. The wrong ones create more work. These seven questions help you tell the difference.

The checklist

1. Does it work with Club Automation or Daxko, without replacing them?

This is the non-negotiable. Your MMS holds your members, programmes and billing. Any AI agent you choose should connect to it, not compete with it.

How Antares answers: Antares integrates with Club Automation, and with Daxko, through their API. Your MMS stays your system of record. Antares' AI agents work on top of it, reading the information they need and writing outcomes back.

2. Is the data flow genuinely two-way?

An agent that can only read from your system leaves your teams copying results across by hand. An agent that only writes creates records with no context.

How Antares answers: Antares reads contact and membership data, so it knows who is already a member and who is a new prospect. It writes outcomes such as tour bookings and status updates back, keeping records in sync. Many US operators also run a separate sales CRM alongside Club Automation, and Antares can connect to both.

3. Does it cover every channel, not just a website chat?

People get in touch however suits them. A tool that only covers one channel leaves the rest for your teams to pick up.

How Antares answers: Antares' AI agents work across WhatsApp, email, Facebook, Instagram, your website and phone calls. The Antares voice agent, Clarion, answers inbound calls day and night with one number for every club.

4. Can you prove it books more tours?

How Antares answers: Club4 Fitness, with 44 locations, achieved more than 30% lead conversion and booked more than 270 after-hours tours in a single month with Antares' AI agents. More than 40 operators run Antares across hundreds of sites in 10 countries. You can see more on our customers page.

5. What happens when the AI does not know the answer?

This is where weaker tools fall down. Guessing at a programme fee or a pool schedule does more harm than not replying at all.

How Antares answers: Antares only uses information you have approved and never invents prices or offers. If it does not know, it hands the conversation to your team. Every conversation is logged and reviewable, and you set the escalation rules.

6. How much work is it for our IT team?

How Antares answers: Very little. Keepme handles the integration. Your team provides API access and approves the initial knowledge base. Most setups need less than five hours of your team's time in total, with no onboarding or implementation fees.

7. Can we start small and switch it off if we need to?

How Antares answers: Yes. Antares follows a 20-day adoption plan, rolling out site by site and channel by channel. You can pause, switch off or roll back any agent, channel or site at any time. See how on our adopting Antares page.

Beyond the checklist

The seven points above are the basics. What sets Antares apart is that it is one platform with every agent included. Alongside the Antares sales agent, Nova, and the voice agent, Clarion, you get the member services agent, Atlas, the retention agent, Ember, and the AI search visibility agent, Beacon, all sharing the same Club Automation or Daxko connection from day one.

That matters for member-based organisations, where retention is often as important as new sales. Ember spots members starting to drift and steps in early, using the same data that powers every other agent. Atlas answers member questions and takes permitted actions on their account, so front desk teams spend less time on routine account queries and more time with the people in the building.

Using other platforms alongside Club Automation? See the full list in our guide to which gym systems Antares integrates with.