How VERVE Pulse Works
From sign-up to a fully AI-powered gym in 14 days. Here is exactly what happens at each step — and what VERVE handles versus what you handle.
Most gyms are fully operational within 14 days. AI features reach full accuracy after 30–60 days of data. Everything after Day 14 is continuous optimisation — handled mostly by VERVE Pulse automatically.
Setting up VERVE Pulse does not require technical expertise. The platform is built for gym owners, not IT teams. The VERVE onboarding team assists with data migration and initial configuration. You make the decisions — VERVE Pulse does the heavy lifting.
Book a Demo
Book a demo with our team. We'll walk you through VERVE Pulse live, help you choose your plan (Core, Grow, or Pro), and set up your account and staff.
- →Book your demo at vervepulse.io/book-a-demo
- →Choose your plan based on member count
- →Add your gym name, location, and basic details
- →Invite staff members with role-based permissions
- →VERVE onboarding team contacts you within 24 hours
Import Member Data
Bring your existing members into VERVE Pulse via CSV import or direct migration from your current software. The VERVE team assists with this process to ensure nothing is lost and your member records are clean from day one.
- →Export your member list from your current system (any format)
- →VERVE team maps and cleans your data
- →Members import with profiles, contact details, and membership history
- →You review and confirm before the import goes live
- →Supported migrations: Mindbody, Glofox, EZFacility, spreadsheets
Set Up Billing
Configure your membership types, pricing, billing schedules, and connect your payment gateway. VERVE Pulse handles recurring billing automatically from this point — including failed payment recovery.
- →Create membership plan types (monthly, annual, casual, etc.)
- →Set pricing, billing dates, and cancellation terms
- →Connect Stripe (or Australian direct debit) as payment gateway
- →Connect to Xero for accounting (optional)
- →Configure automated failed payment retry sequences
- →Assign existing members to their membership plans
Configure Classes
Build your class timetable, assign instructors, set capacities and waitlists, and enable online booking through the member web portal or the Pulse Member app (on the App Store and Google Play). Your members can start booking from the moment this step is complete.
- →Build recurring weekly timetable
- →Assign instructors and set substitution rules
- →Set class capacities and enable waitlisting
- →Configure automated class reminders for members
- →Enable online booking through the member web portal
- →Set no-show tracking and cancellation policy
Activate Marketing
Import your lead contacts, set up email welcome sequences, configure your referral programme, and build your first AI-powered ad campaign. The marketing suite activates immediately and starts working for you from Week 2.
- →Import lead and prospect contact list
- →Configure automated new member welcome email sequence
- →Set up referral programme with tracking links
- →Connect Facebook and Instagram for AI ad creation
- →Build first email campaign using AI content generation
- →Lead scoring begins automatically on new enquiries
Enable AI Features
Enable the retention engine, configure alert thresholds, and let VERVE Pulse begin learning your gym's patterns. Churn prediction activates after 30 days of data. Revenue forecasting begins from Week 2 with initial projections.
- →Enable retention engine and set intervention triggers
- →Configure alert thresholds (visit frequency, payment patterns)
- →Revenue forecasting begins with initial projections
- →Business Coach activates — ask questions in plain English
- →Dynamic pricing analysis begins on membership data
- →Churn prediction machine learning models activate at Day 30
- →Sales Pipeline activated — leads captured and auto-followed up
- →Messages Inbox live — two-way member communication enabled
- →Freeze Engine configured — members can self-serve pauses
- →Workout Programming enabled (if applicable) — WODs published, scores tracked
Track & Optimise
From Day 14 onwards, VERVE Pulse runs in the background — sending alerts, recovering failed payments, identifying at-risk members, generating marketing content, and producing monthly performance reports. Your job is to review the insights and act on the recommendations.
- →Daily dashboard check: revenue, member count, upcoming renewals
- →Weekly AI alerts on at-risk members and billing issues
- →Monthly profitability and growth report (auto-generated)
- →Marketing campaigns reviewed and refreshed monthly
- →Business Coach consulted for growth decisions
- →AI accuracy improves continuously as it learns your gym's patterns
What You Need to Get Started
You do not need everything on Day 1. Here is what is required and when.
Before You Start (Day 1)
- ✓Business email address
- ✓Gym name and address
- ✓Decision on which plan suits your member count
For Full Setup (Within 7 Days)
- ✓Member list (CSV or export from current system)
- ✓Membership plan types and pricing
- ✓Current class timetable
- ✓Stripe account (VERVE assists with setup)
- ✓Staff list with names, roles, and email addresses
What VERVE Handles vs What You Handle
The division of responsibility between VERVE Pulse and you as the gym owner.
| Task | VERVE Pulse Handles | You Handle |
|---|---|---|
| Recurring billing and payment collection | Automatically | Review reports |
| Failed payment recovery | Automatically | — |
| Identifying at-risk members | Automatically | Approve interventions |
| Sending churn intervention messages | Automatically | — |
| Generating marketing content (email, ad copy) | AI generates drafts | Review and approve |
| Membership pricing decisions | AI recommends | You decide |
| Monthly performance reports | Auto-generated | Review insights |
| Class scheduling changes | AI suggests demand patterns | You update timetable |
| Equipment maintenance reminders | Automatically | Action the maintenance |
| Hiring and team culture decisions | — | You decide |
Frequently Asked Questions
Most gyms are fully operational on VERVE Pulse within 14 days. Day 1 covers account creation and staff invites. Days 1–3 cover member data import. Days 2–5 cover billing configuration. Days 3–7 cover class scheduling setup. Week 2 activates marketing and AI features. The VERVE team assists with data migration throughout the process.
VERVE Pulse supports CSV import for member data from any existing platform. The VERVE onboarding team assists with migration from common gym software platforms including Mindbody, Glofox, and EZFacility. Import typically takes 1–3 days depending on data volume and complexity. You review and confirm all data before it goes live.
Basic AI features including marketing automation and billing recovery activate immediately upon setup in Week 2. The churn prediction engine requires 30 days of member behaviour data to activate its machine learning models. Revenue forecasting reaches full accuracy after 30–60 days of data. AI features improve continuously as they learn from your gym's specific patterns.
To get started with VERVE Pulse you need: your current member list (CSV export from existing software or spreadsheet), your membership plan types and pricing, your current class timetable, a payment gateway (Stripe recommended — VERVE assists with setup), and your staff list with roles. You do not need to have all of this on Day 1 — setup is designed to be completed incrementally over 14 days.
VERVE Pulse provides assisted onboarding for all plans. The VERVE team helps with data migration, billing configuration, and initial setup. You retain control over business decisions — pricing, membership types, class schedules, and marketing content. Ongoing management is self-serve through the dashboard, with AI alerts handling most routine monitoring automatically.
Ready to get started?
Book a demo today. Our onboarding team will contact you within 24 hours to begin the setup process.