For US gyms and fitness studios
We build and run your gym's website and an AI built for your gym. Cancellations that arrive by email, voicemail, web form or at the front desk go on one list with the time they arrived. For gyms in California and New York, each line also shows the deadline that state's statute sets. Your staff still cancel and refund in the software you use now. The AI gives no medical, injury or diet advice.
California and New York each write their own deadlines into a gym membership: how long a new member has to walk away, how fast the money goes back, and what you must send before a membership renews or its price changes. A cancellation can come in by email, mail, phone or at the desk, depending on the state and the contract, and the refund clock runs from when the notice is received.
We read the membership platforms' own pages and help articles before writing this. Where a job is already in the software you pay for, it stays there.
One list for every cancellation · Renewal and fee notices sent inside the window · A website that answers the desk questions, and no more
California and New York each write their own deadlines into a gym membership: how long a new member has to walk away, how fast the money goes back, and what you must send before a membership renews or its price changes. A cancellation can come in by email, mail, phone or at the desk, depending on the state and the contract, and the refund clock runs from when the notice is received.
The cancellation clock
| State | When | What you owe | Deadline | If it is missed |
|---|---|---|---|---|
| California | A new member cancels before midnight of the fifth business day after signing, Sundays and holidays excluded, in person, by email from the address on file, or by first-class mail | A refund of all money paid, less services already received | 10 days after the notice is received | The member can sue; judgment can be three times actual damages plus attorney feesCal. Civ. Code §§1812.84(c), 1812.85(b), 1812.94 |
| California | A member leaves a voicemail asking to cancel an automatically renewing membership | Process the cancellation, or call the member back about it | Within one business day | A breach of California's automatic renewal lawCal. Bus. & Prof. Code §17602(c)(2)(B) |
| California | A membership with an initial term of one year or longer is about to renew automatically | A notice that it renews unless cancelled, the renewal length, the charge, how to cancel, and a cancellation link if sent electronically | At least 15 and no more than 45 days before it renews | The statute calls the failure unlawfulCal. Bus. & Prof. Code §17602(a)(8), (b)(2) |
| California | You change the fee on an automatically renewing membership | A clear notice of the fee change and how to cancel | At least 7 and no more than 30 days before the change takes effect | A breach of California's automatic renewal lawCal. Bus. & Prof. Code §17602(g)(2) |
| New York | A new member cancels within three business days of receiving a copy of the written contract. You must accept notice by website, email, telephone, mail or in person | A refund of all money paid under the contract | 10 business days after the notice is received | The member can sue; judgment up to three times actual damages plus attorney feesN.Y. Gen. Bus. Law §§624, 628 |
| New York | A member asks to cancel a membership soon after it renews | Accept the cancellation of the renewal | If asked within 15 business days after an annual renewal takes effect, or 3 business days after a monthly one | The member can sue; judgment up to three times actual damages plus attorney feesN.Y. Gen. Bus. Law §§624, 628 |
| New York | You make a material change to an automatically renewing membership | A clear and conspicuous notice of the change | At least 5 business days and no more than 30 days before the change | Listed among the unlawful practices in the sectionN.Y. Gen. Bus. Law §527-a(g) |
Not legal advice. This table covers California and New York only, read from the statute text on 18 Sep 2026; we have not checked any other state. California's automatic renewal rows reflect the 2024 amendments, which apply to contracts entered, amended or extended on or after 1 July 2025 (Cal. Bus. & Prof. Code §17602(j)). Whether your own contracts comply is a question for your lawyer.
We read the membership platforms' own pages and help articles before writing this. Where a job is already in the software you pay for, it stays there.
The problems in the owner's own words, and three things we would build against them.
One list for every cancellation
Email, voicemail, a web form, a note from the front desk: each cancellation goes on one list with the day and time it arrived and how it came in. For gyms in California and New York, the line shows the statute's refund deadline and the days left. Your staff cancel and refund in your membership software, as they do now. We do not touch billing.
Renewal and fee notices sent inside the window
In California, a membership with a term of a year or longer gets its renewal notice 15 to 45 days before it renews, and a fee change gets its notice 7 to 30 days ahead. In New York, a material change gets its notice at least 5 business days and no more than 30 days ahead. You approve the wording. The dates come from the statute.
A website that answers the desk questions, and no more
Your site and its AI answer the schedule, the hours, the membership options you publish and how to cancel, and they book tours and trial classes. They say they are an AI. They give no medical, injury or diet advice: those questions go to a person, and anyone who describes an emergency is told to call 911.
A member in California emails the gym on a Sunday night, three days after joining
The caller: I joined Thursday and I want to cancel. Also my knee has been swollen since Friday's class. Should I ice it or keep training?
The AI: I can't advise on your knee. I'm the gym's AI assistant, not a medical professional. Please see a doctor, and call 911 if it gets severe.
The caller: Fine. What about the cancellation?
The AI: It's logged: received by email from the address on your account, Sunday at 9:42 pm. The owner sees it with that date on it.
The caller: When do I get my money back?
The AI: The owner handles refunds, not me, and will confirm in writing. Your request is on the owner's list next to the refund deadline California law sets.
It does. Class booking, member apps, autopay, texting back missed calls, AI chat, lead follow-up and reports on members likely to leave are already sold inside gym membership platforms, and we will not sell you a second copy. What we did not find, in the vendor pages and help articles we read, is one list of every cancellation, whichever way it arrived, with the California or New York deadline beside it. That is the part we build.
No. It answers the schedule, hours, the membership options you publish and how to cancel. Questions about pain, injury, medication, diet or whether an exercise is safe go to a person, and anything that sounds like an emergency gets told to call 911. It says it is an AI every time.
No. Your staff cancel and refund in the software you already use. We record the request, how it came in, when it arrived and the deadline, and keep it on the list until someone closes it.
California and New York, read from the statutes: Civil Code sections 1812.80 to 1812.98 and Business and Professions Code section 17602 in California, General Business Law Article 30 and section 527-a in New York. For a gym anywhere else, we read that state's law before we set anything up, and we tell you what we have not checked.
No. We show the deadline the statute text states and cite the section it comes from. Whether your contracts and notices comply is a question for your lawyer.
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