FAQ
Common questions, honest answers.
Everything you need to know about BlackVault — how it covers your lead gaps, which channels it works on, and what it costs.
How does it work?
How does BlackVault actually respond to leads?
The moment someone fills out your web form, calls your gym, or messages you on Facebook or Instagram, BlackVault fires a personalised text or email within 60 seconds. The message is written in your gym’s voice — not a generic bot reply.
If they don’t respond, BlackVault doesn’t give up. It runs a follow-up sequence automatically for up to 7 days — spaced messages across text and email — until the lead replies, books a session, or opts out. No staff involvement required. No leads slipping through because someone forgot to follow up.
Does it replace my front desk or staff?
No — and it was never designed to. Your staff are great at coaching, building relationships, and running your gym. What they’re not great at is being available at 11pm on a Sunday when someone sees your Instagram and decides to finally enquire.
BlackVault covers the gap between “lead arrives” and “someone on your team can respond.” Most gyms lose leads during off-hours, over weekends, or mid-morning when everyone is coaching a class. Those are the windows we cover. Your staff take over once the lead is warm and engaged.
What channels does it work on?
BlackVault connects to:
- Web forms — your website contact or enquiry form
- Missed calls — if someone calls and you can’t pick up, they get an automatic SMS within 60 seconds
- Facebook and Instagram lead ads — leads from your paid social campaigns get an instant reply before they forget they enquired
- Email enquiries — inbound emails get an immediate, personalised response
Everything comes into one dashboard, so you’re not jumping between your phone, email, and Facebook inbox to piece together who’s who.
Is this right for my gym?
I already have a CRM — do I need this?
Most CRMs are tracking tools. They record leads once a human enters them, and they remind you to follow up when you remember to log in. That’s useful — but it doesn’t solve the first problem: what happens in the 10-minute window after a lead enquires?
Studies consistently show that responding within 5 minutes increases conversion rates dramatically. After an hour, the lead has already moved on — to a competitor, or just to forgetting they were interested.
BlackVault is the capture layer that sits in front of your CRM. It responds instantly, qualifies the lead through the follow-up sequence, and passes engaged contacts into your CRM automatically. The two work together — BlackVault just makes sure no lead goes cold before anyone knows they exist.
What if the leads aren't serious?
That’s exactly what the follow-up sequence is for. BlackVault doesn’t ask your staff to chase every tyre-kicker — it does that automatically. Serious leads respond and self-identify. Unresponsive leads get tagged and archived after the sequence ends.
By the time a lead reaches your staff, they’ve already replied at least once. You’re not cold-calling strangers — you’re following up with people who have actively re-engaged. That’s a much better use of your team’s time.
We're a small gym, not a big franchise — is this for us?
This was built specifically for owner-operated gyms with 1–50 staff.
Big franchise chains have dedicated sales teams and full-time membership advisors whose entire job is following up with leads. You don’t — and that’s a real competitive disadvantage. When you’re coaching five classes a day and running the business, lead follow-up falls to whoever has time, which is usually no one.
BlackVault levels the playing field. You get the same instant-response, multi-touchpoint follow-up capability that a franchise pays a full-time employee to run — for $199 a month.
What kind of results do gyms typically see?
We’re in our founding cohort, so we don’t publish averaged numbers yet. What we can tell you is this: the average independent gym loses 3–5 leads per week to slow or missed responses. At $50–$150 per month per member, recovering just 2 leads per month covers FitVault’s entire cost several times over.
If you want a concrete picture of what you’re currently losing, request a free audit. We’ll map your specific lead sources, response gaps, and the rough cost of those missed windows — no averages, just your actual numbers.
Risk, pricing, and getting started
What does it cost?
Three plans, built for different parts of the fitness industry:
| Plan | Who it’s for | Price |
|---|---|---|
| FitVault | Gyms, studios, CrossFit boxes | $199/mo |
| CoachVault | Personal trainers, online coaches | $99/mo |
| NutriVault | Nutrition and supplement businesses | $149/mo |
All plans include a 14-day free trial. No contracts. Cancel anytime — there’s nothing to cancel except the next billing cycle.
What if it doesn't work for my gym?
Cancel during or after the trial — no questions, no contracts, no setup fees. If you’re not seeing more leads engaging within 14 days, you owe nothing and walk away with a clear picture of exactly where your lead response gaps are.
The audit alone — which we run before you even start the trial — is worth doing. You’ll know more about your lead pipeline after a 5-minute call than most gym owners learn in a year.
How do I get started?
Request a free audit. We’ll look at your current lead sources — web form, calls, social ads — identify where enquiries are falling through the cracks, and show you exactly where BlackVault would plug them.
No obligation. No sales pitch on the call. Takes about 5 minutes.
Still have questions?
Get in touch.
If your question isn’t answered here, request a free audit and we’ll walk through everything before you commit to anything.