For US gyms and fitness studios
Email, voicemail, web form, a note at the desk, a letter. Each one lands on one ledger with the minute it arrived and the date the statute's clock runs out. Your staff still cancel and refund. The AI keeps the dates.
Line
Member
Came in by
What the date is for
Date
Elena Sokolova
Letter, Mon 5 Oct
Refund, less services used
Thu 15 Oct2 days over
Marcus Oyelaran
Voicemail, Fri 16 Oct
Off the billing run
Sun 18 Octdue tomorrow
Tom Becker
Front-desk note, Sat 17 Oct
Off the billing run
Sun 18 Octdue tomorrow
Dana Whitlock
Email, Sat 10 Oct
Refund, less services used
Tue 20 Oct3 days left
Priya Raman
Web form, Wed 14 Oct
A person checks the proof of the move
Sun 25 Oct8 days left
Sample Street Fitness and these five members are made up. Dates are counted from today under California's rules, each cited further down.
Tess is the AI that keeps this list. She answers in the corner of the page, typed or spoken.
A cancellation reaches a gym five ways, and the refund clock starts when it arrives, not when somebody reads it. Land the three messages that came in overnight. Then switch the state and watch the same requests take different dates.
EMAILto info@, 10:31 pm last night
“Hi, please cancel my membership effective immediately. I've switched jobs and can't make the classes. Thanks, Grace”
VOICEMAILmain line, 5:52 am today
“This is Andre Castillo. I want to cancel. I already told someone at the desk last week. Please stop charging my card.”
WEB FORMcontact form, 2:14 pm yesterday
“I had surgery and my doctor says no training for four months. Letter attached. What are my options?”
5 open lines, 1 past its date
Member
Came in by
What the date is for
Date
“Signed and dated letter: I am cancelling the agreement I signed last week. Please refund my enrollment.”
“Hey, it's Marcus. I need to cancel my membership before the next payment comes out. Call me back.”
“Desk note from Jo: Tom B. said on his way out he wants to stop at the end of this month.”
“I joined Thursday and I want to cancel. Please confirm and refund what I paid.”
“Contact form: we moved to Portland last month, lease attached. Please end my membership.”
California's refund clock for a new member who cancels: 10 days after the notice is received. Cal. Civ. Code §1812.85(b)statute, read 20 Sep 2026A cancellation left by voicemail: processed or called back within one business day. Cal. Bus. & Prof. Code §17602(c)(2)(B)statute, read 20 Sep 2026
Every member here is made up. Dates count from today. Business days are Monday to Friday with US federal holidays skipped. The ledger records what arrived and when. Whether a member is owed anything is a person's decision.
Your software retries a failed card every night. It does not know he left a voicemail. So before each run, the draft list is read against the ledger, and anyone who already asked to leave is flagged for a person to take off.
Draft list for Mon 19 Oct, 8 charges, exported from the membership software
Abdi, YasminUnlimited monthly
$89
not checked
Becker, ThomasOff-peak monthly
$59
not checked
Castillo, AndreUnlimited monthly
$89
not checked
Ferreira, LucasUnlimited monthly
$89
not checked
Lindqvist, GraceUnlimited monthly
$89
not checked
Nakamura, KenFamily add-on
$45
not checked
Oyelaran, MarcusUnlimited monthly
$89
not checked
Whitfield, SaraOff-peak monthly
$59
not checked
Made-up members, plans and amounts.
The notice has a respond-by date on it and the bank wants paper. The desk pulls the agreement, the ledger history and the check-ins into one packet the same day. When the ledger shows he did cancel before the charge, the packet says that too, in the card network's own words.
DISPUTE NOTICE · SAMPLE-D1
Cardholder states he cancelled by phone in the first week of last month.
A made-up notice. The respond-by date is whatever your processor prints on the real one.
What the desk can find, in the order a bank reads it
Signed agreement
not looked up yet
Cancellation requests on the ledger, any channel
not looked up yet
Check-ins after the date the member says they cancelled
not looked up yet
Respond-by date printed on the notice
not looked up yet
No number of days is stated here because Visa states none for merchants: its guide says the time to respond is the one specified on the request, and that it may vary depending on the acquirer. Visa, Dispute Management Guidelines for Visa Merchants, June 2024, p. 9card network guide, read 20 Sep 2026. We did not read the other card networks' guides. A person reads the packet, decides, and uploads it in the processor's own screen.
California and New York each set a window for the notice. Send it too early and it does not count. Send it too late and it does not count either. Pick the day the change takes effect and see the first and last day you can send, then the annual members whose own renewal notice falls due in the same weeks.
Effective Fri 1 Jan
California30 to 7 days beforeOpens Wed 2 Dec. Last send day Fri 25 Dec.
Cal. Bus. & Prof. Code §17602(g)(2)statute, read 20 Sep 2026
New York30 days to 5 business days beforeOpens Wed 2 Dec. Last send day Thu 24 Dec.
N.Y. Gen. Bus. Law §527-a(1)(g)statute, read 20 Sep 2026
A notice sent before a bar starts misses the window the same as one sent after it ends. California counts its last day in days and New York in business days. In an ordinary week five business days is seven days and the two bars end together. A holiday in that week pulls New York’s last day earlier, which is what happens before 1 January. Business days here are Monday to Friday with US federal holidays skipped. A state’s own holidays are not, so a real calendar is set up with yours. Florida has no bar: we read its statute for cancellations only.
Harriet Moyo
renews Thu 29 Oct
Closed. The last send day was Wed 14 Oct.
Desmond Clarke
renews Fri 13 Nov
Open now. Last send day Thu 29 Oct, 12 days from now.
Ines Varga
renews Fri 27 Nov
Open now. Last send day Thu 12 Nov, 26 days from now.
Paul Esposito
renews Thu 24 Dec
Opens Mon 9 Nov. Last send day Wed 9 Dec.
Cal. Bus. & Prof. Code §17602(b)(2)statute, read 20 Sep 2026
Subject: Your dues change on Fri 1 Jan
From Fri 1 Jan your monthly dues at Sample Street Fitness change from $89 to $99. Nothing else about your membership changes.
If you would rather not continue, you can cancel at any time: reply to this email, call the front desk, or hand a note to anyone on the team. We confirm every cancellation in writing.
Sample Street Fitness
A made-up club and made-up amounts. You approve the wording, with your attorney if you want one to read it, and send it from the system you already email members from. Tess does not write to members.
Deeplathe answers calls, books appointments, and handles reschedules, 24/7. We read the membership platforms' own pages before writing the rows below.
Texting back missed calls, answering by web chat, booking classes
At least one major membership platform sells an AI front desk that does all three.
A membership platform's page for its AI front desk, undatedvendor's own page, read 20 Sep 2026
IN YOUR SOFTWARE
Answering calls and following up new leads until they book
One platform's AI agents answer calls and follow up by phone, text and email. Independent AI receptionists sell the same job to gyms.
A membership platform's page for its AI agents, undatedvendor's own page, read 20 Sep 2026
IN YOUR SOFTWARE
Flagging members who look likely to leave
At least one platform ships a members-at-risk report in its dashboard.
A membership platform's article on its members-at-risk report, 10 May 2026vendor's own page, read 20 Sep 2026
IN YOUR SOFTWARE
A cancel button in the member app, and nightly retries of failed payments
The button sends a request staff must process before the next bill date, and the retry runs for any member with a valid card on file. Neither knows about a cancellation that came by email, phone, mail or at the desk.
A membership platform's help article on its cancel button, last updated 7 Jul 2026vendor's own page, read 20 Sep 2026
A membership platform's payments guide, last updated 6 May 2026vendor's own page, read 20 Sep 2026
IN YOUR SOFTWARE
A disputes screen that takes your evidence
At least one platform's payments product has one. You upload the contract, the proof of service and the messages. Finding them is still your evening.
A membership platform's payments page, 23 Jun 2025vendor's own page, read 20 Sep 2026
IN YOUR SOFTWARE
One list of every cancellation by any channel with the state's date beside it, checked against the billing run, feeding the dispute packet
Not in the vendor pages and help articles we read. This is the part we build.
NOT FOUND. WE BUILD IT
We read vendors' public pages and help articles, not their software. If your platform does the sixth line, tell us and we will say so here.
Three states, read from each legislature's own site. Every date on this page is counted from one of these lines.
A new member cancels before midnight of the fifth business day after signing, Sundays and holidays excluded, by mail, email or in person
Refund within 10 days after the notice is received, less services used
Cal. Civ. Code §1812.85(b)statute, read 20 Sep 2026
A member leaves a voicemail asking to cancel a renewing membership
Process it or call back within one business day
Cal. Bus. & Prof. Code §17602(c)(2)(B)statute, read 20 Sep 2026
A member dies, is disabled, or moves more than 25 miles away and cannot transfer to a comparable facility
Prepaid amounts promptly refunded. The statute gives no day count
Cal. Civ. Code §1812.89statute, read 20 Sep 2026
The fee on a renewing membership changes
Notice 7 to 30 days before the change takes effect
Cal. Bus. & Prof. Code §17602(g)(2)statute, read 20 Sep 2026
A membership with a first term of a year or longer is about to renew
Notice 15 to 45 days before it renews
Cal. Bus. & Prof. Code §17602(b)(2)statute, read 20 Sep 2026
A member sues over a breach of the health studio law
Judgment can be three times actual damages plus attorney fees
Cal. Civ. Code §1812.94statute, read 20 Sep 2026
A new member cancels within three business days. The club must accept notice by website, email, telephone, mail or in person
Refund within 10 business days of receiving the notice
N.Y. Gen. Bus. Law §624statute, read 20 Sep 2026
A member dies, moves more than 25 miles from any club the seller operates, or cannot use the club for more than three months on a doctor's order
Refund within 10 business days of receiving the notice, less expenses and services used
N.Y. Gen. Bus. Law §624statute, read 20 Sep 2026
A member asks to cancel soon after a renewal takes effect
Accepted if asked within 15 business days (annual) or 3 business days (monthly)
N.Y. Gen. Bus. Law §624statute, read 20 Sep 2026
A material change to a renewing membership
Notice at least 5 business days and no more than 30 days before
N.Y. Gen. Bus. Law §527-a(1)(g)statute, read 20 Sep 2026
A member sues over a breach of the health club law
Judgment up to three times actual damages plus attorney fees
N.Y. Gen. Bus. Law §628statute, read 20 Sep 2026
A new member cancels in writing within 3 days, weekends and holidays excluded
Refund within 30 days after the notice is received
Fla. Stat. §501.017statute, read 20 Sep 2026
A member dies or is disabled (physician's certificate), or the studio closes or moves more than 5 driving miles
Refund within 30 days after the notice is received
Fla. Stat. §501.017statute, read 20 Sep 2026
There is no federal click-to-cancel rule in force. The FTC's 2024 rule was vacated by the Eighth Circuit on 8 July 2025, and the FTC reopened the question with an advance notice in March 2026. The FTC still sues under the statute it already had, which requires simple mechanisms to stop recurring charges for memberships sold online.
Not legal advice. These are the rules we have read, from each legislature's own site on 20 Sep 2026: California, New York and Florida. We have checked no other state, and for Florida we read the cancellation rules only, not fee-change notices. California's renewal rows reflect amendments that apply to contracts entered, amended or extended on or after 1 July 2025 (Cal. Bus. & Prof. Code §17602(j)). Business days on this page are counted Monday to Friday with US federal holidays skipped. A state's own holidays are not. Whether your own contracts and notices comply is a question for your attorney.
Class booking, member apps, autopay, AI chat, lead follow-up, failed-payment retries and reports on members likely to leave are already sold inside gym membership platforms. Deeplathe still answers calls, books appointments, and handles reschedules, 24/7. 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 state's date beside it, checked against the billing run. That list stays on this page too.
The request still reaches your club first: the email to your inbox, the voicemail on your line, the word at your desk. The ledger records the minute each one arrived and lists it for hand-off the same day, so your side holds the date and the member's own words. The billing company still does the cancelling.
No, and it has no login to your membership or billing software. It reads what is forwarded to it: a copy of the cancellation inbox, voicemail transcripts from your phone system, the web form's notification, desk notes staff type into a short form, scanned letters, and the draft list someone exports before a billing run. Your staff cancel and refund in the software you already use, and the line stays open until a person closes it.
California, New York and Florida, 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, and section 501.017 in Florida. 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. It is not legal advice: the ledger shows the date the statute text gives and cites the section. Whether your contracts and notices comply is a question for your attorney.
No. 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. If a doctor's letter arrives with a cancellation, the AI logs that it is attached and does not read it. It says it is an AI every time.
Move the sliders to your club. Every figure comes off the published price list, and where the honest answer is custom it says so instead of guessing. You see a working demo before you pay anything.
Fits Standard, $749 a month.
StandardYour answers
Website + an AI cancellations desk built for your club
Starts at
$749/mo
No setup fee. Or $6,741 for the year, 3 months free.
Pro
Full site with SEO + the desk, the billing-run check, dispute packets and notices
Starts at
$1,499/mo
No setup fee. Or $13,491 for the year, 3 months free.
Enterprise
Custom site and custom agent, scoped and run as one
Starts at
Custom
The number does not exist until the scope does.
Estimated from the published price list, not a quote. What gets built is different for every club, and that is what the fifteen minutes is for.
Finish pass
Ring the number. That's the product answering.
00 · Any time
That number is Deeplathe's own line. We build custom AI inside the tools a business already uses. Tess, in the corner of this page, is the one built for a club like yours. Ask her what is due this week.
Free · 24/7 · Hang up any time
01 · A set time
Rather book than ring? Take an open slot and Michael runs the call himself.
Book a 15-minute call →Prefer email? michael@deeplathe.com — it reaches Michael, not a helpdesk.
Then we build it, show you the finished thing on a call, and you decide. $0 setup · nothing paid until you've seen the work · 30-day money-back from go-live.
Custom AI, built inside the tools the club already uses. It keeps every cancellation deadline beside the billing run. Write the voicemail greeting, set the rings before forwarding, and send the unpaid invoice reminder apart from the cancellation note.