Arbox
SchedulingConnect AI agents to Arbox, management software for gyms, studios, and fitness businesses. Agents enroll members, schedule classes, chase leads, send messages and digital forms for signature, and pull the built-in attendance and revenue reports.
What This Integration Enables
Arbox is built for businesses that sell a fixed number of places in a room at a fixed hour, and the API is shaped around that fact rather than around a generic contact database. The whole surface is one pipeline with a physical constraint at the end of it. Create Lead, Update Lead Status, Add Note To Lead and Mark Lead As Lost run the sales side. Book Trial Class converts a prospect into a first visit without consuming a membership, which is the deliberate hinge between the two halves. Create User, Create User Membership and Book Session then move that person into paying, booked capacity. Get Schedule reads the calendar with live registration and waiting list counts, Get Staff Availability and Get Space Availability read the appointment side for one to one sessions, and Get Waiting List Entries reads the people who wanted a place and did not get one, including how long they have left to confirm an offered place.
One thing worth designing around: Arbox enforces its own booking rules server side. Book Session requires three identifiers together, the user ID, the schedule ID from Get Schedule and the membership user ID from Get User Memberships, and Arbox rejects the call outright when the session is full or the membership is exhausted. So an agent cannot overbook a class through this connector even by accident. That removes the obvious place a person would expect to sit, and it moves the interesting decision somewhere else, onto the membership record itself.
Reporting is a single action, not a section. Get Report fronts the built in Arbox business reports through one call, and the report selected determines which fields come back and which filters apply, so sales, debt, attendance, retention, lead pipeline and membership lifecycle data all arrive through the same door. Two boundaries to hold in mind. Arbox does not publish a webhook subscription API, so this connector ships no triggers and every reactive flow is built on scheduled polling of Get Schedule, Get Leads, Get Tasks or Get Report. And Send Push Message delivers through the Arbox member app only, so it reaches members who installed the app and enabled notifications and nobody else. Create Digital Form Link generates a personalised link to a waiver or health declaration for a named user, which means the connector can send a form out for signature but cannot read the signed result back, so the confirmation has to come from elsewhere in the flow.
Without FlowRunner
With FlowRunner
Use Case Scenarios
A lead that walks itself to a first class
A prospect fills in a form on a campaign landing page. The agent calls Create Lead with the source, the campaign and the location set, so acquisition reporting is correct from the first record rather than patched later, and routes it to a named salesperson with the assignee field. It calls Create Task with a reminder time so the follow up call exists as a real staff task rather than an intention. When the salesperson books the trial, the agent calls Get Schedule for the coming week with registration counts enabled, picks a session that still has places, and calls Book Trial Class, which does not consume a membership and is the action Arbox intends for exactly this moment. It posts the booked session and the coach's name to the sales channel in Slack. Nothing in this chain touches money, which is why it can run unattended.
Filling the places a full class gave back
A popular session sells out and then leaks. On a schedule the agent calls Get Waiting List Entries for the sessions running in the next three days, which returns each waiting member's contact details, the time they joined the list and how long they have left to confirm an offered place. It calls Get Schedule for the same window with registration counts enabled to see which of those sessions have actually dropped below capacity since the list was formed. Where a place has genuinely opened it messages the person at the top of the list through Twilio with the session, the time and the confirmation window. Book Session is not called speculatively, because Arbox will reject a booking against a full session anyway and a rejected booking still looks like a message that promised something. The offer goes out, the member answers, and the booking follows the answer.
A debt list that arrives with names attached
Finance wants to know who owes what without a coach compiling it. On a weekly schedule the agent calls Get Report on the debt report for each location, then Search Users to resolve each row to a full Arbox profile and Get User Memberships to read the outstanding debt, plan and cancellation state on the specific membership the debt sits against. It appends the joined picture to Google Sheets for the finance team and, for members over a threshold the club sets, calls Create Task to put a conversation on the right coach's list with the member linked. It writes nothing to the membership itself. The output is a prompt to a person holding everything they need, which is the honest limit of what a report action supports.
Human-in-Loop Highlight
The gate is not the class booking, because Arbox already refuses to overbook a session. The gate is Cancel User Membership, and specifically the choice between it and Suspend User Membership. These two actions look adjacent in the action list and mean opposite things to the member. Cancel User Membership records a cancellation date and a reason drawn from the account's cancel reasons list, and on a recurring plan it takes a billing cycle that states which cycle the cancellation bites from. Suspend User Membership places a hold between two dates using a reason from the hold reasons list, and Arbox pauses the membership so the member keeps the unused time. An agent reading the debt report or an absence report can see that someone stopped coming and stopped paying. It cannot see whether they are travelling for six weeks, recovering from an injury, or gone. Choose cancel for a member who was pausing and you have destroyed time they had already paid for. Choose suspend for a member who has left and the club keeps billing a recurring plan against someone who is not coming back. So the agent assembles the case and stops: it posts to the retention owner in Slack with "Membership 41902, Dana Okafor, Unlimited Monthly, last visit 34 days ago, 62 EUR outstanding, recurring plan billing on the 3rd. Get User Notes shows a coach logged 'shoulder, back in Feb' on 14 December. I can suspend from today with hold reason Medical, or cancel from the next billing cycle with cancel reason Left. Which one, and what end date?" A person answers once and the agent runs the action they named. This is the human-in-the-loop moment in club operations: the software can tell you a member has gone quiet, and only a person can tell you what quiet means.
Agent Capabilities
35 actionsUsers
7- Get Users Returns a paginated list of users including clients and staff, with the Only Clients filter to exclude staff and the Active filter to limit the set. Up to 500 records per page.
- Get User By ID Returns the full profile of one user by Arbox user ID, including membership status and waiver fields.
- Search Users Finds a user by a single identifier: email address, phone number, Arbox user ID, personal ID or RFID tag. The recommended way to resolve an external identifier from an ad platform or a form into an Arbox user ID.
- Create User Creates a client record. Only first and last name are required, but supplying an email or phone makes the record reachable for messaging and lets Search Users resolve it later.
- Update User Applies a partial update to an existing user. Setting Active to false deactivates the record without deleting it.
- Create User Note Adds a free text note to a member profile, visible to staff. The usual place a call, an injury or a retention decision gets logged.
- Get User Notes Reads the notes recorded against a user with the author and timestamp of each, optionally narrowed to a date range. This is what turns a silent member into an explained one.
Memberships
5- Get User Memberships Returns memberships with the plan, price, outstanding debt, dates and cancellation state. The membership user ID returned here is the identifier Book Session, Update User Membership, Suspend User Membership and Cancel User Membership all require.
- Create User Membership Assigns a plan to a user, creating the record that class bookings draw against. Enable Generate QR to issue an access QR code with the membership.
- Update User Membership Adjusts an assigned membership: term, remaining sessions, price, outstanding debt or active state. Partial, so only supplied fields change.
- Cancel User Membership Cancels a membership with a cancellation date and a reason from the account's cancel reasons list, and a billing cycle on a recurring plan. This is the gated action, because it is not what a member on a temporary break needs.
- Suspend User Membership Places a membership on hold between two dates with a reason from the hold reasons list, so the member keeps the unused time. The right action when somebody is pausing rather than leaving.
Schedule
9- Get Schedule Returns classes and sessions between two dates with the coaches, space and capacity. Enable Registration Count and Waiting List Count for live occupancy and Registration Details for the booked participants. From Date and To Date are both required.
- Get Staff Availability Returns the open bookable slots of staff members for a service across a date range, which is what an appointment booking flow needs before it offers a time.
- Get Space Availability Returns the open bookable slots of physical spaces such as studios, courts or treatment rooms for a service across a date range.
- Book Session Books a user into a session and draws it against one of their memberships. Requires the user ID, the schedule ID and the membership user ID together. Arbox applies the club's rules, so a full session or an exhausted membership is rejected rather than overbooked.
- Cancel Session Booking Cancels a booking and returns the place, restoring the session to the membership balance where policy allows. Enable Late Cancellation to have the club's late policy applied.
- Book Trial Class Books a user as a trial participant without consuming a membership. The intended action for converting a lead into a first visit.
- Get Trial Class Bookings Returns the trial bookings on the account, so first visits can be followed up rather than forgotten.
- Cancel Trial Booking Cancels a trial booking on a specific session and releases the place.
- Get Waiting List Entries Returns the people waiting on full sessions with their contact details, when they joined and how long they have to confirm an offered place. Use the Confirmed filter to separate offers already taken up from people still waiting.
Leads
7- Get Leads Returns prospects currently in the sales pipeline with their source, location and status.
- Get Converted Leads Returns leads that became paying members, which is what a conversion measurement or an onboarding trigger reads.
- Get Lost Leads Returns leads closed as lost, the raw material for win back campaigns.
- Create Lead Creates a lead. First name, phone number and location ID are required, and supplying a source, status and assignee places it at the right point of the pipeline with the right owner immediately.
- Update Lead Status Moves a lead to a different pipeline stage using a status from the account's list, with an optional comment.
- Mark Lead As Lost Closes a lead as lost with a reason from the account's lost reasons list.
- Add Note To Lead Adds a note to a lead's timeline, typically the outcome of a sales call.
Tasks
3- Get Tasks Returns staff tasks whose reminder falls in a date range, with the member, the assignee and the completion state. From Date and To Date are both required and completed tasks are excluded unless Include Completed is enabled.
- Create Task Creates a staff task with a reminder date and time, linked to a member and routed to a colleague. This is how an agent hands work to a person rather than doing it.
- Mark Task As Completed Marks a task done, recording who completed it and when.
Messaging, Forms, Account and Reports
4- Send Push Message Sends a push notification to one or more users through the Arbox member app. Push is the only channel this endpoint supports, so recipients need the app installed with notifications enabled.
- Create Digital Form Link Generates a personalised link to an Arbox digital form for a specific user, so a waiver, health declaration or consent form can be sent for signature. The signed result is not read back through this connector.
- Get Custom Fields Returns the custom field definitions on the account, so their identifiers can be used in Create User, Update User and Create Lead. Run once at design time.
- Get Report Runs one of the built in Arbox business reports and returns its rows. The report selected determines the fields and the applicable filters, which is what makes sales, debt, attendance, retention, lead pipeline and membership lifecycle data all reachable through a single action.
Frequently Asked Questions
What can FlowRunner do with Arbox?
FlowRunner agents can run Get Users, Get User By ID, and Search Users in Arbox, plus 32 more actions.
Does connecting Arbox to FlowRunner require OAuth?
No. Arbox connects to FlowRunner with an API key, no OAuth flow required.
Can Arbox trigger a FlowRunner workflow automatically?
Arbox doesn't currently expose triggers in FlowRunner. It connects as an action step inside workflows started by another trigger.
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