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Otosmart Soft Case studies BlackGym

BlackGym

Sports & Fitness · Nilüfer, Bursa (Türkiye) · blackgym.com.tr

From social DMs to memberships: AI-driven sales on one Odoo platform.

BlackGym tracked prospects in Excel and members in an expensive platform that added no real value. Otosmart Soft redesigned the sales process, then put AI to work inside Odoo: every Instagram and Facebook lead is pre-qualified and followed up automatically. The result, average monthly new memberships rose from ~15 to ~25, without hiring.

Odoo CRMSalese-InvoicingAI pre-qualificationInstagram & FacebookOdoo WebsiteTurnstile integration
Before → AfterExcel + expensive platform → one Odoo platform
Social mediaInstagram & Facebook leads flow into CRM automatically
ResponseAI pre-qualification means no request goes unanswered
GrowthAI follow-up lifted average monthly new memberships from ~15 to ~25

BlackGym's starting point and the Otosmart Soft approach

The starting point

Scattered tracking, an expensive but worthless tool

  • Prospects were tracked manually in Excel
  • Contracted members lived in an expensive platform with no real value in return
  • Some Instagram and Facebook messages went unanswered
  • The only way to grow sales seemed to be hiring more staff
  • Every invoice meant asking accounting again

The Otosmart Soft approach

Process first, then Odoo

  • We designed and clarified the sales process together with BlackGym
  • We identified the bottlenecks in the prospect journey
  • We kept everything standard Odoo could solve as it was
  • We moved time-wasting manual steps into automation
  • We brought membership, contract, invoicing and entry/exit onto one platform

THE ODOO SOLUTIONThe system we built

From marketing to membership, from invoicing to entry, the whole flow runs connected on Odoo. Nothing gets lost in a separate tool or a separate Excel anymore.

AI

Instagram & Facebook → AI pre-qualification → CRM

Messages from Instagram and Facebook land directly in Odoo. An AI-assisted assistant answers frequently asked questions instantly, collects pre-qualification details (interest, goal, suitable time) and automatically turns every request into an opportunity in CRM. The team calls warm leads, and no message goes unanswered.

CRM

Prospect tracking

Every opportunity in a single pipeline: source, next step, ownership and follow-up are clear. A disciplined flow instead of Excel and memory.

e-

Contract + e-Invoicing

Membership contracts and invoicing inside Odoo. e-Fatura/e-Arşiv are issued compliant with Türkiye's GİB. No more asking accounting for an invoice.

Web

Website with Odoo

The site built on Odoo significantly increased visibility; sharing events became easy and everything stayed on the same platform.

⊞

Turnstile entry/exit · custom development

Through custom development by Otosmart Soft, membership status is integrated with the three-arm turnstile entry/exit, with access and membership managed from one place.

PROCESS FLOWFrom prospect to member

The flow below shows the path a person takes from discovering BlackGym on Instagram to becoming a member entering through the turnstile, along with what is automatic, what is teamwork and what is custom development.

01

Social channels

A message or interest from Instagram & Facebook.

Entry
02

AI assistant

Answers questions, collects pre-qualification details.

Automatic
03

Odoo CRM

An opportunity is created automatically with its source.

Automatic
04

Sales call

The team calls the warm lead; no one is left unanswered.

Team
05

Contract + e-Invoice

Membership contract and e-Fatura/e-Arşiv in one place.

Automatic
06

Turnstile entry

Membership status is linked to turnstile access.

Custom development
Automatic (Odoo + AI) BlackGym team Otosmart Soft custom development

THE IMPACTAI follow-up turns more leads into members

No lead slips through anymore. AI answers and pre-qualifies every Instagram and Facebook message, so the team follows up faster and converts more. Average monthly new memberships went from ~15 to ~25, without hiring new staff, and still rising.

Before

  • Excel + expensive contract platform
  • Scattered, manual tracking
  • Unanswered social media messages
  • Dependence on accounting for invoices
  • Sales = need for new staff

After

  • One Odoo platform
  • Automatic opportunity creation and follow-up
  • AI pre-qualification, no unanswered messages
  • Instant GİB-compliant e-Fatura/e-Arşiv
  • Rising conversion without new hires

Average monthly new memberships

From ~15 to ~25, and rising

BlackGym · average monthly new memberships (before Odoo → today).
Otosmart Soft first designed our sales process with us and found the bottlenecks; then they set up Odoo. Now every request from Instagram and Facebook lands in our automated system, the AI collects pre-qualification details, and no prospect goes unanswered. Follow-up became so fast that instead of hiring new staff to grow sales, Odoo made the business better for us: our average monthly new members went from 15 before Odoo to 25 today and keeps rising. Membership, contract, e-invoicing and turnstile entry/exit are all on one platform now, and we don't even need to ask accounting for an invoice. I wholeheartedly recommend Odoo and Otosmart Soft's support.
BlackGymNilüfer, Bursa · blackgym.com.tr

What's next

Scheduling and appointments for personal trainers

As the next step, we're adding appointment and time management for personal trainers (PTs) to the same Odoo platform, where membership, payment and session planning will meet in one place.

Discuss your project

Let's bring your business onto one Odoo platform too.

How do your sales, invoicing and operations work today? Tell us, and just like at BlackGym we'll design a simple, automated and sustainable setup for you.

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