How a Performance Gym Kept Its Team Aligned While Tripling in Size

Introduction

Lead Performance is a performance gym in Roseville, California, where the training is tailored to competitive athletes. Blair Orr, CEO and owner, credits that focus, and knowing exactly who the gym serves, for how well it performs.

The business has tripled in the last six months, with one location becoming three by the end of 2026. Growth like that puts pressure on internal communication, and a large coaching staff running the same daily systems consistently, soon across three locations, needs one structured place where the work lives.

The Challenge: A Growing Team Running on Unmanaged Group Chats

Before Zenzap, the gym’s software stack had grown into a long list of tools, and the team’s day-to-day conversations were happening in personal messaging apps. As the business expanded, the cost of that setup became evident.

• Work Getting Buried: Project conversations shared space with off-topic messages, so finding last week’s decisions meant scrolling through unrelated chatter.
• A Software Stack That Kept Growing: Staff moved between a long list of tools to find to-do lists, links, and resources, and each extra tool added another place for information to fall through the cracks.
• Complexity That Multiplies With Each Location: A large coaching staff, a range of personalities, and daily systems that have to run consistently all created coordination challenges, and adding two locations multiplied them.

…when you’re actually trying to get a project done and you’re having to scroll forever just to see what was talked about last week, stuff gets forgotten about really, really quickly.

The Solution: Why Zenzap?

What the business needed was one place for work conversations that could keep pace with expansion, with enough organization to separate locations and projects from each other.

Zenzap gave Lead Performance company-owned work chats organized by location and by project, with to-do lists, links, and shared resources living in one intuitive app. Admins control permissions, so access is granted and cut off in one place, and coaches set working hours so work notifications reach them when they’re on the clock.

Thought I had this million-dollar idea of I would create my own platform and I found Zenzap. I was like, ‘Thank goodness someone else did it.’

Key Features in Action

Organizing Work by Location and Project

Each location has its own chats, and each project inside it has its own, meaning a director opening a new site works from the chats for that location, and coaches work from the conversations that belong to their own projects.

That organization holds up as the business grows. Each new location gets its own space from day one, so nothing has to be untangled later.

Being able to have everything that we need just in one hub, but organized by location, organized by project is absolutely phenomenal. So things just don’t get lost.

Keeping Resources Where the Team Can Find Them

To-do lists, links, and resources sit inside the same work chat as the conversation about them. When a coach needs to access a document or a process, it’s in the chat where the work is happening.

Now it’s all in one place: our to-do lists, our links, our resources. Our staff isn’t having to go and search a bunch of different places for what they need.

Adding and Removing Access in One Click

A new coach gets added to the chats for their location and starts working from the same information as everyone else. When a staff member moves on, the gym removes their permissions in one place, and the files and conversation history stay with the business.

If it’s all in one platform, if it’s all in Zenzap, it is a very simple process. You remove permissions; they don’t get all of those files, all of the communications … So, anything that you need to keep in-house is kept in-house.

Protecting Coaches’ Time Off With Working Hours

The team can set their working hours according to their schedule, so work notifications only reach them when they’re on the clock. A coach who unplugs on the weekend picks the project back up when they’re back, with the conversation there to catch up on.

With the capability with Zenzap, if a coach needs to unplug on the weekend, they can unplug once they get back on Monday. Cool, now we can hit that project, but they’re not just being inundated at all hours. If they need their privacy, they need their time, they get it.

The Impact: Maintaining Clarity Through Rapid Growth

Lead Performance tripled its business in six months, and that kind of growth brings challenges of its own. One organized work chat is how the team keeps everyone on the same page while working through them.

• Everyone Works From the Same Information: Decisions, updates, and next steps stay in the chat where the work lives, so fewer things are missed as the team grows.
• Less Time Spent Searching: Staff stop moving between tools to find resources, which lets them spend more of their day actually coaching.
• Controlled Onboarding and Offboarding: Access is granted and removed in one click, and the files and conversations stay with the business.
• Protected Personal Time: Coaches get real time off without losing track of the projects they’re leading.

In the last 6 months, our business has grown about three times over and we have new issues. But having Zenzap and just having everybody be on the same page … clarity is the biggest thing for us so that things don’t fall through the cracks, because when they do, people get stressed.

Conclusion

Lead Performance trains athletes, and their success is built on doing that one thing well. Running the same systems consistently across a large coaching staff, soon across three locations, is what makes that possible.

Internal communication is where that consistency holds or slips. Chats organized by location and project, resources attached to the work they belong to, and permissions the business controls give the team the clarity it needs as it keeps growing.

If another business owner was thinking about jumping on Zenzap, I would say do it yesterday. You’re probably going to end up replacing about 70% of your software stack with a very simple, easy to onboard, easy to offboard platform where everybody just has clarity. Everyone knows what they’re doing. It’s very intuitive. It’s organized. It’s been absolutely phenomenal for us.