How these campus rec centers are integrating AI into day-to-day operations and behind the scenes to support students and enhance efficiency.
AI is here to stay. It’s not just changing how people interact with technology — it’s reshaping the way campus rec facilities operate. From smart scheduling to predictive data dashboards, AI is helping campus rec professionals manage their spaces, track engagement and support student well-being. It’s not just a technology upgrade, but a reimagination of what campus rec can accomplish.
At Cleveland State University (CSU), AI has become a part of daily operations. Digital signage updates automatically through Rise Vision, Club Automation handles membership management and SubItUp supports staff scheduling.
“We’re using AI in a bunch of different ways — day-to-day, behind the scenes and strategically,” said Matt Schmiedl, the associate director of Marketing and Strategic Development, CENTERS at CSU. “It’s helped us move faster and smarter while improving the quality of what we deliver.”
The campus rec team at CSU relies on a variety of platforms across marketing, operations, training and planning. Their tech stack includes Adobe Creative Cloud, Canva and Constant Contact to generate content, with tools like Descript, Sona and Adobe Firefly aiding in video production and photo editing.
Schmiedl said the combination of AI-powered tools has helped the team operate more efficiently, make faster decisions and deliver better experiences for students and members. Since many of these platforms are cloud-based, teams can collaborate from anywhere and stay responsive.
AI has also changed the way CSU approaches content creation. Tasks that used to take hours — like creating campaigns, making presentations, writing reports, etc. — can now be done in minutes. This frees up staff to focus on things like strategy and general improvements. They’ve even started using AI-generated images, music and videos to speed up the creative process while still maintaining quality.
EXTRA CREDIT: Read a column on how to use AI responsibly in campus recreation.
Steph Smith, the director of Recreation at the Massachusetts Institute of Technology (MIT), views AI on a spectrum and encourages other campus rec professionals to do the same.
On one end, there are the quick response tools like ChatGPT — a useful platform for fast answers but not necessarily for learning. In the middle of the spectrum are tools that balance tech and human judgement. At MIT, the rec center uses Enode, a smart barbell that can track reps, sets and bar speed to make personalized training recommendations. Smith said it even suggests when users need to add or remove weight based on real-time analytics and performance.
“It charts the bar path on every single rep so you can make changes to your own form,” explained Smith. “It told me I was going too fast and needed to add weight for the main set.”
This kind of AI-enhanced feedback helps to integrate automation with personalized instruction, which empowers both students and trainers to make smart decisions. It’s not about replacing the human coach, Smith explained, but improving the coaching process with insights that may otherwise go unnoticed. “This is where a company can use these large language models to expedite and translate data while still allowing for human judgment, but giving some back-end information,” she said.
Another AI tool that combines technology and a human touch is smart scheduling platforms. These programs can optimize class or intramural schedules based on student demand, staff availability and facility use. All it needs is the data.
At the far end of the spectrum, Smith described systems that provide a fully AI experience. Smart systems powered by AI can adjust lighting, heating and cooling based on real-time usage.
Tools like EGYM Genius can track data across multiple machines, learn user behavior and adjust programs accordingly — all while capturing data that helps rec centers make informed decisions about programming, maintenance and engagement. “It enhances member experience while creating operational efficiency,” said Smith.
EXTRA CREDIT: Watch a Q&A on AI and technology in campus recreation.
Back at CSU, Schmiedl echoed this value of personalization and efficiency. Their use of Beautiful.ai and Google’s NotebookLM allows them to repackage content in formats that meet students where they are — whether that’s a podcast-style training, a slideshow or a simplified visual summary of a complex strategy.
AI can also help clean up data, automate email writing and streamline everyday communication. In fact, Schmiedl created his own custom AI trained on specific brand materials and values to act as an assistant — helping with brainstorming, strategizing, marketing planning and content creation.
Jerrod Jackson, the director of Recreation at the University of Missouri, said their campus rec center is somewhere in the middle with their tech. While the department isn’t formally using AI, individual staff members are using it for administrative tasks like email writing, planning workouts and preparing for retreats. He said they’re also seeing a lot of students use AI-powered fitness apps to help guide their workouts.
With less time spent on repetitive work, these universities can shift their workflows. Schmiedl said the CSU team can focus more on what really matters: connecting with students, improving operations and taking on projects they used to push aside. “There’s this layer of confidence it’s creating,” he said. “Our team knows we can try more things, test more ideas and move faster because the tools are supporting us behind the scenes.”
EXTRA CREDIT: Read this column on how campus rec departments unfamiliar with AI can get started.
For campus rec professionals looking to start implementing AI, the message is clear: you don’t have to be an expert. Schmiedl emphasized how quickly the technology is evolving, leaving a lot of people far behind.
Instead, he suggests starting small. “Pick one case — something repetitive, something you hate doing or something you’ve been avoiding,” said Schmiedl. “Try using an AI tool to automate it or draft a first version to build from there.”
Many of the general-purpose AI tools — like ChatGPT, Google Gemini, Microsoft Copilot and Claude — are approachable, versatile and inexpensive, making them perfect for new users. Schmiedl emphasized that the key isn’t mastering every feature but experimenting enough to find what works for your team.
Ultimately, campus rec professionals are finding that AI doesn’t have to be intimidating or impersonal. In fact, it’s allowing them to be more present, strategic and creative.
“AI isn’t going to totally replace what we do, but it’s going to reshape how we do it,” said Schmiedl. “Yes, it’s saving time and improving productivity, but it’s also allowing us to explore ideas we couldn’t before, test more creative approaches and build better experiences for students and members.”
