# The AI receptionist for gyms that turns membership calls into tours An AI receptionist for gyms answers every call to your front desk, day or night. It explains membership options, hours and guest policies from your own information, books tours and trial visits into Google Calendar or Microsoft 365, takes freeze and cancellation requests for your team, and texts you each prospect’s details while they are still interested. ## Why gyms miss calls - **The front desk is checking people in:** At 6am and 6pm your desk is scanning members, handing out towels and answering questions face to face. The phone rings anyway, and the prospect asking about memberships gets voicemail right when they were ready to join. - **Membership questions take real answers:** What is the difference between plans? Is there an enrollment fee? Can my spouse join? Do you have a pool? A prospect needs clear answers before they visit, and rushed front desk answers do not sell memberships. - **Freeze and cancel calls need a record:** Members who call to freeze or cancel expect it handled. When those calls land on a busy desk with no notes, requests get lost, and a small billing question becomes an angry review. ## Calls Vocenya answers for gyms - Membership pricing and plan differences - Booking a tour or free trial visit - Hours, holiday hours and guest policy - Freeze, transfer and cancellation requests - Personal training inquiries - Amenity questions like pool, sauna or childcare - Class schedule questions ## How does an AI receptionist help gyms sign up more members? People decide to join a gym when they are motivated, often late at night or on a Sunday. The AI answers right then, explains your membership options from your own information and books a tour or trial visit on your team’s calendar in Google Calendar or Microsoft 365. Your staff gets a text with the prospect’s name, number and goals, so the tour starts with a warm lead instead of a cold walk-in. ## Can the AI answer membership and pricing questions? Yes. It answers from your website and the notes you provide, so it can explain plan differences, enrollment fees, family add-ons, guest passes and amenities. If you prefer to quote pricing in person, you tell it so, and it books a tour instead. It never makes up a promotion you have not given it. A prospect who hears a clear, friendly answer at 10pm is more ready to show up for a tour than one who reached a full voicemail box. You update the details whenever pricing or amenities change. ## How does the AI handle freeze and cancellation calls? It follows your process. The AI explains your freeze and cancellation policy, such as notice periods or required forms, takes the member’s details and request, and sends the summary to the right person on your team. It does not change billing itself, but every request gets recorded and passed along, so nothing slips through a busy shift. Members also hear exactly what happens next, which keeps a frustrating call from turning into a complaint at the front desk. ## Can the AI call back people who fill out a web form? On the Pro plan, speed-to-lead calls new web inquiries within moments, while they are still thinking about joining. The AI answers their questions and books a tour. Outbound calls follow built-in rules: Do-Not-Call checks, calling only between 8am and 8pm local time, consent records and no more than three attempts in 24 hours. New Year’s signups and spring promotions bring bursts of web leads, and the AI calls each one while your team handles the gym floor. ## Frequently asked questions ### Can the AI sign up members over the phone? No. The AI does not take payments or create memberships. It explains your plans and books a tour, trial or signup appointment, or tells the caller how to join online. Your team finishes the sale. Your summary tells them who to expect. ### Will it tell callers our holiday hours? Yes. Update your hours in your settings, including holiday changes and staffed versus key-card hours, and the AI shares them. Members stop calling the desk just to ask if you are open on Thanksgiving. That includes storm closures and changes to class times on holiday weekends. ### Can the AI book personal training consults? Yes. If your trainers keep calendars in Google Calendar or Microsoft 365, the AI can book a consult with a specific trainer or the next one available, and include the caller’s goals in the summary. Trainers see the booking right on their own calendar. ### What happens if a member calls with a complaint? The AI listens, records the details and sends a summary to your manager right away. You can also have it warm-transfer to a manager or to a GH Live agent, who sees the summary so the member does not have to repeat the story. ### Can we use it at more than one location? Yes. The Pro plan supports multiple numbers and locations, so each gym can have its own hours, amenities and booking calendar while you manage them in one account. A member calling one club hears that club’s hours and amenities, not another location’s. --- Source: https://vocenya.com/industries/gyms Vocenya, powered by GH Business Solutions. Plans from $49/month with a 14-day free trial: https://vocenya.com/pricing