AI receptionist for gyms and fitness studios: how it works

Why do gyms and fitness studios miss calls?

Coaches are teaching classes or training clients, and front desk cover is often thin, especially early in the morning and in the evening, when a studio is busiest. People calling about a trial class or a membership usually have a few questions before they sign up, and if nobody answers they may try another gym. An AI receptionist answers every call, 24/7, handles several at once and books the caller while they're still on the line.

What can an AI receptionist do for a gym or fitness studio?

• Book group classes and intro offers, such as HIIT, indoor cycling, boxing, barre or strength classes, trial classes and intro packs, into your booking system.
• Book personal training, assessments and tours with the right length and the coach the caller asks for, or the next available one.
• Move and cancel bookings in real time.
• Answer new-member questions from your own information: opening hours, the class timetable, what to bring, how early to arrive, parking, lockers and showers, and your late-cancel policy.
• Answer questions about memberships, class packs and prices, take a payment or deposit on the call, and sell gift cards.
• Fill gaps with waitlist texts when a spot opens, and send a text back to any call you miss.

Which booking systems does it work with?

CallPad books in real time into Mindbody, Booker, Zenoti, Square Appointments, GlossGenius, Setmore, Zoho Bookings, Phorest, SalonIQ, Salon Manager, Shortcuts, Simple Salon, Cliniko and Google Calendar. See the booking systems CallPad works with. On Mindbody, it books classes as well as appointments. There's no Vagaro integration yet; contact us and join the waitlist. If your gym runs on software that isn't on the list, ask us before you set it up.

How should it handle injury, health and membership questions?

An AI receptionist shouldn't say whether a class or programme is safe for someone. Tell it which questions to pass on, such as injuries, pregnancy, medical conditions or returning after surgery. Decide too how it should handle membership freezes, cancellations and billing questions: it can answer from your own policies, or pass them to your team. CallPad transfers the call to your team or takes a message, and your team gets an email saying what the caller wanted.

Does it work for gyms with more than one location?

Yes. If you have more than one location, CallPad asks which one the caller wants and books into that location's calendar. It handles several calls at once, so a busy evening doesn't leave callers on hold.

How do you set it up?

• Connect your booking system so the AI sees your classes, appointment types, lengths and coaches.
• Add your prices, memberships, intro offers, first-visit instructions and the questions it should pass on.
• Forward your calls, either all of them or only the ones your team misses. Your number stays the same.
• Make test calls for a first-timer, a class booking, a reschedule and an injury question, check the bookings, then go live.

With CallPad, setup takes about 10 minutes.

How CallPad helps

CallPad is an AI receptionist for salons, spas, med spas and clinics in the US, UK, Australia and Canada. It answers every call 24/7, handles several calls at once and screens out spam calls. It answers questions from your own information, including your prices, and speaks several languages. It books, moves and cancels appointments in real time with a named stylist or practitioner on the booking systems CallPad works with, including multi-service bookings, and can take a deposit or payment on the call or sell a gift card. If you have more than one location, it asks which one the caller wants and books into that location's calendar. It also replies to texts and can book by text, sends missed-call text-backs and texts clients on your waitlist when a slot opens up. When a caller needs a person, it transfers the call to your team or takes a message, and your team gets an email saying what the caller wanted. Setup takes about 10 minutes. For injury and health questions, it hands the call to your team rather than answering itself.

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Frequently asked questions

Can an AI receptionist book gym and fitness classes?

Yes. CallPad books group classes in real time in Mindbody, and books, moves and cancels appointments such as intro sessions, personal training and tours in your booking system, with the coach the caller asks for.

Does it work with Mindbody?

Yes. Mindbody is one of the booking systems CallPad books into, for classes as well as appointments, alongside Setmore, Zoho Bookings, Square Appointments, Google Calendar and the others on its list.

Does CallPad work with Vagaro?

There's no Vagaro integration yet. Contact us and join the waitlist.

Can it handle membership questions and cancellations?

CallPad answers questions about your memberships, class packs and prices from your own information and can take a payment on the call. If you want your team to handle membership freezes, cancellations or billing questions, CallPad transfers those calls to your team or takes a message, and your team gets an email saying what the caller wanted.

Will it give fitness or health advice?

No. CallPad doesn't say whether a class or programme is safe or right for someone. Questions about injuries, pregnancy, medical conditions or returning after surgery go to your team.

Does it work for gyms in the UK, Australia and Canada?

Yes. CallPad serves gyms and studios in the US, UK, Australia and Canada, and supports Germany, Spain and France to a lesser extent. It speaks several languages.

How long does setup take?

With CallPad, setup takes about 10 minutes.

Try CallPad

Ask us about your gym or studio, or hear CallPad answer a booking call.