Gyms & studios
Nine on a Sunday: eleven members training, nobody behind the desk.
It gets her into the six fifteen.
It picks up on the first ring, gets her into the six fifteen, and puts the minute she rang on a cancellation instead of the morning somebody plays the voicemail — and it hears that “how much is it a month?” is usually a woman asking whether she'll be the worst one in the room.
Free for 14 days. No card needed.
“Do I need to book, or can I just turn up to the six fifteen?”
Offers the start times your timetable still shows free and books the one she says yes to, then texts it to her. What it will not do is tell her how many places are left: nothing it can call counts the room.
Nine on a Sunday: eleven members training, nobody behind the desk.
Their words
Say it the way your callers say it, and watch what it reaches for
The agent has fourteen tools. It has the same fourteen on every one of these pages — what changes with your trade is which one a sentence lands on, and how much of the job is done by the time it puts the phone down.
It hears
“is the six fifteen full”
It reaches for
check_availability
Reads the start times your timetable still has free. It can't count the room, so it never says how many.
The words on those chips are the trade’s, not ours: fob, induction, the timetable, spot, late cancel, no-show. Get one of them wrong on the phone and the person on the other end knows within a sentence.
Run it
Every line on the job card came from a second you can point at
One call, on a rail. Drag it forward and it fills in. Drag it back and it comes apart — the slot empties, the tool leaves the log, and the confirmation un-writes itself.
Agent
Fieldgate Pilates — you're through to the studio's assistant. Nobody's on the desk on a Sunday, so it's me. What can I do?
Tools it ran
- Nothing yet — it is still listening.
Timed notice
- TonightPro · Google Calendar connected
- Off the class at
- Late fee
- Notice requested
She rang once, on a Sunday, into an empty building — and the date on her notice is the day she rang, not the day somebody found the voicemail.
Played back in 14 seconds, or listen to the whole call (1:23) at its own pace. The clock on the rail keeps the written call’s time.
Build this agentThe wall
It will not tell you you won't be charged
Lean on it. The words change as the caller pushes; the answer does not. Push all the way and the only thing that gives is that it stops arguing and fetches a person.
Pressure 1 of 4
Caller
“Right, it's cancelled. So I'm not being charged for it, am I.”
Agent
I can't tell you that either way. You're off the 18:15, and 18:04 tonight is the time on this call. Whether 18:04 is inside your window is Bev's to say, and she says it in the morning.
One thing does get over it. It will say out loud that Bev can do what it can't, and it hands her either the call or the timed request without being asked twice. Refusing to decide a charge is not the same as refusing to move it along.
The relay
Whoever is on call — the duty manager, or the number you saved for the unstaffed hours knows in 9 seconds
The call that cannot end with the assistant is a member stood outside an unstaffed building at ten at night with a fob that won't read. There is nobody to transfer her to — that is the whole reason she is outside — so the escalation is an alert to a mobile while she is still on the line, and then a text to her so she is not stood in the rain wondering whether anything happened.
0.0s
The caller is still talking. They never hear a hold, and they are never told to ring back.
Your rules
It starts briefed for your trade. The brief is yours to change.
Your trade decides what it knows on day one. You decide the rest — and every line you change shows up in how the next call goes, not in a settings page nobody reads.
A cancellation gets logged the second it's said, even when I'm stood right there
It stops offering to put her through to me first. A transferred call that rings out is an unlogged cancellation — so it takes the request, times it, reads it back, and only then offers me.
Anything pregnancy or post-op goes to whoever's teaching before it goes in the book
The class isn't offered at all. It takes the detail, says plainly that it can't answer, and has whoever is teaching ring back the same day.
After 20:00, door and fob problems come to my mobile
Off. The call goes ahead without it.
Same agent, your vocabulary. The trade seeds the prompt; everything after that is yours, and you can read the whole of it in the dashboard rather than guessing at what it was told.
Go live
A number of its own, briefed for your trade, this afternoon
Everything on this page works on some plan. Here is exactly which, so nothing you just watched turns out to be behind a wall you did not know about.
On any plan
Nothing to connect beyond saving a contact and adding your documents.
- Answers questions from your own documents
- Writes down the details you asked for
- Takes a message, in the caller's words
- Tells your team, during the call
- Puts the caller through to a person
- Knows the date, your hours and the caller's number
Starter — $49 a month
Needs a text-capable number on your account.
- Texts the caller a confirmation
Pro — $249 a month
Needs Google Calendar connected. Until it is, these calls become messages instead.
- Reads your real diary before it offers anything
- Holds someone for a cancellation
- Finds an existing booking to change
- Cancels and frees the slot
Your agent gets a new number; we cannot port your existing one, so the new number sits alongside your line and you forward to it when you are ready. Local numbers only — no mobile or toll-free yet.
What you just proved
Six claims. You operated the ones that are filled in.
- Three kinds of call come in, and it knows which is whichTry it
- It understands how your callers actually talkTry it
- Every line on the paperwork came from a second of the callTry it
- It will not say the thing that would land you in troubleTry it
- When it can't finish a call, a person knows while the caller is still thereTry it
- The brief is yours to changeTry it
The one we did not demonstrate
About three calls in ten go unanswered in staffed hours
Our figure, not a study. Our estimate, and it comes out of a collision rather than a published figure: the busiest ninety minutes on this phone — half four to six — are the same ninety minutes one person spends scanning forty people in, taking payments and answering the six people physically stood in front of them. The caller is seventh in a queue she can't see. Out of hours is a separate and much uglier number: a 24/7-access site trades 168 hours a week with someone on the desk for about 45 of them, and Sunday is the most commonly unstaffed day in the trade. Ours is a number built out of a rota; yours is a number you can count. Count one Monday and one Sunday separately — the gap between those two is the argument, and the average of them hides it.
About £14 a recovered call in the UK, about $18 in the US
Our figure, not a study. Two sums, held separately, and deliberately not an exchange rate: a UK membership at £40 a month and a US one at $50 are different products in different markets, and converting one into the other would be inventing precision. Both run the same way. Twelve months of member life counted and not a month more — which is short on purpose, since the Health & Fitness Association's 2025 benchmarking put annual retention at 66.4% and that implies longer. Then one phone enquiry in five turning into a join: that is our assumption, not a finding. ABC Glofox publishes 15–20% for gym leads, which is the right order of magnitude, but they sell gym software, they do not publish the sample behind it, and a figure like that is a sanity check rather than a source. Then two enquiries in every ten recovered calls, because the other eight are freezes, billing queries and class changes and we credit them nothing at all. Then three-quarters of the result, since some of those callers would have rung back anyway. A reformer studio at £130 a month is roughly three times this and a solo PT about twice. Multiply it by your own missed-call count if you want to; we are not going to do that arithmetic on a public page and call it your loss. And in this trade the expensive miss is not the enquiry anyway — it is the member who rang four times to cancel, gave up, and cancelled the direct debit instead, which costs the remaining term, the arrears chase, and a review with a date in it.
- Two in five people ringing a gym as a prospective member never reached a human at all.
- Replify, secret-shop study of US fitness facilities, 2025. 105 US facilities called as prospective members during standard business hours, fieldwork across Q3 and Q4 2025: 31% reached a person immediately, 61% eventually, 28% went straight to voicemail, 38% landed in an automated phone tree, 3% rang out. Follow-up was worse than pick-up — 12% of those leads were contacted within 72 hours. Business hours only, US only, and the 38% phone-tree share points at larger multi-staff clubs rather than single-site independents. No publication date is stated, so we date it to the fieldwork year and no further. Replify sells AI call answering to gyms, and ran the study on itself.
- Roughly a third of members leave in a year, which is why we count twelve months of membership and not twenty-four.
- Health & Fitness Association, industry benchmarking, 2025. Operator-reported annual retention of 66.4% across US clubs contributing to the association's benchmarking programme. The report does not publish a facility count we are willing to quote, so read it as an industry self-report rather than a census — which is also why we use it to argue that our own twelve-month assumption is too pessimistic, rather than to prove a number with it. The association is the industry's own trade body: its members are the operators being measured, and it sells them the benchmarking.
Questions
What gyms & studios owners ask first
My members know Bev. They ring, she says “hiya, you're in for the six fifteen”, done — and that's half of why they're here rather than at the place down the road. The second a robot picks up my phone, every one of them knows I've taken a person out of the building to save money.
He is right about the thing everyone else in this category gets wrong: here the front desk is not overhead, it is a large share of the product. In plumbing or law the caller has never met whoever answers. In a studio she sees Bev three times a week and says hello. So the comparison is not Bev or the assistant — calls in staffed hours still reach Bev. It is the assistant or the recorded message, in the ninety minutes Bev is scanning forty people into the 6.15, the forty-five minutes she is touring exactly the kind of person who is calling, or the Sunday she is not in the building at all. Then ask which of those two sounds more like a person was removed to save money: “we're busy right now, leave a message after the tone”, or “there's a spot at 6.15, shall I put you in?”. And the second half of the answer is the half owners don't expect. The call Bev least wants to miss is not the enquiry. It is the member who has already decided to leave, rang four times, got the tone four times, and is now composing a review — because that one does not come back later. It comes back as a cancelled direct debit with a date on it, and the assistant's entire job on that call is to make sure the date is the day she rang.
Will it cancel a membership? That's the call I most want off my desk.
It will not close it, and you would not want it to. What it does is the part that protects you: it records the request with a timestamp, reads it back, and confirms it by text, so the notice period runs from the date she rang rather than the date somebody found the voicemail. A human closes it. A cancellation deflected into an unlogged callback is how a club ends up in a dispute it deserves to lose — and the member who couldn't get through doesn't keep ringing, she cancels the direct debit instead.
Can it drop a late-cancel fee when the member's obviously in the right?
No, and that is the point rather than a limitation. It holds no fee rules, it cannot move money, and it cannot record a cancellation as having happened earlier than the call it happened on. So it never says “don't worry, you won't be charged” — the sentence that produces a chargeback when the automatic fee lands anyway, a one-star review quoting your own assistant back at you, and a member who now believes your phone lies. What it does instead is hand you the case: the time she rang, the time on the call the cancellation happened on, the time she rang earlier and got nothing, and her words untouched. Most fees that get dropped get dropped because somebody could see all four.
Someone rings about a bad back, or says they're pregnant. What does it actually say?
It says it can't answer that, and it means it. Whether a caller can take a class is a screening judgement — a PAR-Q or your own pre-participation form, made by a qualified instructor, sometimes only after a doctor's clearance. No law mandates the form, but virtually every professional liability policy written for a fitness facility requires some version of it, so an agent that says “you'll be fine” has skipped the screening the cover is conditioned on and created the exposure in the same sentence. It takes the detail, books nothing, and hands it to whoever teaches that class, by name.
Can it stop over-filling a class? I've got fourteen reformers and that's it.
Not by reading a capacity, because it has no way to read one. It books against your connected calendar, and when the timetable shows nothing free at 18:15 there is simply nothing there to book — it offers the waitlist instead and tells her only that she's on it, because there is no position on that list to read back and inventing one is how a studio ends up with fifteen people and fourteen machines. The cap itself lives where it always did: in what your calendar will give out.
Can it take the payment, or set the direct debit up? That's half the admin.
Never, on either. Card details spoken down a phone drag the recording, the transcript and everyone who can read it into PCI scope, and a direct debit mandate needs a properly authorised instruction — neither belongs in a conversation with software. It quotes your price, books the visit, logs the freeze or the cancellation with its time, and the money is set up by a person who is allowed to set money up.
What about Bev's regulars, the ones who just want to hear her voice?
They ring during staffed hours and they get Bev, exactly as they do now. It says it's the studio's assistant in the first eight words and never does a Bev impression — being caught pretending would cost far more than the calls are worth. What it takes is the traffic that currently reaches a recorded message: the ninety minutes she's scanning forty people into the 6.15, the forty-five minute tour, and Sunday.
Start
Put it on your gyms & studios line
Fourteen days free, no card. Point your calls at it when you are ready, and take them back the moment you are not.
It answers on the first ring and tells the caller it is an assistant.
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