AI receptionist for gyms, studios and tutoring courses

The trainer is training, the teacher is teaching

Gyms, yoga and dance studios, language courses and private tutors share one problem: the person who should answer questions is busy working at that very moment. The trainer is running a group class, the teacher is in a lesson, the tutor is sitting with a student. Meanwhile a parent writes on WhatsApp in the evening asking whether there is an English group for a seven-year-old, and someone else asks on Instagram how much a monthly membership costs. When the reply comes two hours later, they have already signed up elsewhere. Decisions here are often emotional: "I am starting today." That moment should not be missed. An AI receptionist answers at once and turns interest into a concrete request.

Schedule, levels and formats

The most common question is the schedule: which days and times the groups meet, whether there are morning or evening classes, which levels and age groups you have, online or in person, where the venue is and who teaches. The AI receptionist answers from the schedule and data you provided. If your timetable is easier to show as an image, upload it to the library and the AI will send it when needed. Whatever language the client writes in, Azerbaijani, Russian or another, the reply comes back in that language. The AI also understands voice messages, which is handy for parents writing on the go.

Memberships, prices and discounts

A membership question usually has several possible answers: unlimited monthly, 8 or 12 sessions, a single visit, personal training, a full course package. The AI receptionist explains your prices option by option and asks a question to find the right fit: how many times a week would you like to come? It mentions a student, family or second-child discount only if you listed one. Prices and discounts pass a separate check before sending, so the AI will not promise a promotion that does not exist. If you describe your rules for freezing a membership or getting a refund, it will pass them on in your words.

Trial class: the AI collects the request, you confirm

Many people want to try a class first. The AI receptionist collects the details you need: name, phone number, age or level, the activity or subject they are interested in, and convenient days. Then it sends the request to you in Telegram. The AI has no access to your real schedule or booking system, so it never confirms on its own that there is a spot in the group. It tells the client the request has been received and the time will be confirmed. You check availability and reply. Note in your data whether the trial class is free or paid, and the AI will tell the client up front.

Photos of the gym and the classroom

Before coming in, people want to see the place. Upload photos of the gym floor, equipment, changing rooms, classroom or studio to the library. When someone asks what equipment you have or where the children study, the AI shows matching photos. Clients can send pictures too, for example a screenshot of an old ad of yours with the question "is this offer still on?". The AI understands the image, but if the offer's terms are not in your data, it does not guess; it passes the question to you. You answer by voice, the AI sends the client a neat text and can remember the answer if you want.

An example conversation

Here is an evening chat that might happen. Parent: "Hi, do you have an English group for my 9-year-old daughter? How much is it?" — AI receptionist: "Hello! Our groups for ages 8–10 meet twice a week, on Tuesdays and Thursdays at 5 pm. Eight lessons a month cost 90 ₼. If you like, you can start with a trial lesson." — Parent: "Yes, we would like that." — AI receptionist: "Great! Please send your daughter's name, your phone number and a convenient day. I will pass on the request, and the team will check for a place in the group and confirm." The schedule and price are examples; the AI works with your data.

When you need the trainer or teacher

Individual programmes, questions about injuries or health limitations, and requests like "is this safe for my back?" are a trainer's job. The AI does not answer such questions on its own; it passes them to you. Assessing a child's level, complaints, payment disputes and freeze or refund cases that are not covered in your data are also decided by a person. You can take over any chat at any moment and return it to the AI with one button. If a client asks, the AI honestly says it is an AI assistant. Routine questions stay with the AI, and you stay focused on training and teaching.

How to get started

Everything is set up from your phone, with no programmer. First fill in your data: activities and groups, schedule, memberships and prices, trial class terms, address, freeze and refund rules. Then upload photos of the gym, classroom and timetable to the library. In the test chat, write as a client: ask about the schedule, ask for a discount, request a trial class, ask something that is not in your data. If the answers look right, connect Instagram, WhatsApp, Telegram or Messenger. The first 7 days are free, with 50 dialogs and no card required. A dialog is one customer during one day.

AI manager for gyms and courses

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