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ReceptOwl

AI front desk for gyms & studios

Turn late-night “how much is membership?” into booked trials.

People look into joining a gym at 6am and 11pm — rarely when the front desk is staffed. ReceptOwl answers membership, class and timetable questions from your approved information, books free trials and taster classes, and follows up with people who haven’t booked yet.
See it with your business A typical conversation
Web chat · 06:12Example · fictional
“Do you do a free trial class? I’m trying to get back into it.”
What ReceptOwl does with this enquiry (fictional example)
  • HIIT at 10:00 has three spots — offered from the class timetable
  • Trial booked for Ruth · what to bring sent by email
  • Follow-up scheduled for after the class

A typical conversation

What it asks, what it keeps, what happens next.

Forge Fitness is a fictional business, but the conversation is exactly how ReceptOwl works.

Web chat · 06:12

Forge Fitness

Customer

Do you do a trial class on Saturdays?

ReceptOwl

We do! HIIT at ten has three spots left — will I put you down for one?

Example · fictional business

What ReceptOwl captured

Class
HIIT · free trial
Time
Saturday 10:00
Goal
Getting back into training
Contact
Ruth · ruth@example.com

Next step

Trial booked · Saturday 10:00

Booked · team notified

ReceptOwl for gyms

The problem

Where enquiries get lost.

  • 01

    Enquiries arrive when the desk is empty

    Early mornings, late evenings and weekends: exactly when people think about getting fit, and exactly when nobody’s there to answer.

  • 02

    Trials that never happen

    Someone asks about a trial, gets a reply two days later, and the motivation has gone.

  • 03

    Staff answering the same questions

    Prices, timetables, parking, towels and lockers — asked every day, on every channel.

Built for your front desk

The questions it answers. The details it takes.

Handles

  • Membership options and prices you publish
  • Class timetables and availability
  • Free trials and taster classes
  • Personal training enquiries
  • Opening hours, facilities and parking
  • Student, family or corporate rates you offer
  • Freezes and cancellations — passed to your team

Collects

  • Name and mobile or email
  • What they’re interested in — classes, gym floor or personal training
  • Their goals, in their own words
  • Preferred times
  • Whether they’ve trained before

What happens next

Every enquiry ends with a clear next step.

  1. 01

    Trial or class booked

    Where your class booking system can be connected and tested, it books the spot.

  2. 02

    Trial request

    Otherwise, your team confirms, and the person knows what happens next.

  3. 03

    Follow-up after the trial

    At the time you choose — and it stops as soon as they reply, join or say no.

  4. 04

    Personal training to your trainers

    PT enquiries go to the right trainer with the person’s goals and availability.

Straight answers

Straight to you when it matters.

ReceptOwl handles the everyday on its own. You decide what should come straight to you — these are the usual rules, and yours may differ.

Comes straight to you when there’s…

  • Health conditions, injuries or pregnancy — with your approved message to check with a doctor first
  • Membership cancellations and billing disputes
  • Complaints
  • Anything about a member under 18
  • The person asks for a member of staff

What it won’t do

  • Give fitness, diet or medical advice
  • Cancel or change a membership without your team
  • Promise prices or offers you haven’t approved

Works with what you use now.

Gym management and class booking software often offers integrations. Where yours does, ReceptOwl books trials and classes directly; otherwise requests go to your team with everything they need.

A good fit if…

  • Most enquiries arrive outside staffed hours
  • People ask about trials but don’t follow through
  • Your team answers the same questions all day
  • You’d like every enquiry followed up

Tailored demo

Build your receptionist.

Answer six quick questions and watch it take shape. We then build a demo around your business — your services, your hours, your customers’ questions — and show you how it handles them.

  • A demo built on your own services, hours and questions
  • Your receptionist, with the name and manner you chose
  • A clear picture of going live: channels, connections, cost

Free, no obligation. We never contact your customers, and nothing is connected to your systems for the demo.

Let’s start with your business.

Let’s start with your business.

So your receptionist knows who it’s answering for.

What kind of business is it?
How many people work there? (optional)
Free, no obligation

Questions

Gyms & studios: questions.

Something we haven’t covered? Ask us directly.

Can it sign people up to a membership?
It explains your options and sends your sign-up link. Payment and contracts stay in your membership system — it never takes card details.
Will it follow up with people who didn’t join?
If you want it to — for example the day after a trial class. It stops as soon as they reply, join or say no.
What if someone mentions an injury?
It gives no advice. It shares your approved message — usually to check with a doctor or physio first — and passes the enquiry to a trainer.
Can it book classes?
Yes, where your class booking system can be connected and tested. Otherwise it takes a request and your team confirms.

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