Class is running, and the front desk phone keeps ringing
A new mover asks about memberships at 6:15pm, mid spin class. GreetKeeper answers from your price sheet, books a free trial visit, and texts her the time.
Caller
“I just moved to the area. What does a membership cost, do you have a free trial, and is the 6am cycling class hard to get into?”
What happened next
- Booked Saturday 9:00am trial visit and tour with Kev at the front desk
- Noted: new to the area, interested in 6am cycling and the monthly plan
- Caller texted the trial time and what to bring
Your desk staff are coaching, cleaning and checking people in
At 6pm your front desk is scanning members in, answering a question about lockers and wiping down a rower. Your coaches are on the floor. That's exactly when a prospect who just drove past your sign decides to call.
Joining a gym is an impulse that fades fast. Someone who rings on a Thursday evening and hears voicemail often joins the place that answered. You paid for the sign, the ads and the location, and the phone lost the sale.
Most gym calls ask the same handful of things. Price, trial passes, childcare, parking, class times and whether a beginner can keep up. Members call too, to freeze an account, update a card or ask if the pool is open on Monday.
GreetKeeper answers every one of those calls, even when three come in during the same class change. It gives your own answers, books tours and trial visits, and passes account changes to the staff member who handles them.
From price question to booked trial visit
Point it at your website for a first draft of your hours, class types and FAQs, then correct it. Most gyms and studios run these steps.
Prospect or member
Its first question splits the call. Prospects go toward a tour or trial, and members go toward the account help they need.
Price and plans from your sheet
It explains your membership tiers, class packs and joining terms exactly as you wrote them. Promotions change monthly, so update them in one place and every call uses the new wording.
Book a tour, a trial or an intro session
It offers real slots from your calendar for a tour, a free class or a personal training consult, and reads the name, number and time back before it books.
Account changes go to your team
Freezes, cancellations and billing questions become a message for your membership manager with a text, so the member hears a clear next step and the right person follows up.
Where tours and trial visits land
Tours and consults write straight into your calendar. Your club software gets each lead through our webhook.
| Tool | How it connects | What that means |
|---|---|---|
| Google Calendar | Writes directly | Direct write for tours, trial visits and personal training consults. |
| Outlook Calendar | Writes directly | Direct write, the same as Google. |
| Google Sheets | Through Zapier | A Zap on a paid Zapier plan catches our webhook and adds one row per prospect to your lead sheet. |
| Square | Through Zapier | Square's Zapier app creates the customer after the call, so your desk recognises the new face at check-in. |
| Mindbody | Email or webhook | New callers' details reach your manager by email, ready for the Mindbody booking where passes and capacity live. |
| Glofox | Email or webhook | Each trial request arrives as a transcript and summary, ready to add as a lead. |
| Zen Planner | Email or webhook | Same route as Glofox. Your developer can post the webhook to your own integration. |
What the gym phone costs on each plan
You pay per answered call, and a January rush of new-year prospects moves the bill by cents a call.
| Plan | Monthly | Calls included | After that |
|---|---|---|---|
| StarterFor a single location taking calls one line at a time. | $49 | 200 | $0.45 per call |
| ProfessionalBooking, routing and transfers included, not an add-on. | $149 | 750 | $0.35 per call |
| ScaleFor busy phones and longer opening hours. | $349 | 2,000 | $0.25 per call |
Starter is $49 a month for 200 answered calls, then 45 cents a call. A boutique studio or a small box gym fits there with room to spare. A full-size club with a pool, childcare and a busy January usually sits on Professional at $149 for 750.
Chains price differently. The Multi-location plan starts at $299 per location, and each site gets its own local number with its own hours, greeting and calendar. Spam calls and robocalls are screened out before the greeting and never count toward any plan.
Set it up the way your gym actually runs
Set closure dates for holidays and deep-clean weekends, and it answers as closed on those days while still booking tours for the week after.
Give it your beginner answer. The most common worry on a gym call is whether a first-timer can keep up, and a warm, specific answer about your intro class books more trials than a price list does.
Maine requires clear notice that a caller is talking to an AI. Switch on the disclosure greeting if you have a club there.
What gym and studio owners ask first
Can it sign someone up for a membership on the phone?
It books the tour or trial visit that leads to the sale and sends the prospect a text with the time. Payment and the membership agreement happen with your team, at the desk or on your own link.
What does it do with a member who wants to cancel?
It takes the request, reads your cancellation policy as you wrote it, and passes the details to your membership manager with a text. Your member hears exactly what happens next.
Can it answer questions about the class timetable?
Yes. It reads out the class times, levels and instructors you give it, and tells a beginner which session suits them. Whichever class the caller wants arrives in the summary, so your team books the right slot in your club software.
We have three studios. Can each keep its own number?
Yes. Each location gets a dedicated local number with its own hours, greeting and calendar. Forward each studio's existing number to it, and the ring count is set where the forwarding is set.
Businesses that book by the class and the hour
Hear it book a trial visit
Point it at your website for a first draft, then try every feature free for 14 days.