An AI voice agent for gyms: answer every call

These problems usually start with a call nobody took:

• January members gone by March.
• Renewal reminders happen too late. Member's subscription expires. Nobody nudged them the week before. Now they're deciding whether to rejoin.
• Inactive members ghost before cancelling.

Enquiry calls peak in the evening and in January, when front-desk staff are busiest with members walking in.

Prospects asking fees and timings, members booking classes or PT, members asking about expiry or freezes, and people wanting a trial. Calls peak in the early morning and evening — when the front desk is swiping members in.

Vajra, Reputoo's voice agent, runs the same workflows over the phone that the WhatsApp agent runs in chat:

1. New member gets welcome sequence — 5-day WhatsApp welcome: gym rules, class schedule, trainer introduction, first week tips.
2. Inactive after 10 days — re-engagement sent — Auto-message: "We miss you!" with class suggestions and personal trainer check-in.
3. Renewal reminder 15 days before expiry — 15-day, 7-day, and 3-day reminders with easy renewal link and seasonal discount if applicable.
4. Monthly class schedule broadcast — Every month, new class schedule and special events broadcast to all active members.

After each call the caller can get a WhatsApp message with the details, and staff see the call in the call log.

• 36 languages, switching to the caller's — useful where customers mix languages in one sentence.
• After hours it takes the booking or the message instead of letting the call ring out.
• Live transfer to a staff member when the caller asks for one or the call needs a person.
• Outbound calls for reminders and follow-ups, within the calling hours you set. Class reminders before the session, renewal reminders ahead of expiry, and re-engagement when a member stops showing up.

What stays with your staff: Cancellation and refund requests, injury concerns and billing disputes need a manager.

Members call to book a class, check expiry, book PT or ask about holiday hours. The agent recognises them by number and answers from their record, confirming bookings on WhatsApp.

A monthly voice add-on of ₹1,999 (or $29) on top of your Reputoo plan, plus call minutes billed from a prepaid wallet at ₹4–12 a minute depending on the number and route.

Compare that with the cost of the calls going unanswered, or with the hours staff spend on routine calls, and decide from your own call volume.

• Price negotiation and corporate plans.
• Freezes, transfers and cancellations — processed by the front desk.
• Injury and health questions — to trainers or professionals.
• Complaints.

A gym taking 20 calls a day at about two and a quarter minutes each uses around 45 minutes a day, roughly 1,350 a month. At ₹4–12 a minute from the prepaid wallet that is ₹5,400–₹16,200 a month in minutes, plus the ₹1,999 monthly add-on. One new member from a call that would have rung out covers it.

1. Add plans, classes, trainers and policies; connect member records.
2. Choose forwarding: unanswered or peak hours.
3. Test an enquiry, a trial booking, a class booking and an expiry question.

Members call to book a class or check whether spots are left. The agent books and confirms on WhatsApp, and adds them to the waitlist for full classes, messaging them if a spot opens.

Members with PT packages call to book with their trainer. The agent shows the trainer's open slots, books, tells them how many sessions remain, and confirms on WhatsApp.

Members call when their renewal reminder arrives. The agent explains the plans, sends the payment link to WhatsApp during the call, and confirms the new expiry date once paid.

Callers ask about women-only hours, senior batches or beginner sessions. The agent gives the times and trainer and books a trial in that batch.

The agent follows the caller's language and switches if they do, which helps gyms that serve a mixed neighbourhood.

Answer with the gym's name, energetic but not pushy, and say the caller is speaking to the gym's assistant. End with what was booked and that details are on WhatsApp.

Compare calls that rang out, trials booked by phone and trial-to-member conversion before and after. Review call summaries weekly for questions to add.

Prospects ready to negotiate and members with complaints ask for the manager. The agent transfers when someone is free, or books a callback.

Members call to freeze a membership for travel or injury, or to cancel. The agent explains the rules and fees, takes the dates and reason, and passes the request to the front desk, confirming by WhatsApp once processed.

HR contacts call about group memberships. The agent takes the company, the number of employees and the timing, sends a summary to WhatsApp, and books a callback with the sales team.

Callers ask about day passes or bringing a friend. The agent explains the rules and price, sends a payment link to WhatsApp, and confirms the pass.

Many people decide to join a gym in the evening, after work. The agent answers those calls and books trials for the next days so the sales team starts the morning with appointments.

The agent never shares a member's attendance or plan with anyone else. A caller asking whether someone is a member is offered to leave a message.

Choose an upbeat, friendly voice. Review call summaries in the first weeks and adjust the greeting and pace until calls feel like your front desk on a good day.

Callers ask about showers, lockers, parking and when the gym is quietest. The agent answers from facility information and, if you publish quiet hours, suggests the best times to come.

When a class is cancelled or moved, members call to check. The agent explains the change, offers alternatives and rebooks, confirming on WhatsApp.

The agent sends renewal and instalment links to WhatsApp during the call and confirms when payment arrives. Failed payments get a fresh link; disputes go to the front desk.

Callers who mention an injury or a condition are advised to see a doctor or physiotherapist for medical questions, and offered a session with a trainer for training around it once cleared. The agent never gives exercise or diet advice for a condition.

Callers who have never been to a gym, or are returning after years, ask whether it will suit them. The agent explains the beginner options, the induction and the quiet hours, and books a trial with a trainer. It suggests checking with a doctor first when a caller mentions a condition.

A friend calling "because Priya told me about you" is a referral. The agent books the trial, records the referral, and the reward is applied when the friend joins.

Many members call before 7 am to check timings or book the morning class. The agent answers from the first minute the gym is open, and before, so members are never left with a ringing phone before their workout.

A caller unhappy about equipment, cleanliness or a trainer gets an apology and a transfer to the manager, or a callback. The agent never argues and never offers compensation on its own.

Callers ask what classes run on a given day. The agent reads the schedule with spots left, books the one they choose, and sends it to WhatsApp.

For workshops and special sessions, the agent explains the session, takes the registration, sends the payment link and confirms. Callers get a reminder the day before.

Within the hours you set, the agent can call people who took a trial but did not join, ask how it went, answer questions and offer the plans. It calls once, and passes anyone ready to negotiate to the sales team.

Before holidays, callers ask whether the gym is open. The agent answers from one place in the knowledge base and tells members about any special batches or closures.