An AI receptionist for your front desk

1The everyday reality at the desk

Your office is staffed for a few hours a day, but the phone competes with everything else and rings well outside those hours:

• Calls come in while staff are helping families in person, checking kids in, or on the floor. The phone rings at the busiest moments.
• It is the same questions over and over: what class fits my four year old, what are your hours, how much is it, when does registration open, do you have open gym.
• Registration openings and camp sign-ups create a phone surge, exactly when the office is already slammed.
• Calls on evenings, weekends, or a closed day slip to voicemail, and most parents do not leave one. They just call the next club.

None of that is a staffing problem. It is just more phone than any front desk can catch on top of everything else, especially with the office open mornings and a couple of evenings.

2What the AI receptionist does

This is the core of it. A receptionist that never clocks out and never gets pulled away.

• Answers every call, 24/7, in a warm, natural voice. Most callers do not realize it is not a person.
• Knows St. Albert Gymnastics. Programs and age ranges from Babynastics through CanGym and competitive, open gym, birthday parties, pricing, the session schedule, and policies. It answers only from confirmed info and never guesses.
• Recommends the right class for a child's age, so a parent gets a clear answer instead of a callback.
• Texts parents the link they need while they are still on the phone: the class schedule, programs, open gym, or birthday parties.
• Takes a message when a coach needs to weigh in, like a competitive assessment or camp details, and emails your team a summary after every call.

3Why it helps the team

• Lightens the front desk. The repetitive, easy-to-answer calls get handled automatically, so staff spend their time on the families in front of them, not the phone.
• Captures more registrations. Every after-hours and overflow call gets answered, with the schedule or registration link texted on the spot. The inquiries that used to go to voicemail turn into sign-ups. That matters most when registration opens and through camp season.
• Saves money. Covering the phone for all the hours calls actually come in would mean thousands a month in added wages. An answering service charges by the minute and still cannot tell a parent which class fits their child. This does the whole job for a fraction of either.
• Nothing changes for your staff. No new software, no training. Your team keeps doing exactly what they do now, and the receptionist catches what they cannot get to.

4Real numbers from a club we run

Shared anonymously from a comparable Canadian gymnastics club on this exact system.

Call volume and the after-hours split are real data from a club we run. The labor figure is what covering those same hours with a person would cost.

5A bonus once you are set up: win back old families

Every club has past and lapsed families sitting in a spreadsheet, people who went quiet and are not coming back on their own. When you are ready, the same receptionist can call through that list, tell them what is new for the season, and book the interested ones. It is an optional add-on, not part of the core service.

6How it gets built, and what we need from you

We build it from your existing website, schedule, and policies, so there is very little for your team to pull together. Before it ever takes a live call, you review everything and confirm the details are right. You stay in control the whole way.