AI receptionist for gyms.
The version of AI receptionist that gyms still use a year after launch.
Spots members going quiet and follows up personally, timed around school holidays and the start of each term.
Built around how New Zealand works.
Answers calls and books jobs when you cannot, including WoF reminders for workshops under the rules changing in November 2026.
- WoF rules change November 2026
- Four school terms a year
- An annual return every year
How it works in New Zealand
We find the one workflow costing gyms the most hours, ship a working slice into production in weeks, prove it pays for itself, then harden it and hand it over.
One workflow.
In production.
In weeks.
What you get
The shape of the result for gyms: Captures the 30-40% of enquiries that used to go to voicemail.
- Voice + chat, both trained on your business
- Knows your services, prices, and availability
- Books direct into your calendar - no double-bookings
- After-hours coverage with morning summary email
- No annual contracts
- No shelfware or licences you do not use
Not your typical AI agency.
*Every engagement is scoped and quoted up front. Results vary by workflow and business.
From one-person trades to national organisations, we find the hours :)
Quotes with GST, consent paperwork, LBP records and health and safety logs: the admin every New Zealand trade business carries.
*Illustrative example based on nine hours a week of admin. Actual results vary by workflow and business.
Where most gyms engagements actually deliver value.
Gyms and studios live or die on membership retention, and most churn happens quietly, weeks before someone cancels.
Lead follow-up, trial conversion, and renewal reminders are the levers that decide a gym's membership numbers.
Good questions, answered
Has this actually shipped for a real gym?
Yes. Captures the 30-40% of enquiries that used to go to voicemail. We'll share comparable engagements on the call.
Who owns the code and the model setup?
You do, on delivery. We deploy AI receptionist into your own cloud account where possible, with the model setup, prompts, evals and integration code all checked into a repo you own. Vapi sits in your account too - we don't operate it from ours.
How long does AI receptionist take to ship for gyms?
We aim for a working pilot inside 4-6 weeks - narrow scope, real gyms data, measurable outcome. From there it's another 6-8 weeks of hardening before you'd consider it production. Full rollouts (multiple sites, multiple teams) typically land in 3-4 months.
What does the Privacy Act 2020 mean for AI?
The same rules apply as for any system holding personal information. A breach that could cause serious harm must be reported to the Privacy Commissioner, who expects it within 72 hours.
Can it help with health and safety records?
It can keep them organised. A business must notify WorkSafe of notifiable events and keep those records for at least five years.
Talk to us about AI receptionist
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Tell us what you're trying to do and we'll reply with how we'd build it, no obligation.
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