Group classes, studios and boxes
Members ask about places and the agent offers them the classes that still have room. When a session fills up, it stops being offered.
Gyms
In a gym, Aipiter connects the centre’s WhatsApp with the weekly class timetable and its capacity, the trial sessions and each member’s record. The AI agent answers with the published timetable and holds places once the member confirms, and reception checks each member’s bookings and conversations in the CRM.
A day at the centre
A day at a centre with group classes morning and afternoon, told in six moments.
The seven o’clock session filled up last night. In the calendar it shows as «Full», and the agent stopped offering it as soon as the last place was taken.
Reception goes through the overnight bookings, each with its place already held, and writes to whoever needs it from their conversation.
A person who is not yet a member asks whether they can come to a class. The agent offers the trial sessions published for that week and prepares the booking.
A member writes that he will not make the seven o’clock class that evening. The agent prepares the cancellation, he confirms it and the place is offered to others again.
Cancelling a service is not something the agent processes: it leaves the conversation to the team, who find it in «Need attention» with everything the member said.
A booking comes in for the first class of the next day. The place stops being offered to others, and reception will review it when they open.
Six reception tasks at a centre with classes, alongside the part of Aipiter that handles each one.
Each class has its weekly timetable, its main room or instructor, its fee and its capacity. A full session shows as «Full» and disappears from the agent’s options. In the catalogue you can count at a glance the classes with places, those down to their last few and those that are full.
When a member cancels on WhatsApp and confirms, their booking changes to «Cancelled» and the place is offered again. If they change the time, the booking moves and frees the earlier place. A place is only held if one is left, so two members cannot both take the last one at the same moment.
Trial sessions are published date by date, with their time and capacity, and the agent only offers those. If one stops being available for new requests, it stays on the list without being offered. What happens to each request is explained under appointments and bookings.
Each room or instructor is a resource, with its own hours and default capacity. A class’s sessions come from its weekly timetable, up to 56 days ahead. A seasonal timetable can be prepared calmly and published on the day it starts.
Each member’s record brings together their bookings, with their status, and the WhatsApp chats they came from. In lists, their phone number is masked. Everything is kept in the CRM, alongside the team’s tasks.
Cancellations of a service, complaints, receipts and refunds are always handled by someone on the team, who gets the conversation with a summary from the agent; the member receives a fixed text telling them so. Reception’s way of sharing those chats out: customer service.
Day one
One for setting up, and two that repeat with every booking.
We move your classes into Aipiter with their weekly timetable and capacity, along with the rooms or instructors and the trial sessions you offer.
The agent handles questions on timetables and places, offers the classes with room and leaves the booking ready for the member to accept with a button.
Each booking appears in the calendar with its place held and in the member’s record. Reception writes to whoever needs it from their conversation.
Aipiter does not collect membership fees, does not manage direct debits and does not open turnstiles. If you already have software for that, it stays exactly as it is.
Aipiter takes care of what comes through WhatsApp: questions about timetables, class bookings and trial sessions, with each member in their own record.
If your centre runs closed groups, such as a Monday and Wednesday Pilates class, the «Their classes» tab in the record keeps track of which ones each member is in, with their first day and, when the time comes, their last.
That enrolment does not record payments: it only says which group each person attends and since when.
The calendar, the catalogue and the resources belong to the «Administration» and «Management» roles. An instructor with the «Customer support» role can open the conversations and the members’ records, with their bookings, but cannot touch the timetable.
That way the class timetable is changed by only a few people, and instructors can still reply to their students.
A pilates or yoga studio lives on classes with few places. Each session has its capacity and the assistant only offers those with room; when one fills up, whoever asks can join its waiting list.
If someone gives up their place, it is offered in order to those waiting, with a deadline to accept. Trial classes are booked the same way, and each student’s regular group stays in their record.
For bookings that come in on WhatsApp, yes: classes with capacity limits, trial sessions and each member’s record, with the agent offering only what has room.
From the gym’s chat: the agent shows them the classes with room, prepares the booking and the member taps the confirm button. Their place is held, nobody else can take it, and reception confirms the booking.
Yes. The AI receptionist picks up the centre’s phone, checks the classes with room and leaves the booking ready for the team, and notes the call, with its summary, in the member’s conversation.
The session shows as «Full» and disappears from what the agent offers. If someone cancels, the place becomes available again.
Yes. The agent finds their booking, sends them the cancellation to confirm and the place is freed.
Someone on the team takes care of it: the agent does not process cancellations.
With the «Customer support» role, they see the conversations and the members’ records with their bookings. The calendar and the timetable belong to administration and management.
We show you how your classes, your capacity and your trial sessions would look in Aipiter, with bookings like the ones at your centre.
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