Coach working inside a gym
House rules apply: bookable windows, client access, shared equipment. The receptionist books inside those constraints rather than into an empty calendar.
Personal trainers
You coach at a gym, in clients’ homes or online, and each setting needs different preparation. Your receptionist records access requirements, travel or time zones and organizes appointments, leaving training decisions and confirmation of completed sessions in your hands.
$29 CAD / month · 50 Standard calls · 1 local number
When calls spikeJanuary — the resolutions waveSeptember — back to schoolThe summer lull
Prepare each session for its location and schedule
The coach finishes his session and finds a clear request: an in-window cancellation, the credit intact, a slot proposed, and a mention of pain waiting for his decision rather than an improvised answer.
Read the full conversation
Wednesday, 11:30 a.m. The coach is mid-session. A package client calls to move his Friday slot.
ReceptionistMathieu Roy Coaching, good morning. Let me take your name and a callback number.
CallerFelix Doucet, 450 555-0182. Friday will not work, and my lower back has been sore since Monday.
ReceptionistThank you for telling me. I cannot assess pain or decide whether the session should go ahead: I am passing that to Mathieu right now. On the schedule, your package shows three sessions left.
CallerDo I lose Friday's session?
ReceptionistNo. I am cancelling Friday inside the window your package allows, your session stays on the count, and I can offer Tuesday at eight at your home. Mathieu will call you about your back before anything is confirmed.
For the requests you receive
Independent coach, in-home
The address, the travel, the space available and the equipment on site all change the real length of the block. All of it is collected before anything is confirmed.
Video session
The link goes out with the confirmation and the reminder, and the client's time zone is checked when they are elsewhere. No travel to plan, but the session draws on the package like any other.
Other requests you can delegate
Client mentioning pain
Fitness qualification stops there. The request is transferred to the coach with what was said, with no program generated and no opinion given.
Client found on Instagram
The client followed your training videos on Instagram before calling. The receptionist answers about the package, the location and availability with your prepared responses.
What happens to the request
You describe your offer and your locations
Your session formats and their lengths, your locations and their constraints, your packages and their postponement rules, your minimum travel time, and what the receptionist must hand to you rather than handle.
She collects and coordinates
Name and callback number, known or new client, first session or follow-up, place wanted, goal as stated, package or credit in force, and real availability on both sides.
The session is set and the count stays clean
Confirmation and reminder go out by text, the session lands in your calendar with the travel time, and the call summary arrives in the app with the credit touched and whatever is still to confirm.
What the Beauty, fitness and lessons base covers
A receptionist who answers in your name, in both languages, identifies the session being asked for and books it with the duration, place and travel it needs. You keep your number.
- Calls answered in French and in English, following the caller
- The service, format and location being asked for, identified
- Booking, rescheduling or cancelling within your availability and known rights
- The duration, place and equipment each session requires
- Approved prices, conditions and package steps explained as written
- A written summary after every call, readable in the app, and the option to ask her what happened
She counts no session as delivered before you have confirmed it.
Decisions that stay with you
- She designs no program and recommends no exercise.
- She gives no medical or nutritional advice and assesses no injury.
- She promises no physical result and no timeline for reaching one.
- She stops the fitness qualification when sharp pain is described: she transfers the request to you.
- She changes no package that has been sold without your agreement.
Ask your receptionist, too
This is included in your base plan. She answers using the calls, requests and business information you are allowed to access.
Talk to your receptionistA question you can ask
Which appointments are requested at the client’s home?
She retrieves the address, format and reported equipment. She decides neither the training plan nor fitness to exercise.
What else you can hand to her
Beyond the base plan. Each one is added on purpose, separately from the base. None is switched on unless you choose it.
When your customers prefer to write
You can add a channel so she can continue the conversation with your customers. Any action she takes follows the same rules and the options you have chosen.
Optional customer channel
Customer text conversations
Clarify location, access and availability before a session, within the services you offer.
The transactional messages provided by your base plan and your own questions to the receptionist remain included.
Keeping your current software?
Check the actions supported, connection requirements and how to work when your software cannot perform the requested action.
Bookings, catalogue and locations are documented in the vendor model. Merchant authorisation and the mapping between accounts and locations still have to be proven on a real account.
Useful when you work inside a club that already manages its resources there. Live access, interface call costs and credit behaviour remain to be proven.
You sell hours, and admin eats them
An independent coach bills time. Every minute spent coordinating a location, moving a slot or recounting the sessions left in a package is a minute nobody pays for. The trouble is that this coordination arrives precisely while you are mid-session with someone: you interrupt, or you call back at night.
Packages are the other source of friction. Cancellations, postponements, make-ups: the number of sessions left drifts away from what was sold, and the awkward conversation arrives two months later, facing a client who counts differently than you do.
Your receptionist takes the call, records the goal as stated, checks the package and the credit, books the session in the right place — your gym, the client's home or a video link — and notes the attendance still to confirm. The program, the restrictions and the assessment stay with you; she stays in administration and coordination.
In the same section
The other lines of work in this section run on the same engine, with their own requests and their own rules.
Beauty, fitness & lessonsFitness and group classes
Personal trainers — your questions
What if I work in a gym with its own rules?
You write those constraints once: bookable windows, client access, shared equipment. The receptionist books inside them instead of treating your calendar as empty.
Does she handle remote sessions?
Yes. The video link goes out with the confirmation and with the reminder, and the client's time zone is checked when they are elsewhere.
How does she track sessions remaining?
She checks the package before booking, records cancellations and make-ups, and counts a session as delivered only after you confirm it. That is what keeps the count from drifting away from what you sold.
Can she talk about training?
She records the goal as stated and passes it on. She designs no program, recommends no exercise and assesses no physical condition: that is your trade, and the preset keeps her out of it.
Do I keep my number?
Yes. You forward your line to Zenvox during sessions, or on a schedule. You can also add a local number to keep coaching separate from the rest.
Your rules, before the first call
Start your free trial with your email. Your website can help prepare your business information, but it is optional. Confirm the facts, choose a first task and test your receptionist. You can try options too, starting with the ones you need.
Keep my phone numberPersonal trainers