The club phone rings hardest at exactly the hours nobody can pick it up. We are building Talkify's Clubware connection so your agent knows the member from the number they rang on, reads your live timetable and the spaces actually free, books them into the class, cancels the one they cannot make and puts them on the waitlist when it is full. Register your club and we will set yours up first.
Straight up: the Clubware connection is not live yet. It is being built against Clubware's published Web Service API. Everything else on this page, the answering, the voices, the texts and the summaries, is working today. Clubs that register now are the ones we build the first version against, and we do the connecting for them.
Free for your first 14 days. After that, business agents are $129/month at the founding rate for your first 3 months, then $199, including 200 minutes of calls. No setup fee, no per-call charge and no lock-in, so a busy January costs the same as a quiet June.
Clubware has run New Zealand and Australian gyms since 2001 and still runs a great many of them. It holds the things a receptionist needs on a call: the member, their phone numbers, the classes, the sessions, the bookings against those sessions, the waitlists, and the trainers. That is a rare amount for a club system to expose, and it is the reason this is the integration we are building next.
What your agent will do once Clubware is connected, while your one staff member is inducting somebody and three people are waiting to be scanned in.
Every line above is a record Clubware's published API exposes. None of it is switched on in a club yet, because the connector is still being written. That is the whole distinction this page is trying to be honest about.
Six things that will happen while your team stays with the member in front of them.
On the first ring, in a genuine local voice, using your club name and your greeting. No hold music and no menu. Five people can ring at once and all five get answered, which is what matters at ten past five.
The number is matched against your Clubware member list before the agent speaks, so a member of six years is greeted by name instead of being asked who is calling. Numbers are normalised first, so the way they saved it does not matter.
Which classes are on, when they run and how many spaces are genuinely free, straight out of Clubware. It is told to state only what the system returns, so it cannot promise a spot in a class that filled an hour ago.
It confirms the class, the weekday and the date out loud first, for example Tuesday the 30th at 6:00, then books it and confirms again. Dates are settled by Clubware rather than by the agent, which is where phone bookings usually come unstuck.
It reads the member their upcoming bookings, confirms which one they mean, then cancels it so the space goes back on the timetable instead of sitting on a no-show. A move is a cancel and a rebook in the same call.
When the class has gone, the agent offers the waitlist rather than ending the call with a no, and can tell a member later whether a cancellation has moved them up into a real booking.
The six o'clock is gone and your desk is three deep. The call that ends in "sorry, try tomorrow" is the one that quietly turns into a cancelled membership. This is the moment we are building the Clubware connection for.
Reading the timetable is open to anyone who rings. Everything that changes a booking is not, and how that is enforced matters more than the fact that it is.
Your member list, matched by number before the agent opens its mouth, so a member is greeted by name and never has to spell their surname to a phone.
Classes, times and the spaces actually free, read out of Clubware on the call. Anyone may ask, member or not, which is what turns a timetable question into a joining enquiry.
Confirmed out loud first, with the weekday and the date the system returned, then booked. It will never invent a class name, a time or a free space.
The cancellation your member would have put off until morning happens at nine at night instead, and the space goes back on the timetable for somebody who will use it.
On when the class is full, off when they change their mind, and able to tell a member whether a cancellation has already moved them up into a real booking.
The member is taken from the line the call came in on, never from what the caller says. There is no membership number to read out and no way to talk the agent into one, so an unrecognised caller cannot move or cancel another member's booking.
Classes and bookings are its work. Money and memberships are yours, and it is being built that way on purpose.
No card details on the phone, ever. A prospect gets a proper answer about the club, the classes, the hours and what it is like, then their name and number land with your team as a text and an email while they are still keen. That is a warmer lead than a form filled in at midnight.
Payments, arrears, a hold or a freeze. Those are conversations a member should have with a human who can actually fix them, so the agent takes the detail and passes it on rather than half-answering it.
Reading the timetable is not the same decision as writing into it. Booking, cancelling and the waitlist are meant to be things a club turns on when it has heard how the agent handles people, not things that arrive switched on.
The Clubware link is the part that is still being built. None of this is waiting on it.
Your agent already knows your hours, your classes, your prices, your rules and your club, because you tell it rather than because it read them out of a system. It answers every caller at once, around the clock, in 32 languages, and texts and emails you the whole call within seconds of it ending. Plenty of clubs run exactly that and connect their club system later.
Personal training, assessments, tours and trials go into Google Calendar or Outlook today, checked as genuinely free before a time is offered and written back with the member in the entry. For a lot of clubs that covers the bookings that were being missed anyway.
Ring our agent and put it through its paces. Ask what is on tomorrow, change your mind halfway through, try to catch it out. Most people ring expecting a robot and hang up having had a conversation. No sign-up, no card, answering around the clock.
Clubs buy an answering service for the nights. The phone is not the problem at night.
Your busiest hours on the floor are your busiest hours on the phone, and they are the same hours your one staff member is inducting somebody, scanning people in and setting up the studio. The call that rings out then is usually the easiest one you will get all day: a member who wants a class, or somebody asking what it costs to join.
Somebody deciding to get back into it rings two or three gyms in one sitting and walks into the one that answered. That is a membership, and the year of it, decided by who picked up. Work out what yours are worth on the missed call calculator.
Clubware has run New Zealand and Australian clubs since 2001, and so does your agent.
A New Zealand voice that says Māori place names properly, te reo Māori greetings if you want them, and calls to your +64 number handled in New Zealand data centres, encrypted at rest with AES-256 in line with the Privacy Act.
An Australian voice, calls to your +61 number handled in Australia, and your plan priced in Australian dollars.
The same agent, the same knowledge of your club, pointed in the other direction. Every one of these is live today.
Win-back calls to the members who have not scanned in since March. Class reminders the night before. Follow-ups to the trial that never came back. You load the list, it makes the calls.
Phone surveys that ring your member list, ask how they are finding the new timetable or why they cancelled, and report the answers back without anyone on your desk sitting on hold.
The same brain in a chat widget on your site, in text or voice, from $49 a month. It knows the same timetable and the same hours as the one on the phone.
Connected to your Xero, the agent rings the invoices that have gone past due, in your name and your wording, and writes the outcome and any promise to pay onto the invoice. No commission, no collection agency.
New year, new intake, and the phone going all day. Call centre plans answer five, ten or fifteen callers at the same moment, with no queue and no hold music.
The Personal Assistant answers one person's own line rather than the club number, screens the rubbish and texts you what mattered. From $89 a month.
The questions we hear most. If yours isn't here, ring our live demo agent on 03 242 1262, it'll either answer or queue a callback from a human.
How the agent handles a club day, from the six o'clock rush to the enquiry that arrives at ten at night.
That one is connected and working today: member matching, the live timetable, booking, cancelling, and the recovery room too.
What Talkify connects to today, and what your agent can do once it is connected.
Or run it from your pocket
