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Botcadence
For gyms and studios

Gym AI Front Desk Pricing, Published Instead of Quote-Only

Most gym AI vendors ask you to book a call to see a price. Ours is $249 a month. Gym AI front desk pricing at Botcadence is $249 a month: the Voice AI plan answers membership, tour, class schedule, and freeze or cancellation calls on your existing number, books tours, and follows up by SMS or WhatsApp. It is priced per month, not per member or per location seat.

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  • Inbound calls first
  • Channel-specific routing
  • Human handoff when needed

Pricing and scope updated

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Gym enquiry line

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Why this matters now

Prospects call when your floor staff are coaching.

Peak membership enquiries arrive before work, at lunch, and in the evening, which are also your busiest training hours. A prospect who cannot book a tour on the first call often joins the club down the road. A published, flat price makes it easy to compare with a part-time desk shift. Members benefit too: class times, holiday hours, and freeze rules are answered the same way every time, and staff receive a short summary instead of a scribbled message on the front desk.

The practical starting point

Start with tour booking and class schedule calls.

Pricing

$249 a month, no per-member fees

One plan covers the phone line and messaging for a club. Multi-club operators add minute packs or talk to us about Enterprise. Clubs usually start by forwarding the calls that ring out during peak training hours, compare tours booked over a month with the month before, and then extend to early mornings and evenings. Studios with several locations on one number can share the plan and add minute packs as call volume grows, instead of paying a per-member or per-location fee.

  • 1,500 voice minutes for membership and class calls
  • Tours booked straight onto your calendar
  • SMS and WhatsApp follow-up for prospects
  • Freeze, cancel, and billing calls routed to staff

Where first response breaks

Why do gym calls go unanswered at peak hours?

Coaches cannot answer mid-session

Prospect calls ring out at peak times.

Vendors hide pricing

Hard to compare AI with a desk shift.

Early and late callers reach voicemail

Gyms open long hours with thin staffing.

How do you set up a gym AI front desk?

1

Load memberships and classes

Published plans, offers, schedule.

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Gym enquiry line

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2

Connect tour calendar

Available tour slots.

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Enquiry captured00:12

Caller

I need help and would like to know the next step.

Agent

I can help start your gym request. What can I note for the team?

Caller

I need someone to follow up with me.

Agent

What is the best phone number and time to reach you?

3

Forward missed calls

Keep your number.

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Calendar

Tuesday, 18

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16171819202122
8:00 AM

Gym request

Customer follow-up

Team

10:00 AM

Which channels do members and prospects use?

Front desk line

Answers prospect and member calls.

Tour booking

Books tours on your calendar.

SMS and WhatsApp

Follows up with prospects.

High-intent workflows

What can an AI front desk handle for a gym?

Tour booking

Book prospect tours into your calendar.

More tours booked

Class schedule questions

Answer times and availability.

Fewer front-desk calls

Membership options

Explain published plans and intro offers.

Better-informed prospects

Freeze and cancel requests

Capture the request and route to staff.

Fewer lost requests

Channel playbook

How does a prospect call become a booked tour?

Inbound voice

6 am prospect

Book a tour before work.

SMS

Tour reminder

Reduce no-shows.

Website chat

Class times

Answer schedule questions.

Transfer

Billing issue

Route to staff with details.

Who this is built for

Who at the club benefits from an AI front desk?

Independent gyms

Clubs where coaches also run the front desk.

Boutique studios

Studios with class-schedule and intro-offer calls.

Small multi-club groups

Operators wanting one front desk standard.

Not for billing disputes, contract exceptions, or health and injury advice.

Before you buy

What do gym owners ask before switching on an AI front desk?

Will members dislike it?
Members get answers immediately; staff handle anything personal.
Does it connect to our club software?
Summaries go to staff by email or webhook.
Can we keep our number?
Yes. Members and prospects keep calling the club number; only unanswered or after-hours calls forward to the AI front desk.

How should a club roll out an AI front desk?

1

Load plans and schedule

Published options only.

2

Test tour booking

Five sample calls.

3

Go live

Start with missed calls.

Published price or quote-only: how does gym AI front desk pricing compare?

Botcadence publishes one price: $249 a month for 1,500 voice minutes, web chat, WhatsApp, SMS, and 5 seats. A quote-only model asks you to book a sales call first, and the price often depends on member count or locations.

A published price lets an owner compare cost before a meeting. At an average three-minute call, 1,500 minutes is about 500 calls a month, roughly 50 cents per call.

When volume grows, 200-minute add-on packs extend the plan instead of a per-member fee.

Price is only part of the comparison. Check what the plan includes: Botcadence's $249 covers inbound and outbound calls, SMS and WhatsApp follow-up, 600 AI replies for web chat, and priority support.

Pricing modelHow price is setWhat raises cost
Published flat plan (Botcadence)$249 a month with 1,500 minutes200-minute packs when calls grow
Quote-onlySet on a sales callOften member count or locations
Per-minute onlyBilled for each minute usedEvery busy week

What does a multi-location gym pay?

Several clubs can share one $249 plan, which includes 3 projects and 5 seats, as long as total calls fit within 1,500 minutes. When they do not, add 200-minute packs or talk to us about Enterprise for SSO and an SLA.

Set up each club as its own project with its own hours, class schedule, and staff routing, so callers hear the right details for their location.

Track minutes per location for the first month. That shows whether shared minutes are enough or whether a busy club needs its own plan.

Keep one number per club if members already know it, and forward each to the shared plan. The AI front desk picks up the right project for the number dialled, so a caller to one club is not given another club's hours or class times.

Which gym calls does the AI front desk handle?

The AI front desk handles 4 common call types: tours, freezes, cancellations, and class bookings. It books prospect tours on a connected Google Calendar, records freeze and cancellation requests for staff, and sends the booking link for your class app.

It does not change contracts or billing. Staff handle those in your club software, using the summary the AI sends by email, webhook, or Zapier.

Injury and health questions go to staff. Members can call in Spanish and other languages, and the AI answers from the same approved content.

In short

How much does an AI front desk cost a gym?

Botcadence's Voice AI plan is $249 a month and includes 1,500 voice minutes, web chat, WhatsApp, SMS, and five team seats. Gym calls about hours, classes, and membership options are short, so a single club usually fits within the plan. The AI front desk books tours, answers published membership options, and passes billing disputes, contract changes, and injury questions to staff.

Common questions

Gym AI front desk pricing FAQs

Owners want to compare the cost with a part-time desk shift before a sales call. The Voice AI plan is $249 a month, with 1,500 voice minutes and messaging included.

No per-member fee. The plan covers one set of minutes and channels; clubs that share a plan across locations add minute packs as volume grows.

It records the cancellation or freeze request and routes it to staff, who handle contract terms and billing in your management software.

It answers schedule questions and can send the booking link for your class app. Tours for prospects can be booked directly on a connected calendar.

Yes, up to 3 projects share the $249 plan's 1,500 minutes, with 200-minute packs when total calls grow. Larger groups can ask about Enterprise.

Yes, it books tours directly on a connected Google Calendar and sends a confirmation by SMS or WhatsApp.

Yes, it answers in Spanish and other languages from your approved club information, with the same handoff rules for billing and injuries.

The AI front desk records who is cancelling, the reason if they share it, and the best way to reach them, then routes it to staff. Your team applies the contract terms and confirms the cancellation in your club software.

Book more tours for $249 a month

Send your membership options and hear the AI front desk book a tour.

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Start with one channel and one high-intent workflow. Need a hand? Talk to our team.

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