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Gym phone script template (copy and paste)

InfiVoice ยท 2026-11-14

A gym phone rings while the front desk is checking members in and a coach is walking someone through the floor. The caller wants to know about membership, a tour or a class, and most will not leave a voicemail. A written script keeps every call friendly and captures what you need to bring them in. Copy the one below, change the bracketed parts, and use it with a person or an AI voice agent.

Before you copy it

Decide a few things first. Your hours, your membership options, what a trial or tour includes, your class schedule and how booking works, personal training options, how freezes and cancellations are handled, and who answers questions the front desk cannot.

Keep one rule at the top. Quote prices only from your own price list, and do not give medical or injury advice. For health questions, say who will follow up.

1. Greeting

> "Thank you for calling [Gym Name], this is [Name]. How can I help you?"

After hours, say so and stay useful.

> "Thank you for calling [Gym Name]. We are closed right now and open again [Day] at [Time]. Tell me what you need and I will make sure someone gets back to you."

2. Understand what they want

> "Are you thinking about joining, or are you already a member?"

> "Are you looking for the gym floor, group classes or personal training?"

> "Is there a goal you are working toward, like strength or getting back into a routine?"

Write down the caller's own words, since people describe the same need in different ways.

3. Qualify a new prospect

> "Have you trained at a gym before, or is this a fresh start?"

> "Which days and times would you usually come in?"

> "Is there anything we should know before you visit, such as a past injury?"

Only route by what your gym actually offers. If something is not available, say so kindly.

> "We do not offer that one here. I would rather tell you now than waste your time."

For anything that sounds like a medical question, do not advise.

> "That is a good question for our coaches. I will have [Name] get back to you today."

4. Price and membership questions

> "Our [membership type] is [price from your list] and includes [what it includes from your list]. There is also [other option] at [price]."

Never invent a price, a fee or a promotion. If it is not on your list, say who will confirm.

> "I do not want to guess on that one. I will have [Name] confirm it for you."

5. Book a tour or trial

> "I can set you up for a tour or a trial visit. I have [Day, Time] or [Day, Time]. Which works better?"

> "Can I have your name and the best number to reach you?"

> "Bring comfortable clothes and ask for [Name] at the front desk."

Repeat the day, the time and the callback number.

6. Class booking

> "Which class are you interested in, and which day works for you?"

> "I can put you in the [Day, Time] class. Does that suit you?"

Only promise what your schedule and capacity allow, and offer a callback for anything custom.

7. Freeze, cancel or change a membership

> "I can help with that. What name is the membership under?"

> "I will pass this to [Name], who handles memberships, and they will call you back by [Day]."

State your freeze and cancellation policy in your own words and follow it. Do not promise exceptions.

8. Goodbye

> "Thank you, [Name]. You are set for [tour or class] on [Day, Time]. If anything changes, call us at [number]."

Run this script as an AI voice agent with InfiVoice

You can turn this script into a voice agent that answers while your team is coaching, at peak hours and after closing.

Start with the call flow. Paste the greeting, then add the questions in order: join or existing member, what they are looking for, day and time, name and phone number. Set membership changes and health questions as a branch that sends a message to the gym and promises a callback.

Then add a knowledge base with your hours, location, membership options, class schedule, price list and freeze policy. InfiVoice answers from that content instead of guessing. Connect your calendar so tours and trials land in the right slot.

Finally, test by calling it. Try a prospect asking about price, one booking a tour, a member asking about a class and someone who wants to freeze a membership. Fix the flow, then go live.

InfiVoice bills in credits and one credit equals 60 seconds of call time. The Free plan includes 100 credits, enough to build and test the script. Pro costs $79 per month with 250 credits.

Frequently asked questions

What should a front desk ask when someone calls a gym?

Whether they want to join or are already a member, what they are looking for, the day and time that suits them, and their name and phone number. Then confirm the tour or class out loud.

How should the front desk handle injury or health questions?

Do not give medical advice on the phone. Note the question and promise a callback from a coach or someone qualified on your team.

Can an AI voice agent handle a gym call?

It can ask the questions above, answer from your hours, classes and policies, and book a tour on your calendar. Decide in advance who handles membership changes and health questions.

Can I try this without paying?

Yes. The Free plan includes 100 credits.

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