Inbound AI Receptionist
Every call answered, including the 144 hours a week the office is closed.
A voice AI receptionist for St. Albert Gymnastics Club that answers questions about programs, ages, schedules, pricing and registration, day or night, and hands the rest to your office.
Prepared for Lisa Grant, Executive Director
St. Albert, AB
August 2026
Valid 30 days
The gap
The office is staffed 24 hours a week. The gym runs far more than that.
Your office is open Monday 9:00am–12:00pm, Tuesday through Thursday 9:00am–12:00pm and 4:00–7:00pm, and Friday 9:00am–12:00pm, closed weekends and statutory holidays. That works out to about 24 staffed hours in a 168-hour week.
Classes run weekday mornings, afternoons and evenings, plus Saturday and Sunday. So for most of the time families are actually in your building, and for every evening and weekend they're thinking about signing a child up, the phone rings into an empty office.
Registration makes it sharper. Fall 2026 opened at a fixed moment, June 17 at 10:00am, and that's exactly when a small office gets buried. The calls that don't get through in that window are the ones that turn into a registration somewhere else.
A week of phone coverage
Office staffed
Currently unanswered → we cover
24
staffed office hours per week, out of 168
0
calls answered live on evenings, weekends and Monday afternoons today
1st
club to answer usually wins the family, so speed decides registrations
The receptionist
Meet Robin, trained on the real St. Albert Gymnastics Club
Kelley passed along a link to a working demo line. If you haven't called it yet, it's worth two minutes: ask it what class suits a four-year-old, or what a one-hour class costs. That's Robin, and she already knows your programs.
The production version is the same thing built on your real programs, schedule, session pricing and policies. It picks up instantly when the office is closed, and during office hours it waits a few rings so your staff answers first, then catches the overflow.
?
Answers the real questions
Programs, age fit, class length, session pricing, the annual membership fee, registration and open gym, straight from your knowledge base. It recommends the right class for a child's age the way your staff would.
↗
Texts the right link
Sends your schedule, program and registration links by text mid-call, so a parent who's ready can act while they're still thinking about it instead of promising themselves they'll look later.
☎
Transfers when it counts
During office hours, account, billing and assessment questions route to your staff. Outside those hours it takes a clean message and emails it to the office with the caller's name, number and reason.
✓
Never guesses
If something isn't in the knowledge base, competitive tuition or a tryout date for example, it takes a message instead of inventing an answer. Your programs and prices are always represented accurately.
What's included
Everything to go live and stay accurate
- Custom voice agent built on your programs, schedule, session pricing and policies
- Knowledge base assembled from your site, registration system and intake, kept up to date
- Coverage every hour the office is closed, plus overflow during office hours
- Text-a-link flows for schedules, programs, open gym and registration
- Message capture emailed to the office, with caller name, number and reason
- Call transfer to your staff during office hours
- Client portal at mycalls.voiceshiftai.com with call logs, transcripts, recordings and analytics
- Monthly performance report
- Phone-system check and help wiring your number to your agent
- Content updates each session, when programs, pricing or the schedule change
Timeline
Live in two to four weeks
1
Week 1 · Discovery & design
Map the calls and the phone line
Confirm programs, pricing and current policies, design the call flows and greeting, and assess your phone setup so we know exactly how your number reaches the agent.
2
Weeks 2–3 · Build & review
Build on a test line, you sign off
We build and tune the agent on a private test line. You and your staff call in, hear it handle real questions, and we adjust until it sounds right. Nothing goes live before you're happy with it.
3
Weeks 3–4 · Launch & tune
Go live with the office watching
Switch on after-hours and overflow coverage, hand over portal access, and monitor the first days closely, tuning as real calls come in.
Investment
Start with Pro. Grow into Elite.
Business Pro · Inbound Receptionist Recommended start
$550/ month CAD + GST
150 talk-minutes included, then $0.50/min CAD, billed to the second. You only pay for real call time beyond the included minutes.
- Full 24/7 voice AI system, after-hours and overflow coverage
- Client portal with transcripts, recordings and call analytics
- Monthly performance report
- Content updates and ongoing tuning
Setup fee $550 CAD, one-time, due on signing. It equals one month and is credited back toward your first month, so it isn't an extra charge.
3-month initial term, then month-to-month with 30 days' written notice.
Business Elite · The upgrade path
$999/ month CAD + GST
Everything in Pro, plus the systems that chase growth instead of only answering it.
- Speed-to-Lead. The moment a new family inquires, they get a call first, backed by text and email
- Coach and staff absence alerts by SMS and email
- Lead Reactivation included. Every new campaign setup is free, you only pay the call time
Upgrade any time. No rebuild, and your agent and call history carry over.
Add-on · Lead Reactivation
Bringing former families back, with real numbers
Every club has a list of families who came for a season or two and drifted. This is an outbound voice campaign through that list: every family reached by voice, plus text and email carrying your registration link. Here are the results from a campaign we ran this spring for a gymnastics club we work with.
902
dormant families worked through
7.8%
of contacted families registered (70 families, 82 kids)
19%
of the club's entire spring registration came from this list
~$24,600
registration revenue tied to the campaign, on about $505 of campaign cost
Real results from a VoiceShiftAI client campaign, Spring 2026. Club anonymized. Your list size and results will vary, and we scope it with you first.
What each campaign includes
- A personalized call to every family on your list. The agent knows the child's name and the program they were last enrolled in, so it's a real conversation and not a blast.
- Voicemail and a text when nobody picks up. It leaves a message, then follows with a text carrying your registration link, so the parent has it in hand.
- A branded follow-up email with the same link, sitting in their inbox for when they get a minute.
- Families who say no are left alone. A decline stops the follow-ups for that family.
- Every call logged, transcribed and recorded in your portal, with a full campaign report at the end.
It's priced per campaign, so you run it when it makes sense, usually ahead of fall and winter registration.
On Business Pro
$500 setup per campaign, plus $0.50/min of call time. Relaunching the same campaign for a later season is $200.
On Business Elite
Every new campaign setup is free, so you only pay the $0.50/min call time. Relaunching the same campaign for a later season is $100.
Campaign call time is billed separately from your plan's included minutes. For scale, the campaign above used about $505 of call time to work through 902 families. All prices CAD + GST.
The math
What it's worth
To cover evenings, Monday afternoons and weekends with a person, you'd be adding roughly 40 hours a week of staffed phone time. That's a real hire, and for a non-profit club it's usually the reason those hours stay uncovered.
~$4,300
a month to add about 40 hrs/week of live evening, weekend and Monday-afternoon phone coverage with staff, at roughly $25/hr all-in
~87%
saving against that, on Business Pro at $550/mo
24/7
hours your agent answers, against 24 staffed office hours today
Put another way: a one-hour recreational class is $319 for a 13-week session. Across a full session the receptionist costs about $1,650, so it pays for itself at roughly five recovered registrations a session. Everything past that is the club's.
Staffing figures are reference estimates based on typical clubs and standard all-in rates. Registration figures use your published Fall 2026 pricing. We confirm the real numbers with you before launch.
Why VoiceShiftAI
We already run this for gymnastics
Gymnastics-native
We run live inbound receptionists today for gymnastics clubs and dance studios in Alberta and Ontario. We know the programs, the age questions and the registration rush.
Full transparency
Every call is logged, transcribed and recorded in your portal. You see exactly what your agent said and what parents asked, which is also a useful picture of what families keep calling about.
Canadian, local
Alberta-based, CAD billing, and support from someone who knows the gym floor as well as the phone line.
Accurate by design
Your agent answers only from your knowledge base and takes a message when it doesn't know. No made-up prices or classes.
Next steps
Ready to catch the calls you're missing?
- Review this proposal, and share it with the board if that's the process
- A short call to confirm details and your phone setup
- Sign the scope of work and service agreement
- Setup invoice, then we build on a test line
- Go live in two to four weeks
VoiceShiftAI · info@voiceshiftai.com
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