Saturday's Intro Class, Reserved During Monday's WOD
ABBY PORTAL · CALL SUMMARY
ANSWERED BY ABBY · 6:45 PMVictor Lindgren
(612) 555-0158 · 3 min · New prospect
New in town, wants to try CrossFit; reserved Saturday 9:00 AM Intro to CrossFit with Coach Dez from the live schedule and created his prospect record.
Class reservedProspect created
ZEN PLANNER · SAT 9:00 AM INTRO TO CROSSFIT · RESERVATIONS
| Name | Status | Membership | Reserved |
|---|
| Victor Lindgren | Prospect | Intro class · free | Mon 6:47 PM · by Abby |
| Kara Whitmore | Member | Unlimited | Mon 12:10 PM |
| Deshawn Pratt | Member | 3x per week | Sun 8:02 PM |
Victor Lindgren just moved to town and calls at 6:45 PM on a Monday, right when your evening class is loudest and nobody can reach the phone. The AI Receptionist checks the live Zen Planner class schedule, offers Saturday's 9:00 AM Intro to CrossFit, and reserves his spot while he's still on the line, creating him as a prospect in Zen Planner with his name and number.
When the coach checks Saturday's class in Zen Planner, Victor is on the reservation list, marked as a prospect, so the first hello is "You must be Victor." He got the details confirmed on the call, and your team's usual reminders apply from there. No sticky note on the whiteboard, no callback to a guy who already dropped into the box across town.
Classes On The Call, Coaching Sessions To Your Coaches
Zen Planner is built around the class calendar, and so is this integration. Abby reserves spots in classes and programs, adds callers to the waitlist when a class is full, and cancels a reservation inside your cancellation window. Personal training, nutrition consults, and other one-on-one sessions aren't on that calendar, so those requests are captured with the caller's details and the times they want, then relayed to the coach who books them.
A member who wants to check or change a reservation is found by the email on their Zen Planner account; Abby confirms what's reserved and, when they want a different class, cancels the old reservation and reserves the new one, with Zen Planner sending both notices. Any note for the coach (a tweaked shoulder, a scaling request) rides along in the Abby call summary rather than on the reservation.
What A Phone Reservation Must Obey
✓Only the classes you allow. You choose which programs and classes Abby may reserve by phone, and which are members-only.
✓Capacity is capacity. Abby reserves from the live Zen Planner schedule; when a class is full, the caller goes on the waitlist, never over the cap.
✓Eligibility is Zen Planner's call. If a membership doesn't cover that class, the reservation isn't made; Abby captures the request for your team instead.
✓Your cancellation window is the cancellation window. A late drop is handled per your policy; the rule lives in Zen Planner, and Abby follows it.
✓Members are matched by email. Existing members are found by the email on their account; new callers are created as prospects with their contact details.
✓One-on-one sessions go to a coach. Personal training and consults are captured with details and relayed; Abby never invents a slot that isn't on the class calendar.
Boxes, Dojos, And Barbell Clubs
CrossFit boxes and strength gymsThe prospect who calls during the 6 PM class gets a spot in Saturday's intro session reserved on the spot, and shows up in Zen Planner as a prospect your coach can greet by name.
Martial arts schoolsParents call between work and pickup. Abby reserves the trial class, answers the questions you've scripted (uniforms, belts, schedules), and relays the rest.
Yoga and boutique studiosMembers who want to swap tonight's class for tomorrow's get it done on the call: the old reservation cancelled within your window, the new one made.
Waitlists that actually fillWhen the class is full, the caller goes on the Zen Planner waitlist per your instructions instead of hearing "try the app."
How It Works
1Onboarding connects your Zen Planner gym and sets which programs and classes Abby may reserve, who counts as a prospect, and your cancellation window.
2The AI Receptionist answers 24/7, checks the live class schedule, and reserves the caller's spot (or adds them to the waitlist when it's full) before they hang up.
3The reservation shows on the class in Zen Planner, new callers appear as prospects, and one-on-one requests reach your coaches through the call summary.
FAQs
Can Abby's AI receptionist reserve classes in Zen Planner?
Yes. Abby's AI Receptionist checks your live Zen Planner class schedule and reserves the caller's spot while they're on the line, creating a prospect record for new callers or matching an existing member.
What about moving or cancelling a Zen Planner class reservation?
Abby cancels a reservation within your cancellation window. To switch classes, it cancels the old reservation and reserves the new class, and Zen Planner sends both notices.
How does Abby find a member's existing reservation?
By the email on their Zen Planner account. Abby confirms what's reserved and when, so "am I in tomorrow's 6 AM?" gets a straight answer.
Which AI receptionist or answering service works with Zen Planner gyms?
Abby: an AI receptionist for gyms and boxes on Zen Planner, with live, US-based receptionists on the same plan. The AI Receptionist is the one reserving class spots in Zen Planner, overnight and during open hours alike; the live team handles the calls you route to a person, from screening to messages to passing along what the caller needs.
Can Abby book personal training or a nutrition consult in Zen Planner?
Those one-on-one sessions aren't on the Zen Planner class calendar, so Abby captures the request with the caller's details and preferred times and relays it to the coach who books them.
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