Four branches, twenty trainers, one number. Stella answers every call, books intro sessions, PT and consults into each trainer's real hours at each branch, enrols into classes with live counts, reminds and reschedules — the voice front door for a multi-site gym.
Northgate Fitness, this is Stella — how can I help?
You have software for classes. What you don't have is someone who picks up, knows every trainer at every branch, and makes the sooner-elsewhere offer.
Stella asks one yes/no about branch, hears the answer, and offers the trade: wait for the home branch, or sooner at Riverside.
The universal six, and two that matter when you're multi-site and hybrid.
No menus, no “press one”, no hold music, no disclaimer wall. Place, first name, how can I help — in one breath. Then she listens instead of interrogating. And she's there at 7:40 in the morning and 9 at night — when the parent thinks of it, not when you open.
She searches actual availability — who is where, doing what, for how long, in which chair or room — and never double-books. If she offers 2:20, 2:20 is free.
Reminders go out ahead of time. When someone can't make it, she handles the flustered call with warmth and finds the next time without drama.
A cancelled four o'clock is the one slot you can't sell tomorrow. The moment it frees, she offers it — by text — to the people who've said they'd take short notice, who wanted earlier, or who owe a make-up. First yes takes it; nobody else hears about it.
A four o'clock cancels? She asks the five o'clock if they'd like to come earlier. Nobody is obliged, and it cascades — you finish at five, not six.
Someone turns down a 9am; she stops leading with mornings for them. Preferences, never rules — and when she checks, she uses very few words.
Trainers' hours are per branch. She asks “mostly at Central?”, hears the answer, and offers the other branch only when it's meaningfully sooner — always time and place together.
A PT session is open booking into a trainer's hours; a class is a seat with a live count. Same ledger, one honest answer on the phone — and she complements the class app you already run.
She takes the cancellation the moment it comes, whatever the hour — nobody waits for the desk to open. Runway is money: the earlier she knows, the more people she can offer the slot to once your outbound hours open, and the likelier it fills. Your policy — notice period, deposit, fee — is yours; she states it plainly, applies it the same way every time, and stays kind about it.
Everyone on the short-notice list asked to be on it. Nobody is nagged; nobody hears another client's business.
Rain, a burst pipe, a birth, the autoclave, the hall double-booked — the whole block moves, and it's your call, not the client's. You say it once; she works out who's affected, offers each person the right alternative in their own words, waives the fee, logs the reason, and reports back. When it's an overrun rather than a closure she works by who can still act: the people who haven't left home yet get the call and the choice; the people already in the room get the honest ETA and a coffee; nobody further out is touched until the delay is still growing. Nobody hears why; nobody rings the desk.
Riverside's shut for the electrical inspection. Move today's PTs to Central where clients can, offer tomorrow to the rest.
Ten branches are one gym with ten locations, shared catalogue, trainers' hours per site. Stella searches the member's home branch first and offers another only when it's meaningfully sooner — with the place named.
The member who books the intro is the member who's still there in March.
A panel per branch: who's next, what changed, which class is filling. One button to say “move Rae to seven.” Equipment reps and scam calls never make it to the floor.
The owner sees every branch; each trainer sees their own day. Nobody opens an app between sets.
No “press one”. No “your call is important to us”. No recorded disclaimers before a human word. Warm, short, present — and honest if you ask what she is.
She offers what's in your catalogue and staff profiles. She won't crown a “best” anyone or promise an outcome. A time she offers is a time that's free.
A moved client hears “we need to move your Tuesday — let me find you another time.” Never who, never why. And once moved kindly, they're not yo-yo'd back.
She doesn't lead with it and doesn't apologise for it. Ask, and she'll tell you plainly: she's the assistant. She helps; that's what people remember.
Your trainers and where they are on which days, your services, your classes and capacities per branch. She's configured by hand for the first gyms — a few at a time.
Stella is in early access with a small number of practices and salons. Tell us about your phone and we'll tell you plainly whether she fits — and when.