AI receptionist for gyms & health clubs · UK
Open from six. Staffed from nine. Answered either way.
Magixis is a 24/7 AI receptionist for UK gyms and health clubs. It answers the hours you trade but don't staff — twenty past five, ten at night, all Sunday — quotes the plan from your own price list, books the induction or the class, and reads your own cancellation process without touching a payment. Every call writes itself into a CRM. From 70p a minute, no contract.
Hear it before you decide
One agent. One call.
Our own line is answered by the same agent your callers would get — 24/7. Ask it to join at half nine on a Sunday night: the plan, the price, the induction, and what it won't tell you about your knee. Then let it book your 30-minute demo while you're on the call.
- 24/7, 365 days
- ICO-registered · ZC223083
- UK/EU data storage · signed DPA
- No contract · from 70p a minute
The system
What does an AI receptionist do for a gym?
It answers on your access hours rather than your rota — including the long stretches when the floor is busy and the desk is empty. It quotes plans from your own list, books inductions, first sessions and classes, and holds the waitlist. Everything it isn't allowed to decide goes to a named person, and the record writes itself.
Picked up in the hours you don't staff
The agent is trained on your plans, your timetable and your tone. Twenty past five in the morning, ten at night, the whole of Sunday: two rings, same answer. Nothing sits on the machine until the duty manager comes in.
Induction, first session, class, waitlist
It books what you configured — an induction, a first session with a named trainer, a class that has a space in it — and adds the caller to the waitlist when it hasn't. SMS confirmation on the call. No payment taken, no card details asked for.
The CRM writes itself
Member or prospect, what they rang about, the plan quoted from your list, what was booked, what the member said in their own words, and who it went to — captured while they're still talking. Nobody types up voicemails at nine the next morning.
Where the joins go
Your trading day is longer than your staffed day.
In most businesses the person who should answer is somewhere else, or has both hands full. A gym on extended or 24-hour access has a different problem again: for hours at a stretch the building is full of paying members and there is nobody at reception at all.
The turnstile works. The phone doesn't.
A member badges in at twenty past five. Somebody drives past at half nine at night, sees the lights on and rings the number in the window. The gym is trading in both cases, and in both cases the desk is dark — so the second caller gets a recorded message about opening times.
05:20 · trading · unstaffed
Most of your callers already pay you
Join, freeze, upgrade, downgrade, cancel, and “I cancelled in March and you've taken another payment”. The subscription is the product, so money sits in the middle of the call — and money is the one thing the agent is never allowed to touch.
member · not enquiry
Six o'clock and January are one problem, two sizes
A class has a space or it hasn't, and when it hasn't, the waitlist is what you're actually selling. January is that same squeeze at a different scale: the fortnight your phone doubles is the fortnight every good slot is already taken.
18:00 · full · waitlist
What happens
62%
of calls to small businesses never reach a live person.
Why ring-back fails
86%
of calls from unknown numbers go unanswered — so the 9am ring-back to last night's voicemail finds nobody in.
Why the line keeps ringing · England
15.3m
adults in England took part in fitness activities in the year to November 2025 — 921,000 more than the year before.
How the agent handles gym calls
Two illustrative transcripts.
Scripted examples of how the agent handles these calls, not recordings of real callers. The gym, the staff, the plans, the prices and the membership details are invented.
Sunday 21:34 · nobody on the desk · prospective member
Join
AGENTGood evening, Alderway Fitness.
CALLEROh — I didn't expect anyone. I'm outside now, the lights are on. What does it cost to join?
AGENTTwo memberships on the list. Off-peak, which is 6am to 4pm weekdays and all weekend, is £26.50 a month. Full access is £34.50 a month and includes classes. Both are monthly, and there's no joining fee this month.
CALLERCan I sign up now, over the phone?
AGENTNot with me — I don't take payments or card details, and I can't set up a Direct Debit. Alderway's own process is: you complete the form online or at the desk, and the desk sets the payment up with you. What I can do is book your induction, so it's held while you decide.
CALLERGo on then. One thing — I had a knee replacement in February. Will I be all right on the machines?
AGENTI'm not able to answer that. I don't give advice on training or injuries and I can't tell you whether you're fit to exercise — that's the conversation to have at the induction, and I'll note that you've raised it so it isn't news to anyone.
CALLERFair enough. Tuesday evening?
AGENTInduction Tuesday at 6.30pm with Dan Okafor, an hour. He'll go through the floor with you and you can join at the desk after it if you want to. Texting you now with the time, the two prices and what to bring.
Prospect · induction Tue 18:30 · Dan Okafor · £26.50 / £34.50 from price list · no payment taken, no card details · injury question logged, unanswered · SMS sent
Tuesday 08:12 · disputed payment after a cancellation
Billing
CALLERIt's Marcus Adeyemi, member 4471. I cancelled in March and you've taken another £34.50 this month. That's the second time.
AGENTI've got that down in your words: cancelled in March, £34.50 taken this month, second occurrence. Two things I'm not able to do — I can't take or return a payment, and I can't touch a Direct Debit mandate in either direction. What I can do is read you Alderway's own process and get this in front of the person who decides.
CALLERJust cancel it at your end and put the money back.
AGENTI can't decide that — a refund isn't mine to give, and I can't confirm the membership has ended. Alderway asks for cancellations in writing to the desk or by email, with one calendar month's notice from the next billing date. I'm logging your cancellation request as of 8.12 this morning, and I'm attaching this call to it.
CALLERAnd is that even allowed, taking money after I've cancelled?
AGENTI'm not able to give you a view on that, and I won't pretend to. It goes to Priya Chandra, who runs memberships — she has the record and the authority. She'll come back to you today on the number you're calling from.
AGENTOne option while you wait, if it's useful: Alderway does allow a freeze of up to three months at £5 a month. I can't apply it to a disputed account, but I'll put it on the note so Priya can offer it.
Member 4471 · position recorded verbatim · cancellation request logged 08:12 · no payment taken or returned · no mandate touched · no refund, credit or free month offered · “can't decide that” on enforceability · escalated to Priya Chandra with call attached
Your CRM, written by the call
Ten fields, filled in while the desk is empty.
Every plan includes the Magixis CRM, and the record fills itself in while the caller is still on the line. Two things it never holds: anything that could take money — no card, no bank details, no mandate — and anything about a caller's health. Where your process has a screening step, the record shows the appointment and nothing else.
ContactName & mobile
ContactMember or prospect
MembershipReference given on the call
ReasonWhat the call was about
PlanPlan or class asked for
MoneyPrice quoted from your list
DiaryInduction or first session
DiaryClass booked or waitlisted
DisputeThe member's position, verbatim
OwnerRouted to
Beyond reception
Every call becomes a member record — with what they asked for attached.
Magixis isn't only the voice that answers. From the first ring it builds a CRM keyed to your membership base, so you can see which plans callers ask about, which classes they ring for and can't get into, and how much of the week's enquiry volume arrived in hours nobody was on the desk.
01 · CRM from call data
Caller → member record, with the ask attached
Every caller becomes a contact from their first call — names and numbers masked by default — and builds toward a view of what they enquired about, what they booked, and what they rang back about. No typing up between shifts.
02 · Access hours, not office hours
Answered at 05:20 and 22:40, same as at noon
The line follows the hours the building trades rather than the hours the desk is staffed, so the unstaffed stretch is the one part of the day that stops leaking. Bookings and waitlist places land as they happen, not when someone reads a note.
03 · Every call reviewable
Transcript, recording, and what was refused
A full log of who rang, what was quoted, what was booked, and what the agent declined and routed — useful when the refusal is the point, as it is on every billing call. Cold sales calls are flagged and excluded from the numbers. Staff can correct the agent, and every correction is logged.
04 · 24/7 human handoff
A real person for the genuine escalation
Anything you choose routes to a person working 24/7 who books into your diary; in hours, a caller who needs a judgement is warm-transferred. You keep authority to approve, override, reassign.
05 · One dashboard, full audit
Run the site from one place
Access is capability-based, not job-title-based — you control who sees what and who can unmask a contact. Sensitive actions need a logged reason; every consequential action sits in a tamper-evident audit log.
06 · Commercials
A posted rate per minute
From 70p a minute, posted publicly — no allowance to blow through in the first fortnight of January. Lite has no setup fee and no subscription; every price is on the pricing page.
The alternatives
How does Magixis compare with a telephone answering service?
Gyms weighing us up are usually choosing between voicemail, a human answering service such as Moneypenny, and an AI receptionist. The short version: an answering service passes on what the caller wanted; Magixis works your access hours and books it. The detail, like for like:
| Magixis | Human answering service | Voicemail | |
|---|---|---|---|
| Answering hours | 24/7, 365 days — matched to your access hours, not a rota | Typically 9am–5pm Mon–Fri; Moneypenny lists 24/7 as an add-on from £35/month | Always on; most callers hang up |
| What the caller gets | The plan and price from your own list, and an induction, first session or class booked — SMS confirmation | A message taken — typically up to five agreed data fields — passed on by email or text | A beep |
| A join enquiry at 21:34, desk unstaffed | Answered, quoted, induction booked; no payment taken and no card details asked for | Answered if you've bought out-of-hours cover — and it still ends as a message, not a booking | Rung back at nine the next morning, when 86% of unknown-number calls go unanswered |
| A cancellation or a disputed charge | Your own process read out, the member's position recorded verbatim, the request logged and timed; nothing taken, nothing varied, nothing decided; routed to a named person with the call attached | The complaint written down and passed on | — |
| A 6pm class that's full | Waitlisted on the call, with the next available session offered from your timetable | A note asking the gym to call back about the class | — |
| The first fortnight of January | Calls answered in parallel; each one booked, waitlisted or routed, none queued behind another | Depends on the plan and the team free at the time | A backlog nobody gets through |
| What you get afterwards | A CRM record written on the call: member or prospect, reason, plan quoted, what was booked, what was refused and to whom it went | An email or SMS to action yourself | A recording to ring back |
| Pricing | From 70p/min posted publicly · no setup fee on Lite | Quote-based; UK rates not published on moneypenny.com | Free |
| Contract | None — cancel any month | Moneypenny's smaller message-taking plans carry a three-month minimum | — |
Moneypenny details from moneypenny.com/uk/message-taking-service — hours, 24/7 add-on pricing, data fields and minimum terms as published there. Ring-back figure: Hiya, State of the Call 2026. Last checked: 13 August 2026.
Moneypenny is a well-regarded service — if what you want is a human PA taking messages in office hours, it's a fine choice. Magixis is for gyms whose doors are open a good deal longer than their reception is.
Pricing
How much does it cost?
Calls run from 70p a minute. Lite is £1.35 a minute with no setup fee and no subscription; most single sites run Pro — £995 setup once, then £99 a month plus 85p a minute, automated CRM included; multi-site Command brings it to 70p a minute. No allowances, no overage, no contract on any plan.
Who's behind the line
Manchester-born. Built for the whole UK.
Magixis is a UK company, founded in Manchester in 2026. A phone line has no radius: a practice in Truro gets the same two-ring answer as one in M2. What travels with every call is the paperwork — ICO registration, UK/EU data storage, a signed DPA — all in writing on the trust page.
CompanyMagixis Limited · UK
HQManchester, M2
CoverageUnited Kingdom
ICOZC223083
Companies House17372370
Before you call · gyms
The building is open. The desk, for much of the day, is not.
Every other business we write about has somebody who ought to be answering: out on a job, in court, with a patient, or three feet away with both hands full. A gym on extended or 24-hour access is the case where, for a long stretch of the trading day, there is nobody there to answer at all. The floor is in use, the turnstile is turning, and the number in the window rings out to a recording about opening times. That is where the joins go, because the person ringing at half nine on a Sunday night is deciding tonight. Demand isn’t the constraint: Sport England’s Active Lives Adult Survey for November 2024 to November 2025, published on 23 April 2026, puts 15.3 million adults in England taking part in fitness activities — 921,000 more than the year before, and the tenth year of the survey. Those are England figures only, from a survey of adults aged 16 and over run by Ipsos for Sport England.
The second thing about a gym phone line is that most of the people on it already pay you. The product is a subscription rather than a slot, so the calls are contract admin: join, freeze, upgrade, downgrade, cancel, and the hard one — “I cancelled in March and you’ve taken another payment.” That puts money in the middle of the conversation, and money is the one thing the agent never touches. It takes no payment and returns none, holds no card details, sets up no Direct Debit and cancels none, charges no fee and offers no refund, credit, free month, discount or goodwill gesture. It cancels, freezes, upgrades or varies nothing beyond what you configured, and it does not tell a member their membership has ended. What it does instead is take the member’s position down in their own words, read your own process back verbatim, log the request with the time, and put it in front of a named person with the call attached. Whether a term or a charge is enforceable is between you and your member, on your own legal advice; we state no position on it, and neither does the agent.
Two smaller things sit underneath. Capacity behaves like a salon diary — a class has a space or it hasn’t, the waitlist is the real product when it hasn’t, and January is the same squeeze at a bigger scale — so the agent books from your timetable and waitlists rather than promising. And employment status decides who owns the diary: a self-employed trainer or instructor renting space owns theirs, so you configure exactly what may be booked for each of them, and the agent commits nobody who hasn’t handed you their hours. On the health side it stops dead: no advice on training, injuries, rehabilitation or nutrition, no view on whether a caller is fit to exercise, no comment on whether a condition should stop them, and no safeguarding or age-eligibility decision. Where your process has a screening step before a first session, it books the appointment and asks none of the questions. Magixis holds no fitness-industry accreditation and is a member of no fitness trade body. See how a call is handled, how we treat caller data in GDPR for AI voice agents, what it costs on the pricing page, or browse the full reception range.
Sources: Sport England, Active Lives Adult Survey November 2024–25 (England only, published 23 Apr 2026) · Scottish Household Survey 2022: Key Findings, physical activity and sport (Scotland only, published 12 Dec 2023). Last updated: 15 August 2026
FAQ · Gyms
The questions every gym asks.
If your question isn't here, put it to our agent on a live call — it can probably answer.
Calls run from 70p a minute. Lite is £1.35 a minute — no setup fee, no subscription, and nothing at all in a month with no calls. Most single-site gyms run Pro: £995 setup once, then £99 a month plus 85p a minute, with the automated CRM included. Multi-site Command brings the rate down to 70p a minute. There are no allowances and no overage, so a January spike costs what the calls cost — see the full pricing comparison.
A human answering service takes a message and sends it on; standard cover typically runs office hours, with 24/7 as a paid add-on and a minimum contract on smaller plans. Magixis works your access hours instead of a rota: it quotes the plan from your own list, books the induction or the class, holds the waitlist, and confirms by SMS. A message is a job for tomorrow's duty manager. A booking is done. The like-for-like table is above.
That's the reason gyms buy it. You configure your access hours, your plans and prices, your class timetable and which staff own what, and the line is answered on all of it at twenty past five in the morning as readily as at noon. In unstaffed hours it quotes from your list, books an induction or a class, adds a caller to the waitlist when a class is full, and routes anything you haven't configured to a named person.
It takes the request, reads your own cancellation or freeze process back in your words, and logs what the member said verbatim with the time. It takes no payment and no card details, sets up and cancels no Direct Debit, charges no fee, and offers no refund, credit, free month or goodwill gesture. It cancels or varies nothing beyond what you configured, and it doesn't confirm a membership has ended — that goes to a named person as a logged task with the call attached. Whether a term or a charge is enforceable is between you and your member, on your own legal advice; we state no position on it.
No. It gives no health, medical, fitness, injury, rehabilitation or nutrition advice, never says a caller is fit to train or clears them to exercise, and never comments on whether an injury or condition should stop them. It says so on the call and moves the question to the induction or to a named person. Where your process has a screening step before a first session, it books the appointment and asks none of the questions. It makes no safeguarding decision and no decision about whether an under-18 can join or train.
The figures aren't, and there is no single UK one. Participation is measured separately by each nation: Sport England's Active Lives Adult Survey covers England only, and puts 15.3 million adults taking part in fitness activities in the year to November 2025. Scotland's own official statistics count differently again — the Scottish Household Survey records multigym use or weight training for 16% of adults in the previous four weeks. Wales and Northern Ireland are covered by their own bodies, and we quote no figure for either. None of this changes the call: the agent works from your configuration, not from a national rulebook.
Only inside the hours and sessions that trainer has given you to fill. Self-employed trainers and instructors renting space own their own diaries, so you configure exactly what the agent may book for each of them — or nothing at all, in which case it takes the enquiry, says the trainer arranges their own sessions, and passes it to them. It agrees no rate, no rent and no availability on anyone's behalf.
Yes. Caller names and numbers are masked by default, data is stored encrypted in EU regions, and access is capability-based with a logged reason for sensitive actions. Recordings are kept 30 days and transcripts 90 days by default, with per-client overrides. We sign a DPA and publish our sub-processor list on the trust page. The agent holds no card details, no bank details and no health information.
On Lite, the same day — you set it up yourself from a link we send. Pro is a two-week build: we listen to a week of your real calls, load your plans, prices, access hours, class timetable and your cancellation and freeze processes, you test it on a sandbox number, then it goes live on your own number. You keep your number throughout — the build, step by step.