Manage class times, trainer profiles and absences in one place, including touch entry on a tablet in the hall, and feed the same data straight into your club website. Enquiries from prospects land in their own inbox, with a reply already drafted in your club’s voice. The schedule and trainer profiles on the website stay current automatically.
The Agentic Part
A reply agent drafts every incoming enquiry in your club’s voice before it reaches the inbox. A second agent answers questions in chat directly from the same data: the schedule for a day or weekend, open substitution gaps, or the number of unanswered enquiries. A third agent reads every free-text wish date against Vienna time and the enquiry’s submission time and turns it into a fixed date, including retroactively for older enquiries. For the coming days, the same agent lists upcoming trial sessions in date order, so staff know who is coming next.
Main Features
- One data set for classes, trainers, absences, substitutions and enquiries, with roles
- Admin app with the touch staffing board for tablets
- Reply agent for enquiries, in the club's voice
- Website blocks: filterable schedule, trainer carousel, gallery, video, enquiries
- Schedule by day, weekday, weekend or trainer
- Absences, affected classes and open substitution gaps
- Weekly class load by discipline and trainer
- Unanswered enquiries, oldest first, with age in days
- Enquiry counts by period and full reply threads
- Every question runs behind an API key or sign-in
- Free-text trial date read and converted to a real date
- Vienna time and submission time used as reference
- Bulk run fills in dates for older enquiries
- Chat tool lists upcoming trial sessions by date
Use Cases
- Plan the class schedule right from the tablet in the hall, without going back to the office.
- Have a prospect's enquiry answered instantly, in your club's own voice.
- Ask chat for open substitution gaps in the coming week.
- See at a glance who is coming to a trial session in the next few days.
What we build for you
- Disciplines and experience levels
- Trainer and class master data
- Your branding on the website
- A text sample in your club's tone, for the drafted replies
- Notification recipients and mail templates
- Your Microsoft 365 account for sign-in
- Which club systems the chat tools can query
- Access by API key, sign-in or both
- Which questions the chat should answer first
- The time zone and business hours used for conversion
- How many days ahead the upcoming-session list covers
- Who receives the upcoming trial session list
