WhatsApp Class and Gym Bookings From Your Timetable
Members message studios and gyms on WhatsApp to ask what’s on tonight, book a spot, check how many classes they have left or cancel. AeroChat answers from the system your timetable already runs on, such as Mindbody, Glofox, TeamUp or Momence. It reads the schedule and free spaces, books the member in against their pack or membership, and cancels a booking when they ask.
What happens today
Members ask in WhatsApp because it’s quicker than logging into the app. Front desk staff, often coaching at the same time, check the timetable and reply between classes.
New people ask about a trial class and get an answer the next day. Late cancellations come in as messages that nobody processes, so the spot stays taken and the waitlist never moves.
How it runs on WhatsApp
- The member asks what’s on or asks to book. AeroChat reads the class schedule and free spaces for the day they asked about.
- It finds the member by phone number, or asks for the email on their account when no number is available.
- It reads their membership or pack and tells them how many credits they have left.
- It books them into the class they pick and confirms the time, room and coach.
- For a cancellation, it checks your cancellation window, cancels the booking and frees the spot.
- A new person asking about a trial is added as a lead and booked into a trial class.
- Questions about freezing a membership, injuries or billing go to your team with the member’s details.
The recipe
Copy this into AeroChat
When someone asks about classes, follow these steps.
- If they ask what’s on, read the schedule for the day they mention and list the classes with time, coach and free spaces.
- Find the member by phone number. If there is no phone number, ask for the email on their account.
- If they want to book, check their membership or pack. If they have credits, book them in and confirm. If not, tell them their options and send the link to buy a 10-class pack (example).
- If they want to cancel and the class is more than 12 hours away (example), cancel the booking and return the credit. If it is less than 12 hours away, tell them our late cancellation policy.
- If they are new, ask their name, email and goal, add them as a lead and book them into a trial class.
- If they mention an injury, a medical condition, a membership freeze or a billing problem, hand the conversation to the front desk.
Reply in the customer’s language.
Change the cancellation window and pack offer to your own before you paste it.
Connect the systems behind it
- Mindbody: reads your schedule and the client’s services, and books them into a class.
- Glofox: checks the class timetable, books the member in and reads their membership and credits.
- TeamUp: checks free spaces, registers the member for a class and adds new leads as customers.
- Momence: books the member in with their pack or membership, reads what they have left and cancels when asked.
To sell a class pack in the chat, add an Airwallex payment link to the recipe (Growth and above).
Using a different system? If it has a public API, it connects to AeroChat the same way: describe what you want, paste in its key, and it runs.
Can’t find your tool? Message us in the chat on this page and we’ll tell you how it connects.
What it costs on WhatsApp
A member’s message is free. AeroChat’s replies inside the 24-hour window are service messages, free up to 1,000 a month per business phone number and charged per message after that. Listing tonight’s classes with free spaces in one reply means fewer replies per booking, which now saves money. People who message from a click-to-WhatsApp ad for a trial class get a free window of up to 7 days. Rates vary by country and are set in Meta’s rate cards. AeroChat passes Meta’s WhatsApp fees through at cost.
Also on Instagram, Messenger, TikTok and web chat
The same booking workflow runs on Instagram, Facebook Messenger, TikTok (direct messages and TikTok Shop buyer chat), Telegram, the chat on your website and email, with the same timetable connection. Studios that get trial enquiries from Instagram can book them in that same chat.
Who uses it
Yoga and pilates studios, gyms, martial arts schools and dance studios. See also spa and wellness businesses, including package and membership balances.
Questions
Can members book a class on WhatsApp instead of the app?
Yes. AeroChat books them into the class in your studio system, using their membership or pack. The booking shows in your system and in the member’s app as usual.
Can it tell members how many classes they have left?
Yes. It reads their membership or pack balance from your system and replies with the number of credits left and the expiry date.
What does it cost to run class bookings on WhatsApp?
Messages from members are free. Replies within 24 hours of the member’s last message are free up to 1,000 a month per business phone number, then charged per message at Meta’s rate for that country.
Which AeroChat plan do I need?
Workflows via Skills are on every plan, Free included. Starter has 500 AI responses and 3 seats. Growth has 2,000 AI responses and 10 seats, and adds payment links and broadcasts. Advanced has 5,000 AI responses and 25 seats.
Let members book while you coach
Start your 7-day free trial. No credit card needed.
On Shopify? Install AeroChat from the Shopify App Store.
Related: membership and subscription renewals and reducing no-shows.