A question lands while everyone is busy
“Can I try a beginner class before joining?” is a request for help. In the shared pool, an unassigned enquiry remains visible until an available colleague claims it.
Gatherdesk for gyms and studios
Shared inbox for gyms and studios.
Every enquiry has a next step.
Give trial enquiries a warm, organised welcome.
A prospective member asks about a first session while coaches are teaching. Bring the message into a shared queue and let the available team member explain what happens next.
EmailWhatsAppWeb chat
Shared enquiry poolNew
Customer enquiry
“Can I try a beginner class before joining?”
Assigned to Studio team
A clear next reply
Ask about the preferred session and check your class timetable before confirming a space.
Connected channels feed the pool. Access, plan and channel setup determine what each team member can use.
A day in your business
From the first question to a useful reply.
Studio team needs the context
Ask about the preferred session and check your class timetable before confirming a space.
The customer comes back with another question
Reply in the same conversation with its history. Connected WhatsApp messages stay linked to the customer number; website chat continues when its session is recognised.
Inside Gatherdesk
The reply, the owner,
the whole conversation.
Open a conversation to see the customer’s messages and the team’s replies together. Ownership makes the next action clear; history gives the next colleague context.
See how enquiry ownership works
A familiar workspace
Your work.
Your team’s language.
ProgrammesMembers
Choose your business profile when the workspace is created. It shapes the terminology and relevant services your team sees.
- Use Programmes and Members as the workspace vocabulary for your business.
- Assign channel access to managers and agents, then give each enquiry a clear owner.
- Save enabled reply templates for common questions and adapt them before sending.
- Capture the name, email or phone number available from the conversation in client records.
Set up around your team
Make the first handover a good one.
- 1. Connect one channel. Start with a shared mailbox or one page carrying the website widget. Configure WhatsApp with your Meta account when ready.
- 2. Give the team access. Assign the channel to the manager and agents who will answer it, and check what each role can see.
- 3. Try the complete conversation. Send a test enquiry, assign it, reply and return as the same customer. Then add templates for the questions you hear most.
Before you decide
Good questions.
Straight answers.
Can members book a class directly?
Gatherdesk is not a capacity-aware class booking system. Your team can answer questions and direct the member to your existing booking process.
Which channels are supported?
Connect an IMAP/SMTP mailbox, install the Gatherdesk website chat widget and configure WhatsApp through Meta Cloud API. Channel availability depends on your plan and setup. Phone calls, SMS and social DMs are not native channels today.
Can the team take over from AI?
Yes. Where AI is configured and enabled for a supported chat channel, a staff reply pauses automatic replies. The team can resume AI when appropriate. Email replies stay under staff control.
Does everyone see the same enquiries?
Access depends on the role, channel and mailbox assignments. Managers can supervise assigned teams; agents work within the access granted to them.
Can I keep my current specialist software?
Keep your gym management software for class capacity, memberships, recurring billing and access control. Gatherdesk manages the conversations around joining and attending.
See Gatherdesk with your gym or studio in mind.
Bring a typical customer enquiry to your demo. We’ll walk through how your team can handle it together.
No card required · See Gatherdesk pricing