An AI receptionist for Ortona's front desk

It answers every call in a warm, natural voice, handles the questions your desk fields all day, and points parents toward registration. Around the clock.

Hi Emilie, thanks again for the chat. Here's a short overview you can share with the team so everyone can see what this would actually do for Ortona.

The short version: a voice AI receptionist that answers your phone, knows your club, and takes the repetitive calls off your front desk so your staff can focus on the families in the building. Below is how it helps, some real numbers from a club we already run, and a live demo the whole team can call and try.

1The everyday reality at the desk

Your front desk is staffed a lot of hours, but the phone still competes with everything else going on:

Calls come in while staff are helping families in person, checking kids in, or on the floor. The phone rings at the busiest moments.
It's the same questions over and over: what class fits my five year old, what are your hours, how much is it, when does registration open, is there a wait list.
Registration windows and camp sign-ups create a phone surge, exactly when the desk is already slammed.
Calls in the early morning, late evening, or on a closed day slip to voicemail, and most parents don't leave one. They just call the next club.

None of that is a staffing problem. It's just more phone than any front desk can catch on top of everything else.

2What the AI receptionist does

This is the core of it. A receptionist that never clocks out and never gets pulled away.

Answers every call, 24/7, in a warm, natural voice. Most callers don't realize it isn't a person.
Knows Ortona. Programs, age ranges, KinderGym through recreational and competitive, camps, pricing, schedule, and policies. It answers only from confirmed info and never guesses.
Recommends the right class for a child's age, so a parent gets a clear answer instead of a callback.
Texts parents the link they need while they're still on the phone: registration, wait list, or the free assessment booking.
Takes a message or transfers to a person when that's the right move, and emails your team a summary after every call.

3Why it helps the team

Lightens the front desk. The repetitive, easy-to-answer calls get handled automatically, so staff spend their time on the families in front of them and the real desk work, not the phone.
Captures more registrations. Every after-hours and overflow call gets answered, with the registration or assessment link texted on the spot. The inquiries that used to go to voicemail turn into sign-ups. That matters most when registration opens and through camp season, when the phone is busiest.
Saves money. Covering the phone for all the hours calls actually come in would mean thousands a month in added wages. An answering service charges by the minute and still can't tell a parent which class fits their child. This does the whole job for a fraction of either.
Nothing changes for your staff. No new software, no training. Your team keeps doing exactly what they do now, and the receptionist catches what they can't get to.

4Real numbers from a club we run

Shared anonymously from a comparable Canadian gymnastics club on this exact system.

170+

calls a month handled by the receptionist

~71%

of those came in outside front-desk hours

~$3,250

/mo of equivalent receptionist labor it replaces

Call volume and the after-hours split are real data from a club we run. The labor figure is what covering those same hours with a person would cost.

5A bonus once you're set up: win back old families

Every club has past and lapsed families sitting in a spreadsheet, people who went quiet and aren't coming back on their own. When you're ready, the same receptionist can call through that list, tell them what's new for the season, and book the interested ones. It's an optional add-on, not part of the core service.

One campaign at a club we run

Around 900 past and lapsed families were re-contacted. 70 families (82 kids) re-registered, bringing back roughly $24,600 in registrations from families who had already gone quiet.

6How it gets built, and what we need from you

We build it from your existing website, schedule, and policies, so there's very little for your team to pull together. Before it ever takes a live call, you review everything and confirm the details are right. You stay in control the whole way.

Don't take our word for it. Call the demo.

We built a working demo using Ortona's own website, so it already knows your programs, schedule, and prices. Have anyone on the team call it and ask the questions parents ask every day.

Call your Ortona demo

It's built only from what's public on your site, so a detail here or there may be off. The real thing is built together with you and verified before it takes a single live call.