Yoga and pilates studio calls: the timetable, class spaces and the first visit

Sado AI team · November 5, 2026 · 4 min read

In short

People calling a yoga or pilates studio almost always ask the same things: which class suits a beginner, when, is there a space, and what happens at the first visit. Put the timetable, class sizes and rules on one sheet. When a class is full, offer another time or a place on the waiting list. Ask first-timers to come 15 minutes early and to tell the instructor about any change in their health. An AI voice operator can answer these calls too.

One sheet for whoever answers the phone

In a studio the instructor often answers between classes. So everyone gives the same answers, make one sheet:

The weekly timetable: day, time, style (hatha, vinyasa, mat pilates, reformer), instructor, level.
Which classes are for beginners: exact name and time.
How many spaces per class: for example, 14 mats in the hall, 6 reformers in the pilates room.
Prices: drop-in, 8- and 12-class passes, first-class terms.
Rules: cancellation deadline, lateness, what to bring, whether mats are provided.
Address, landmark, parking, changing room.

When a class is full: another time or a waiting list

Evening pilates and reformer classes fill fast. Don’t end the call on “we’re full”: the caller will find another studio.

Offer another time in the same style: “Tuesday at 19:00 is full, Wednesday at 19:00 has two spaces.”
If they want that exact time, add them to the waiting list: name, phone, class, which days work.
When someone cancels, call the first person on the list and ask for an answer within an hour or two. No answer: call the next.
If one time always has a long waiting list, think about opening another class at that hour.

What to say when booking a first class

Ask the level: “Have you done yoga or pilates before?” Don’t put a beginner in an advanced class.
Ask them to come 15 minutes early: sign-in, changing, meeting the instructor.
Say what to bring: comfortable clothes, water, a towel; whether the studio provides mats.
If your studio asks people not to eat a big meal 1.5–2 hours before class, say so.
If their health has changed (pregnancy, an injury, after surgery), ask them to tell the instructor in advance. “Is it safe for me?” is a question for a doctor.

A sample call

Sado: Assalomu alaykum, Muvozanat yoga studio, this is Malika. How can I help?

Caller: I’d like to try pilates, but I’ve never done it.

Sado: That’s fine, we have a beginners’ class on Monday and Wednesday at seven. Monday has two spaces left.

Caller: Monday, please. Should I bring a mat?

Sado: No need, the studio has them. Bring comfortable clothes and water, and come about fifteen minutes early.

Caller: My lower back hurts sometimes. Is that all right?

Sado: I’ll let the instructor know in advance so she can adjust the class. If you’re unsure, it’s worth checking with a doctor too.

Cancellation rule and reminders

Spaces are limited, so give the cancellation deadline when booking, for example at least 12 hours ahead. Send a short reminder call the day before or that morning: if someone can’t come, the space goes to the waiting list. Remind people with one or two classes left on their pass too, so they renew in time.

Handing the calls to an AI operator

An instructor teaching a class can’t pick up, and most calls come during the evening classes. Sado’s AI operator for salons and studios answers every call: it gives the timetable, prices and rules from your sheet, asks the level and books a suitable class, and when a class is full it takes the name and phone for the waiting list. You set the rule to leave health questions to the instructor.

Each call’s recording and transcript are in the portal, and in Bitrix24 if you use it. More: AI operator for incoming calls. Try it live or call 78 778 01 23.

Questions

Which class should a beginner be offered?

Your studio’s “beginners” or “foundation level” class. Write its exact name and time on the sheet, so the phone answer is the same every time.

How does the AI operator know if a class has spaces?

It answers from the facts you give it. If spaces change fast, set a rule: take the booking and say the receptionist will confirm it by phone.

How much do studio calls cost?

Sado charges only for talked minutes: 800 so‘m a minute, with no monthly or setup fee. For example, 20 two-minute calls a day: 40 × 800 = 32,000 so‘m.