Communication Follow-Up
Our Agents will send a recap via email, one sent to the locations email & a copy to those contacts/users who have the box checked that says Disposition Email Receiver.
We try to gather as much information as possible and will include:
- Name (First & Last)
- Phone Number
- Details about the call (In the Notes Field)
Appointment Set
If it is a scheduled appointment the subject line will say GymAnswering - Appointment Set
For these Appointment Set emails, it does mean that the agent sets a specific time for the caller to come to the facility's location for a tour or to join. We follow your scheduling restrictions & try to provide as much notice as possible when an agent does book an appointment.
Additionally, we try to schedule any appointments at least 30-minutes after the start of your staffed hours (or any split shift staffed hours) and attempt to have the last appointment be at least 30-minutes before the end of the staffed hours.
If your facility uses a scheduler such as ClubOS, Calendly, Active Lead Response (ALR), or another calendar that we approve/integrate with, we'll use the availability on the calendar & the specified scheduling contacts along with your ongoing hours &/or any variation hours.
* NOTE: ClubOS requires an authorization form to be filled out & an updated one is needed when &/or if a facility location changes ownership as well.
Appointment Requests
If a caller is interested in setting an appointment, but the agent doesn't; schedule it due to the caller being unable to come during staffed hours &/or needs to come at a time or on a day your facility isn't normally staffed we'll send it as an appointment request.
The email subject line will read GymAnswering - Appointment Request
The email may contain information in the notes &/or a requested date and/or time when the caller would like to come to the club.
It is then up to the facility & staff to reach out to the caller to book the appointment.
Sales Inquiry
This is when someone calls asking about membership info, but they aren't interested in scheduling a time or don't wish to schedule at the time of the call.