What the agent handles
- Shares swim and skate schedules
- Answers program registration questions
- Books rooms, gyms and ice
- Shares closures and cancellations
- Takes lost and found calls
Public and community
AI receptionist for community and recreation centres
Answers program, swim and skate schedule questions, helps with registration, and books rooms, gyms and ice time.
CallerWhat time is public skating this Sunday?
CallerRegistration opened this morning and the website keeps crashing. Can I sign up by phone?
CallerCan we rent the gym for a birthday party?
Where calls go
Front deskProgramsAquaticsFacility bookingsSupervisor
Warm transfer: When a caller needs to register a child who needs accessibility supports, the agent warm-transfers to the programs coordinator.
What it books
Program registrations and facility rentals
Why community and recreation centres miss calls, and what an AI receptionist changes
The front desk at a rec centre is checking in swimmers, selling day passes and handing out locker keys while the phone keeps ringing. It is worst on registration morning for fall or spring programs, when the website slows down and parents call instead, and every Friday when families want the weekend public skate and swim times. Supervisors are on the pool deck or at the rink, and the person at the desk can't leave a lineup to explain swim levels to a parent on hold.
A RealVoice AI receptionist answers the centre's line and takes many calls at once on registration morning. It reads out this week's public swim, lane swim, public skate and drop-in times from your schedule, explains which swim level or age group a child fits, and shares closures for pool maintenance or a tournament. It takes program registrations into the schedule with the participant's name, age and session, books rooms, gyms and ice for birthday parties, team practices and community meetings, and texts each caller a confirmation.
When a parent needs to register a child who needs accessibility supports, the agent warm-transfers to the programs coordinator so that conversation happens with a person. If your programs live in a separate registration system, the team connects it during setup so the agent checks the real number of open spots and the waitlist before it books. It never promises a fee subsidy or a waitlist place that staff haven't approved.
Example call, start to finish
- CallerHi, registration opened at 7 and your website keeps timing out. Can I sign my daughter up for Saturday swim lessons by phone?
- AI receptionistYes, I can help with that. How old is she, and what level did she finish last session?
- CallerShe's six, and she passed Level 2.
- AI receptionistThen she's ready for Level 3. Saturday at 10:15 has space. Can I have her name and yours?
- CallerAva Nguyen, and I'm Jason. Her brother Leo wants to do Saturday ball hockey too, but he's autistic and usually has a support worker with him.
- AI receptionistThanks for telling me, Jason. Ava is registered for Level 3 on Saturdays at 10:15, and the confirmation is on its way by text. For Leo, I'd like you to speak with Priya, our programs coordinator, so she can plan the right supports with you. I'll put you through now.
- AI receptionist(privately, to Priya) Jason Nguyen is registering his son Leo for Saturday ball hockey. Leo is autistic and usually has a support worker. His sister was just registered for swim. Connecting.
After the call: Ava's registration is in the RealVoice schedule and Jason has the confirmation text. Priya picks up already knowing about Leo; had she been busy, the request would have reached her by text and email at once. The front desk can read both in the call summary in the portal.
How it fits your day
- Registration morning
- When seasonal registration opens, the agent absorbs the overflow of phone sign-ups, so parents aren't stuck on hold or redialling every five minutes.
- Friday schedule questions
- Public swim, lane swim, skate and drop-in sports times are read from your posted schedule, including changes for Family Day, March Break and statutory holidays.
- Parties and rentals
- Birthday parties, gym rentals for teams, ice time and meeting rooms are booked with the date, time, group size and any add-ons you offer.
- Closures and cancellations
- When the pool closes for maintenance or the arena is taken for a tournament, give the agent the notice and every caller hears it until it ends, and families registered in an affected class can get a text about it.
Your software
Today it books program registrations and room, gym and ice rentals into the RealVoice schedule in the portal, keeps every call and summary there for the front desk, and texts each family a confirmation and a reminder before the first class. If your centre runs ACTIVE Net, Amilia SmartRec or CivicPlus Recreation Management, the team can set up a connection to it; custom integrations are quoted separately.
What a missed call costs
A rec centre's budget leans on registrations and rentals. A ten-week swim session for one child can cost $150 or more, and a season of ice for an adult league is worth far more. If twenty parents give up on the phone on registration morning and enrol their kids at another pool, that is at least $3,000 of program revenue gone before lunch. Run your own registration numbers through the calculator on our homepage.
Questions community and recreation centres ask
Can parents register for programs by phone with the AI?
Yes. It takes the participant's name, age, program and session into the RealVoice schedule and texts a confirmation. If your registrations live in another system, that system is connected during setup, so it sees live openings and holds the spot there too.
Can it tell callers which swim level their child belongs in?
Yes, from the level descriptions and progression rules you give it. If a parent isn't sure what their child passed, it suggests the assessment or trial class you offer, or notes the question for aquatics staff.
Can it book ice time and gym rentals?
Yes. It checks open times and books the rental with the group's name, purpose and size. Requests that need a supervisor's approval first, such as a tournament, are passed to facility bookings instead.
Does it take payment for registrations?
No. It explains how and when to pay under your rules, such as at the front desk before the first class, and mentions any fee assistance program you run.
What happens on our busiest registration days?
Every call is answered, many at the same time, so nobody hears a busy signal. Calls it can't settle, like switching sessions after the deadline, become messages for programs staff.
Does it speak French?
Yes. Families can ask in French or English, or in many other languages, and the agent confirms the language with them before changing.
Hear it as your own community centre's front desk
Request a free demo call and the agent will phone you, set up as a business like yours.