Gym / Fitness Centre

For a gym, fitness centre, yoga or fitness studio. Members buy a term on a plan, walk in against it, renew when it lapses, and may buy personal-training sessions or a locker on top. Supplements and drinks sell over an ordinary counter beside it.

Set up before your first member

Do these in order. The owner does all of them.

1. Pick what you run Settings > Gym, Features: Part Payment & Dues, Group Classes, Personal Training, Lockers. On the same page set the Expiring Term Reminder (how far ahead renewals warn) and, if you pay trainers a share, the PT and membership commission.
2. Add your plans Setup > Plans: duration, amount, admission fee, grace days, freeze days allowed and any visit limit.
3. Number your lockers (Lockers only) under Setup > Lockers.
4. Add your team as staff under Setup > People > Staff, filed under their role (Trainer, Dietician, Receptionist, Membership Advisor, Manager), so trainers can be picked on a term, a PT package or a class.
5. Add counter items for supplements, drinks and merchandise under Setup > Items, if you sell them.
6. Lay out the timetable (Group Classes only) under Classes > Timetable.
7. Give each person a login and pick their seat (see Who signs in).
8. Run one test member: add them, enrol on a plan, check them in, then cancel the test term.

How the work flows

Most of a club's day happens at the front desk. Each step says who does it and what prints.

The whole journey on one page:

flowchart TD
    A[People: New Member] --> B[Member form
name · phone · joining date · emergency contact · health notes]
    B -->|saved| C[Enrol dialog opens straight away]
    D[Quick Action: Enrol / Renew] --> D1[Choose member] --> C
    C --> C1[Pick plan · term follows plan
override end date if needed]
    C1 --> C2[Admission fee on first term only
discount · trainer · locker]
    C2 --> C3[Amount taken now
anything less leaves a due]
    C3 --> E[(Sale posted · term created)]
    E --> F[Front Desk: search member · tap to check in]
    F -->|term live| G[(Visit recorded)]
    F -->|lapsed| H[Row says why · Renew from here]
    E --> I[Dues & Collections
collect balance · print reminder]
    E --> J[Renewals list
expiring within reminder window]
    J -->|renew| C
    K[Sell PT Package] --> K1[Trainer · sessions · validity · price] --> L[(PT package sold)]
    L --> F

Who signs in

Give every person their own login. Adding a user at a gym asks what the person does first. That choice decides the screen they open on, their phone’s bottom bar and the switches they start with. Any switch can be changed afterwards.

1. Open the user form Settings > Users > Add.
2. Pick the seat in Does and link their staff record in Contact. A staff record filed as Receptionist suggests Front Desk; Trainer or Dietician the Trainer seat; Membership Advisor the advisor; Manager the Manager.
3. Set the login: user name and password (email on a cloud business).
4. Review the switches the seat ticked on the Gym card under May do, add or remove any, and save.

The full switch list is in What each person may do, and the rules shared by every trade are in Users, Roles & Permissions.

Where it is in the app

A gym opens on its own home screen: the Owner and Manager on the Dashboard, the Front Desk on the Front Desk, a Trainer on Live Check-ins and an Advisor on Renewals. Each menu shows only what this login is granted and this business has switched on; a menu left empty does not appear.

On a computer: the menu bar

Across the top: the Dashboard and the screen this seat opens on (taken out of its own menu so it sits first), then one menu per area. Enrol / Renew sits in a New submenu at the top of the first menu. Settings and the utilities are on Tools.

On a phone or tablet: the side menu and the bottom bar

The side menu lists the same menus in the same order as the menu bar, so a desk that enrols on a laptop and checks members in on a tablet learns one set of menus. The bottom bar depends on the seat; its first tab is the screen the seat opens on.

A business of another category that turns on Gym / Membership under Settings keeps the POS main page and gets a Memberships menu instead (Dashboard, Front Desk, Memberships, Renewals, Dues, Check-ins, PT Packages, Plans, Lockers, Reminders, Gym Reports).

Screens

Dashboard

The morning read: active members, terms expiring this week, dues outstanding, today's footfall, PT sessions running out. The Owner and Manager open on it; the other seats find it one tap down.

Front Desk

Find a member by name, phone or member number, and let them in with one tap. The row shows the live term and today's visits and says plainly when a check-in would be refused (expired, frozen, visit limit reached). Built for speed: the search box keeps focus and results arrive a page at a time.

Live Check-ins

Who is inside right now and today's visit log, with check-out. Guest and PT check-ins are marked by type.

Memberships - All Members / Renewals

Every term ever sold, filterable by status (active, expiring, lapsed, frozen, cancelled). Renewals is the same list narrowed to terms ending inside the reminder window (default set in Settings). From a row you can renew, upgrade or change plan mid-term, freeze (holiday hold, limited by the plan's freeze days) or cancel.

Dues & Collections

What the club is still owed. Nothing about dues is stored on the membership; every figure comes from the sale the enrolment raised, so a payment taken at the counter, on another device or here all land in one place. Collect from the row, print or WhatsApp a payment reminder. Requires the Part Payment & Dues feature and the View Revenue switch.

Reminders

Who still has to be told: the renewals falling due and the dues outstanding, each narrowed to the members who have not been messaged yet. Sending stamps the term, so a run picked up again the next day does not message the same person twice - and a send that fails leaves them on the list.

Classes

The timetable and its dated runs, with a roster on each. See Group Classes.

Setup

• Plans - the membership plan master: duration and unit, amount, admission fee, grace days, freeze days allowed, visit limit, and the item it bills as.
• Lockers - locker master and who holds which. See Lockers.

PT Packages sits under Memberships rather than here: a block of sessions is a term sold to somebody, with a balance and an expiry, not a price list.

Directory

Under Setup > People. Members are ordinary party ledgers (contact type member) with the gym-only facts (member number, joining date, health notes) on a profile row. Suppliers and Staff are the same lists every trade has. See Contacts.

Counter, purchase and money

Supplements, drinks and merchandise sell through Counter Sale and are bought through Material Purchase; Items is the product master for them. Expense Entry, Payment Out and Payment Types are the shared accounting screens. Loans (Given / Taken) are offered for membership financing and staff advances.

Papers you hand over

A membership receipt and the membership card when a term is sold, a payment receipt when a due is collected, a PT package slip with sessions bought and left, a slip when a term is frozen, resumed or moved to another plan, and a notice to renew, to say a term has expired, or to say money is still owed. The membership agreement with its health declaration prints on A4 for signing; the rest print on the counter roll or go on WhatsApp.

The member’s year

flowchart TD
    A[Joins: admission fee plus first term] --> B[Comes in regularly
check-ins recorded]
    B --> C[Term nears its end]
    C --> D[Renewals list · reminder sent]
    D --> E{Renews?}
    E -->|yes| F[New term chained on
no joining fee again]
    F --> B
    E -->|no| G[Lapsed]
    G --> H[Stopped Coming report]
    H --> I[Win-back call or offer]
    I --> E
    B --> J{Attendance dropping?}
    J -->|yes| I

Settings & permissions

The seat picked in Does ticks a starting set of these (see Who signs in); after that, what a person may do is exactly what is ticked. Five of the six are write switches and are off for a view-only login; View Revenue is the read one. Enrolling and amending are split on purpose: selling a term is a desk job and re-writing a running one — freezing it, changing the plan, cancelling it — is not.

Reports

Each report is its own entry under Reports on the side rail, so you go straight to the one you want.

Gym Reports: Revenue, Plan-wise, Trainer-wise, Trainer Earnings, Attendance Register, Footfall by Day, Stopped Coming, Member Dues, Freeze Register, Cancelled & Lapsed, Plan Changes, Joins vs Departures, PT Running Out, Locker Occupancy, Class Register, Class Fill Rate. A report about a half the club has switched off is not offered at all — the class ones need Group Classes, the PT and trainer ones Personal Training, and Member Dues Part Payment & Dues.

Charts. Footfall, Joins vs Departures and Revenue by Plan are drawn on the dashboard and above their own reports. Each reads the same figures as the table beneath it, so the picture and the numbers cannot disagree.

Business Reports: Day Book, Expenses, Income, Profit & Loss. Loan Reports when loans are used. See Reports.