Features
Member Management
The record a person at the front desk opens twenty times a day, so it holds everything they get asked.
The daily question
Everything the desk gets asked, on one screen
A member walks in and asks when their membership ends, or whether they still owe anything, or when they last came. In a spreadsheet those are three lookups in three places. Here they are one name typed into a box.
- Search by name or phone number, partial matches included
- Plan, joining date, expiry date and outstanding balance together
- Attendance history and payment history on the same record
- A photo, so the desk knows the person in front of them is the account they opened
Pricing that matches what you actually charged
Almost no gym charges every member the list price. There is the friend who joined at the old rate, the couple on a joint discount, the member who negotiated. Software that only stores a plan forces those into a note field, and the note field is not what the invoice reads from.
A member's fee can follow their plan, be discounted from it with the reason recorded, or be a custom package with its own name and duration. Whichever it is, that is the figure the invoice uses -- so the bill agrees with the conversation.
What a member record holds
- Identity
- Name, photo, phone, email, date of birth, gender, address and profession.
- Membership
- Plan or custom package, joining date, expiry date, and whether the membership is active.
- Money
- Total fee, what has been paid, what is outstanding, and every invoice and payment against them.
- Activity
- Check-in history, assigned coach, workout and diet programs, and class bookings.
- Origin
- If they came through the visitor pipeline, the enquiry they converted from and the date.
- Follow-ups
- Tasks and reminders raised against the member, which also appear on the calendar.
Your existing list, brought in
The step that decides whether a gym actually switches. Members, plans, invoices and payments import from a spreadsheet: the importer reads your headers and guesses what each column is, then shows you the guess so you can correct it, and lists anything it is ignoring rather than dropping it silently.
Every problem is found before anything is written -- values that are not what the column expects, references that point at nothing, rows matching a member you already have. The whole import then commits as one transaction, so there is no state where the members arrived and the invoices did not.
Check-in, however your door works
Attendance is part of the member record rather than a separate system. A gym with a staffed desk searches and checks someone in; a gym with a tablet by the entrance uses face check-in; a gym with a fingerprint reader on the wall has it polled every five minutes, around the clock, so nobody exports a file at closing time.
All three write to the same log, so "do they actually come?" has an answer on the member's own record regardless of which one you use.
Deleting a member does not lose the money
Removing a member hides them from the roster and takes their invoices and payments with them, so the list stays clean. What it does not do is erase the financial history from the database -- the rows are marked deleted rather than destroyed, which is the difference between tidying a list and losing an audit trail.
What this does not do
Worth knowing before you book a call, not after.
- Members do not have their own login to view or update their details; the member portal covers workouts and progress, not profile editing.
- There is no automatic duplicate check on email or phone when adding a member by hand -- the bulk importer flags duplicates, the add form does not.
- Bulk editing is not supported. Changing the plan on fifty members is fifty edits, or a re-import.
- Biometric device support is for ESSL-family readers on the local network. Another make needs its punches imported rather than polled.
- The importer takes CSV, so an .xlsx file needs saving as CSV first. Attendance history and coaching programs are not importable; members, plans, coaches, inventory, invoices and payments are.
- Attendance records entry; it does not operate a turnstile or a door lock.
If one of these matters to you, say so on the call. Tell us what you need and we will give you a straight answer about whether it is coming.
Questions we get asked
Yes. If your members are in a spreadsheet, an old system or a register, we will help you get them in with their plans, expiry dates and outstanding balances intact. Bring whatever format you have to the demo call and we will tell you honestly what transfers cleanly and what needs tidying first.
Most gyms are running within a few days. The work is mainly getting your existing member list in and setting up your plans; we do the import with you on a call rather than handing you a spreadsheet template and wishing you luck. You can start using it for new members immediately and move historical data over as you go.
No. A single-location gym with a few hundred members is a normal setup, and so is an independent trainer with a much smaller roster. You use the parts you need; the modules you do not use stay out of your way rather than cluttering the screen.
Works with
See it with your own data
A short call, your actual member list, and an honest answer on whether this fits how you run the place.
We will talk through your gym and what it would cost, on one short call.