A gym's main problem is not training, it is record keeping: whose subscription has expired, who owes money, who has not come for three months, how many sessions each trainer ran. Kept in a notebook or a spreadsheet, revenue leaks and members quietly leave.
Core features
- Member database — profile, subscription history, visits, notes, family and corporate memberships
- Subscription types — monthly, visit packs, time-limited (morning/evening), freeze and extension
- Access control — QR, card or face recognition at the turnstile; an expired subscription does not get in, every entry is logged
- Group classes — timetable, capacity limit, advance booking, cancellation and waiting list
- Trainers — session counts, personal training, monthly report (the basis for pay calculation)
- Payments and debt — cash, card, online; instalments, a debt list, payment history
- Lockers — locker assignment and opening log
- Bar and shop — drinks, supplements and accessories, stock levels
- Multi-branch — one database if a member is valid at every branch
- Reports — revenue, active and inactive members, busiest hours, new and lost members
Catching a member before they leave
Much of a gym's income depends on renewals. The system watches two groups: members whose subscription is about to end and those who have not visited for a while. WhatsApp reminders are prepared for them — "your subscription ends in 3 days" or "we have not seen you in a while". Messages go only with the member's consent and you approve the wording.
Devices and integrations
Turnstiles and readers
QR, card and biometric readers — on the same basis as our turnstile and access control solution.
Online payment
Paying the subscription from the site or app — through payment integration.
Reminders and answers — with a WhatsApp chatbot.
Cameras
Studio occupancy and entry flow — with camera analytics.
A mobile app for members can be built too: a QR entry card, subscription status, class timetable and advance booking.
Stated plainly: face recognition entry is biometric, that is, sensitive personal data. It can be used only with the member's written consent and a clearly defined retention period; QR or a card must always remain as an alternative for anyone who declines. Whether your existing turnstile can be joined to the software depends on its model — we state this in writing during the site review. Online payment requires your own agreement with a bank or payment provider. The software gives no training or health advice and stores no medical data.
How we work
- Review. The way the club runs, its subscription types and its existing equipment.
- Migration. The current member and subscription list is loaded from a spreadsheet or the old software.
- Setup. Subscription types, timetable, turnstile and payment rules are built as you describe them.
- Pilot. One week running in parallel — old and new records side by side.
- Training and support. A short session for reception and trainers, then updates and fixes.
Frequently asked questions
Can our existing member list be migrated?
Yes. A list exported from a spreadsheet or the old software is loaded into the system, with subscription dates and debts. A sample is checked before the full migration.
Will our turnstile connect to the software?
It depends on the turnstile model. If it supports an API, SDK or standard protocol, yes. Fully closed devices may need replacing or an extra reader — we state this in writing during the site review.
Is face recognition entry mandatory?
No, QR and card are enough. Face recognition is an extra convenience and should be applied only with the member's consent; an alternative always remains for anyone who declines.
Can members pay their subscription online?
Yes, if payment integration is set up. That requires your own agreement with a bank or payment provider; we do the technical side.
Can several branches be managed together?
Yes. If a member is valid at every branch, they are managed in one database; reports appear per branch and in total.
