Fitness · Sports venues
Gym membership system
Most gyms here still track members in a notebook and a spreadsheet. Memberships quietly expire, PT hours never reconcile, and the owner has no view of real revenue. This system moves the whole member lifecycle online — from selling a membership to entry, training and the renewal reminder.
What it solves
Memberships expire unnoticed
A paper log will not tell you whose membership ends next week. The system sends reminders ahead of time, and the front desk sees who to call today.
PT hours are a permanent argument
The trainer says twelve sessions, the member says ten. Sessions are deducted with the member confirming, and hours plus trainer commission are calculated automatically.
No idea where the money comes from
Memberships, renewals, personal training and bar sales all land in one till. The system splits revenue by type and period so the real picture is always available.
Before and after
- A paper log — finding one member means flipping through half the book
- A spreadsheet on the single computer at the front desk, one copy only
- Nobody tracks who is about to expire; someone calls when they happen to remember
- At month end the trainer and the front desk arrive at different numbers
- Type a phone number and the member record opens in two seconds
- Data lives in the cloud — the front desk and the owner see the same thing
- The system sends the renewal reminder ahead of time, nobody has to remember
- Every payment is categorised automatically, so the real picture is always there
Capabilities
Any membership type: single entry, monthly, annual, stored balance
Entry by QR or card, integrates with turnstiles and face recognition
Personal and group class scheduling, automatic trainer commission
Renewal reminders via WhatsApp and SMS
Front desk till, retail and supplement sales
Freeze, transfer and reassign memberships
Reports on revenue, attendance and renewal rate
Single gyms or chains, yoga studios, boxing and Muay Thai clubs, swimming pools — anywhere members are counted by visit or by term.
FAQ
Our member list is in Excel — can it be imported?
Yes. Before launch we migrate your spreadsheet or paper log: names, phone numbers, membership type and remaining validity. This is part of the implementation, not a separate charge.
Do we need to buy a turnstile?
No. The simplest setup is the front desk scanning a QR code on the member phone — zero hardware cost. If you already have a turnstile or face recognition, we will assess integration.
How much does a system cost?
It depends on the feature set, how many locations you have and whether hardware integration is needed. Using a ready module costs significantly less than building from zero. We can give a range after the first conversation, and once the scope is agreed the price is fixed — we do not bill by the hour.
How soon can we start using it?
If the module is used largely as-is, 2–3 weeks. If it needs substantial adaptation to your process, usually 4–6 weeks. The timeline is stated in the proposal.
Where is the data stored? Can it be on our own server?
It can. By default the system runs on servers we maintain, which is simpler for you. If you have compliance or internal control requirements, we deploy entirely on your server or on a machine in your premises, and data never leaves your network.
Other systems
QR self-ordering system
Guests scan, order and pay themselves while the order goes straight to the kitchen — fewer queues, fewer mistakes, lower staffing cost.
Internet café management system
Session billing, client balances and seat status on a single screen at the front desk.
Retail loyalty system
Turns one-time shoppers into regulars — points, coupons and purchase history stay with you.