Gym management system
Stop running your gym from a spreadsheet
Memberships that bill themselves, a class timetable with real waitlists, and check-in that takes a second — so you coach instead of chasing payments.
Today’s timetable
4 classes · 2 coaches
Place opened at 09:00 · next member notified automatically
Gyms and studios lose money in quiet ways: a card expires and nobody notices for two months, a class shows as full while three people who cancelled were never replaced, a new member's waiver is a photo on someone's phone. Our gym management system handles memberships, bookings, check-in and the paperwork around them, in one place.
Sound familiar?
What we hear before we start
If two or more of these are true, there's a conversation worth having.
Failed payments go unnoticed
A card expires, the charge bounces, and the member keeps training. By the time anyone spots it, months of revenue have gone uninvoiced.
Classes look full but aren't
People book and don't show. The waitlist never gets called because nobody is free to call it, so you teach a half-empty room you priced for a full one.
Sign-up still involves a clipboard
Paper waivers, details typed into a spreadsheet later, and emergency contacts that are out of date by the time you need them.
Nobody knows who is drifting away
Members don't quit — they just stop coming. Without attendance trends you find out when the payment is cancelled, which is far too late.
What's included
9 modules, switched on as you need them
Take the whole system or start with the part that hurts most. Adding a module later is a normal piece of work, not a new project.
Memberships & billing
Recurring plans, class packs and drop-ins on UPI AutoPay or card mandates, with automatic retries, GST-compliant invoices and a nudge to the member when a payment fails.
Class timetable & booking
Capacity per class, booking windows, cancellation policies, and a waitlist that promotes the next member automatically when a place opens.
Personal training & 1:1s
Trainer availability, session packs and bookings that respect each coach's own calendar and working hours.
Check-in
QR or kiosk check-in at the door, with membership status verified on the spot and attendance recorded without anyone writing it down.
Digital waivers & documents
Waivers, health questionnaires and policies signed at sign-up, stored against the member record and easy to produce when you need them.
Member portal & app
Members book, cancel, update their card and see their history from their phone, instead of messaging you at 10pm.
Staff & trainer scheduling
Who is coaching what, cover when someone is off, and hours exported for payroll.
Leads & trials
Track enquiries, trial passes and the follow-up, so a walk-in on Tuesday doesn't get forgotten by Thursday.
Attendance & retention reporting
See which classes fill, which are quietly dying, and which members have stopped turning up — while there is still time to call them.
What changes
The difference it makes day to day
- Failed payments surfaced in days, not months
- Waitlists that refill cancellations without you lifting a finger
- Sign-up, waiver and first booking done on a phone
- An early warning when a regular stops showing up
Works with
- UPI AutoPay, card mandates and recurring billing
- GST-compliant invoicing
- Access control and door systems that expose an API
- Calendar sync for trainers
- Accounting exports for your CA
- WhatsApp and SMS notifications
We confirm what your specific hardware and providers support during scoping, rather than discovering it halfway through.
Today
This week
Repeat
Last 7 days
Compared with the week before
Questions
About the gyms system
Anything not covered here, ask us — we’d rather answer it before you commit.
Can you move our existing members across?
Yes — members, plans, remaining class packs and billing dates. Migration is part of the project, and we run it in parallel first so you can check the numbers before anything goes live.
Do you handle the payments yourself?
No. Money moves through a regulated payment provider and lands in your account. We integrate with it; we never sit between you and your revenue.
What about members who aren't comfortable with an app?
Everything a member can do in the app, your staff can do for them at the desk. Nobody is locked out because they'd rather speak to a person.
Can we run more than one site?
Yes. Multiple locations with their own timetables, staff and capacity, and reporting that rolls up across all of them.
See it running on your own menu or timetable
Book a free demo and we'll walk through the system with your dishes, your classes and your plans in it — not a generic sandbox. No obligation, no pitch.
- A fixed quote before any work starts
- Your data stays yours, and exports on request
- No lock-in contracts
- Straight answers, no jargon
We reply to every enquiry within one business day.