Software package

Gym membership package

A front-desk and member system built around the membership record: join online with a plan, complete the declaration, book an induction and classes, check in at the door, pay monthly, freeze or cancel within the rules, and let the manager see who is drifting away.

Custom build Concept demo

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Who it is for

Built for

A good fit

Independent gyms and boutique fitness studios from a single site with a few hundred members up to a small group of sites sharing a membership base. Daily users are the front desk who join people, take payments and check members in, instructors who see their classes and inductions and mark attendance, the gym manager who sets plans, rotas and capacity and watches retention, and members who book, freeze and manage their payments from their phone.

Not the right fit

It is not for a national chain with hundreds of sites and a central access platform, for a Pilates or yoga studio selling class packs with reformer capacity, which has its own package, or for a personal trainer running a client list without a membership base. It does not supply door hardware, collect direct debits itself or interpret anything a member writes on a health questionnaire.

The operational problem it solves

How it runs, step by step

Half past six in the morning.

The front desk opens the check-in view: the turnstile has already admitted forty members on the early plan, each check-in recorded against their record, and refused one whose payment failed last week; the refusal shows on screen with the reason, so the receptionist can take a card payment and clear the block before the member has finished explaining.
A new joiner who signed up online last night arrives for her induction.
Her declaration questionnaire is complete, the instructor on the rota has her at seven, and the receptionist prints nothing because the instructor sees the booking and the questionnaire on his phone.

At midday the manager sees that the 6pm spin class is full with a waiting list of five.

A booked member cancels inside the window, the first on the list is promoted and messaged, and the late cancellation is recorded against the member under the rule the manager set.
A member on the off-peak plan tries to book the 6pm class and the portal explains that it falls outside his plan, offering the 2pm instead.
At two a member asks to freeze for six weeks; the receptionist sets it, billing pauses from the next cycle and the turnstile stops admitting him until it ends.
A personal trainer sells a ten-session pack at the desk and draws the first session down that evening.
At close the manager opens the retention report: members with no check-in for twenty-one days, this month's joins, freezes and cancellations, and class fill rates by hour.

Features

What the package does

The package ships as modules that follow a member through the gym: membership and billing, access and check-in, and the timetable with inductions and training packs. Each module below lists what it does; the comparison table shows which package variant includes it.

Memberships

Membership plansPlans with peak and off-peak access windows, class credits, freezes and cancellation notice, set by the manager rather than hard-coded.
Member records and declarationOne record per member holding the declaration questionnaire, emergency contact and check-in history, recorded as answers and never interpreted as health advice.

Portal and access

Online joining and member portalMembers choose a plan, complete the questionnaire and then manage bookings and payments from their phone without calling the desk.
Front-desk check-inA desk view that checks members in, shows why a member was refused and lets staff book classes and inductions on a member's behalf.

Billing and payments

Recurring billingMonthly charges run through a connected payment provider, with failed payments changing the member status so the desk can see why.
Personal training packagesTrainers sell session packs online and draw sessions down, so the owner can see how many sessions are still owed to members.

Bookings and diary

Class timetable with capacityClasses with an instructor, a capacity per studio and booking windows, so a full class stops taking bookings instead of overfilling.
Waiting list and late cancellationsA full class takes a waiting list that promotes the next member when a place frees up, with a late-cancellation rule you set applied to whoever drops out.
Induction bookingNew joiners book an induction against instructor availability, and the instructor sees the booking and questionnaire before the session.
Multi-site membershipsA membership valid across several sites with access and class capacity worked out per site.

Reporting and insights

Attendance and retention reportsJoins, lapses, freezes and class fill rates in one place, plus members with no recent check-in so the manager can act before they leave.

Integrations

Door or turnstile access decisionAnswers the reader's question of whether a fob or code is valid now, using plan, freeze and payment status through the supplier's published interface.

Package variants compared

Website
Business Software

Which features each package variant includes
Feature	Website	Business Software
Membership plans	Included	Included
Member records and declaration	Not in this variant	Included
Online joining and member portal	Included	Included
Recurring billing	Not in this variant	Included
Class timetable with capacity	Included	Included
Waiting list and late cancellations	Optional	Included
Induction booking	Included	Included
Front-desk check-in	Not in this variant	Included
Attendance and retention reports	Not in this variant	Included
Door or turnstile access decision	Not in this variant	Optional
Personal training packages	Optional	Optional
Multi-site memberships	Not in this variant	Optional

Roles and permissions

Who does what

Gym manager
- Set plans, access windows, class credits, freeze limits and cancellation notice
- Build instructor rotas and set studio capacity per class
- See joins, lapses, freezes, retention and class fill rates by site
- Manage staff accounts and PT package rules
Front desk
- Join members, take payments and record the declaration questionnaire
- Check members in and see why the door refused someone
- Book inductions and classes on a member's behalf
- Set freezes and record cancellation notices within the rules
Instructor
- See their classes and inductions for the day and week
- Mark attendance and no-shows against bookings
- Read a new member's questionnaire before an induction
- Request rota changes for the manager to approve
Personal trainer
- Sell session packs and draw sessions down
- See only their own clients and remaining sessions
- Add session notes to the client record
Member
- Join online, choose a plan and complete the questionnaire
- Book and cancel classes and join a waiting list
- See check-in history, payments and remaining class credits
- Request a freeze or serve notice within the plan rules

Example screen

Concept demo

Concept demo of a gym front-desk check-in view with turnstile admissions, a refused member with reason, induction list and a full class with waiting list.

The check-in view as the front desk sees it: a live feed of turnstile admissions and refusals with the reason for each refusal, this morning's inductions with questionnaire status, and the 6pm spin class showing sixteen booked and a waiting list of five.

Scope and options

What is included and what is extra

In the base package

Membership plans with peak and off-peak windows, class credits, freezes and cancellation notice
Member records with declaration questionnaire, emergency contact and check-in history
Recurring billing through a payment adapter with failed-payment status
Class timetable with capacity, instructor, booking windows, waiting list and late-cancellation rule
Induction booking against instructor availability
Front-desk check-in and member portal for bookings and payments
Attendance, joins, lapses and retention reporting

Common add-ons

Door or turnstile access decision through the supplier's published interface
Personal training packages sold online and drawn down by trainers
Multi-site memberships with per-site access and capacity

Needs custom work

Integration with a specific locker, vending or body-composition system
Wearable or activity-data sharing from platforms a member uses
Member app in the app stores

See the custom development service

Ownership, maintenance and pricing

After the build

Deployment and ownership

Runs on your own hosting or on hosting we manage; the choice is made in the proposal and can change later. You own the code and your data, including member records, questionnaires, bookings and payment history, which can be exported at any time in standard formats. Nothing in the package stops a move to another provider.

Maintenance

Maintenance is optional and scoped separately from the build. When taken, it covers security updates, monitoring of payment callbacks, access-decision requests and waiting-list messages, backups, and a monthly window for small changes such as a new plan, a changed freeze limit or a new studio. Larger changes are quoted as change requests.

Pricing model

Priced per proposal.

Sold as a one-off setup and customisation with optional monthly maintenance and hosting as separate recurring lines. The setup figure depends on the number of sites and plans, whether the access add-on is included and what the hardware interface requires, the payment provider, the number of studios and instructors, and how much member data is migrated. The proposal states each line separately so recurring costs are never hidden in the build.

Software package

Custom build Concept demo

Variants

Membership plans with peak and off-peak windows, class credits, freezes and cancellation notice
Member records with declaration questionnaire, emergency contact and check-in history
Recurring billing through a payment adapter with failed-payment status
Class timetable with capacity, instructor, booking windows, waiting list and late-cancellation rule

Priced per proposal. A written proposal is the only binding figure.

Get a quote for this package Prefer a fully custom build?

FAQ

Frequently asked questions

Does it control the door itself?

No. The access add-on answers the question your reader or turnstile asks: is this fob or code valid at this site at this moment, given the plan, time window, freeze and payment status. The hardware and its supplier stay as they are, and the connection is scoped against the supplier's published interface.

How do waiting lists work?

When a class is full a member joins the list in order. When a place frees up before the cut-off you set, the next member is promoted and messaged, and the late cancellation is recorded against whoever dropped out under your rule, whether that is a lost credit or a strike.

Can members freeze their own membership?

Within limits. The manager sets the minimum and maximum freeze length and how many per year a plan allows; a request within those limits is applied automatically from the next billing cycle and access pauses with it. Anything outside the limits goes to the front desk.

Does it collect direct debits?

Payments run through a direct-debit or card provider connected during setup; the package schedules charges, records outcomes and changes the member's status on failure. The provider is chosen with you in the proposal.

What does the health questionnaire do?

It records the answers a member gives at joining and on renewal, with a timestamp, and shows them to the instructor before an induction. The questions are yours and the system flags only what you ask it to flag; it gives no health or training advice.

Is this a finished product I can see running?

Not yet. The readiness badge on this page shows the real state: the package is a custom build assembled from our memberships, capacity, bookings, forms and orders modules for each gym, and the check-in view above is a labelled concept demo rather than a live client system. Needs beyond the listed options go through custom gym development.

Get a quote for Gym membership package

Tell us about your locations, the people who will use it and the add-ons you need. We reply with a clear, competitive proposal.