Gym management system with access control and memberships
Memberships, turnstile and class bookings in one place. Whoever is in good standing walks in; whoever is about to expire gets the message before the turnstile tells them.
The problem
Renewals happen over WhatsApp and nobody writes them down, so the expiry gets discovered by the turnstile, in front of the member, at peak hour. The waiting list for the 7pm class lives in the instructor's head, and at closing time the front desk counts the till trying to remember who paid for what.
Worth considering if today
- You find out about expired memberships when the member is already at the turnstile
- The class waiting list is kept in the instructor's head
- Renewals are agreed on WhatsApp and never written down
- The till never adds up on the first try at the end of the day
What is included
Memberships and renewals
Price lists, expiry dates and renewals in a single archive. Seven days before expiry the reminder goes out, with nobody having to remember it.
Access control
The badge or the app opens the turnstile only for members in good standing. Whoever has expired knows before arriving, not in front of everyone.
Classes with capacity and waiting list
Members book from the app, the capacity is the room's real one, and a cancellation promotes the first in line by itself.
Till and payments
Cash, card and recurring payments recorded in the same place, so closing the day is a reading, not a reconstruction.
The month's numbers
Revenue, attendance and class occupancy. You see which time slot is full and which room works at half steam.
What changes
Whoever walks in is in good standing without anyone checking by sight, renewals start on their own, and at the end of the month you know which classes fill the room and which merely keep it busy.
The nearest proof
This one does not have a public demo of its own yet, and I would rather say so. Below are the projects that demonstrate the parts it is made of: if a back office handles a diary, stock and products, the same back office can handle another diary and another stock. Look at those and judge from them.
Phases and timing
- Price lists and rules1 week
We write down memberships, price lists and access rules, including the exceptions that today live by word of mouth.
- Access and bookings3-5 weeks
Turnstile, member app and class bookings. Tried with a small group before opening to everyone.
- Payments and reports2 weeks
Automatic renewals, expiry reminders and the end-of-month reports.
In total6 to 9 weeks, depending on the existing hardware and how many locations you have.
Practical details
What is not included, what it connects to and the frequent questions: the part worth reading before asking for a quote, opened with one tap.
What is not included
- The turnstile hardware, which you choose with your installer: I connect what you mount
- The accounting: the system exports to your accountant, it does not replace them
What it connects to
- Turnstiles and badge readers (ZKTeco, Hikvision)
- Stripe, Nexi and Satispay
- WhatsApp Business for reminders
- Google Calendar
- Mailchimp or Brevo
- Your accounting software
Frequent questions
Is it worth it for a small gym?
Under a hundred members a well-kept diary is often enough, and I will tell you so upfront. The system pays off when entries and classes exceed what one person can hold in their head.
Do members have to use the app?
No. The app is the convenient route, but badge and front desk keep working for whoever does not want it.
What happens to failed payments?
The system retries and notifies the member on its own. You see the list of who is falling behind, instead of finding out at the end of the quarter.
Will my existing turnstile work?
Almost always yes: the most common readers connect. We verify it in the first week, before writing a line of code.
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Want this one, with your name on it?
A twenty-minute call and I'll tell you whether it makes sense for you, what I'd build and what it costs. You know the price before we start.