27 problems gyms bring us, each with the cause, what it costs and what we build to fix it.
Gyms chase failed membership direct debits by hand from bank reports. We automate the retry, reminder and payment link, and keep access in step.
Gyms take membership freeze requests by email and restart billing by hand, sometimes months late. We automate freezes, fees, restarts and access.
Gyms take cancellations by email, DM and at the desk, then work out notice and final payments by hand. We build one route that applies your terms every time.
Gyms book new member inductions by phone and paper diary, and many never happen. We book inductions at joining, send reminders and show who still needs one.
Gyms lose track of PT session packages, late cancellations and trainer diaries in notebooks and apps. We build one PT diary with package balances and rules.
Gyms that rent floor space to self-employed PTs chase monthly rent by message and bank transfer. We set up invoices, collection and reminders for each trainer.
Gyms find lapsed and unpaid members still opening the door, because access control is not linked to billing. We sync access with membership status.
Gym classes show as full, then members do not turn up and waitlisted members miss out. We automate waitlist promotion, reminders and your no-show rules.
Gyms find class cover by messaging instructors one by one, and booked members are told late. We offer the class to qualified cover and update members.
Gyms still join members on paper forms that staff retype into the system. We build a joining flow that sets up membership, payment and access.
Gyms give out trial passes and day passes but rarely follow up the visitors. We capture each visitor's details and send timely, personal follow-ups.
Small gym chains build monthly reports by exporting each site's data into spreadsheets. We pull members, payments and visits into one dashboard by site.
Gyms with years of legacy membership rates struggle to apply price rises, notices and exceptions. We model each rate, send notices and update collections.
Gyms run corporate membership deals with employee lists in spreadsheets and invoices by hand. We build eligibility checks, joining and billing per company.
Gyms stay on outgrown software because mandates, arrears and door fobs are tied to it. We map, test and check every member through the cutover.
Gyms sell drinks, supplements and kit at the desk, but stock never matches sales. We link the till to stock counts, reorders and margin by product.
Gym equipment faults are reported on sticky notes and to whoever is on shift, so repairs drag on. We build QR fault reports and repair tracking.
24-hour gyms cannot tell when non-members tailgate in or doors are held open overnight. We link door events, visit records and alerts for your team.
Gyms lose touch with former members as soon as they cancel, and never ask why. We record reasons, respect consent and send timely invitations to return.
Gym members stop visiting weeks before they cancel, and nobody notices. We use door and booking data to flag them so staff can get in touch personally.
Gym member messages arrive by email, Instagram, WhatsApp and the desk, and some are never answered. We put them in one inbox beside each member's record.
Gym front desk rotas are built in spreadsheets and swaps happen by text, so gaps appear. We build a rota with availability, swaps and cover alerts.
Gym refer-a-friend schemes rely on new members remembering who sent them, and rewards are missed. We track each referral from link to joining to reward.
Gyms receive direct debit payouts net of fees, refunds and failures that never match income. We split each payout by member, fee and site for Xero.
Gyms hire studios to outside instructors and clubs by email and paper diary, with clashes and late invoices. We build studio hire booking with payment.
Gyms announce closures and changed hours on social media and a door sign, and members still turn up. We message affected members and update every listing.
Gyms with junior members juggle paper consent forms, age rules and restricted hours by hand. We build junior joining with consent, time rules and access.