Your gym's app, set up in an afternoon.

1. Make it yours

Portal, Admin, Your Gym

• Upload your logo and pick your colour. Every app and email changes straight away.
• Set your gym's name, short name and app name, plus your area and address.
• Choose your currency and whether weights show in kg or lb. Your timezone was set at sign up, so every app runs on your clock.

2. Bring your members across

Portal, Admin, Clients, then the + button

• Import a List: paste names and emails, or open a CSV exported from your old system. A header row like First name, Last name, Email is read automatically; phones and other columns are ignored.
• The check step shows who's new, who already has an account and how many fit your plan before anything is added.
• Leave "Email each a password link" on and every member gets their invite straight away. Prefer to wait? Turn it off, then use Send Invites from the same menu when you're ready.
• New members can also sign themselves up with your sign up link, shown on an empty Clients screen.

Each invite points members to your app, where Training, Nutrition, Courses and the Challenge sit behind one sign in. They can add it to their phone's home screen.

3. Add your coaches

Portal, Admin, Your Gym, Coaches and Staff

• Add a Coach with their name and email. They get an email to set their password and can then use Portal and Training.
• Coaches are free on every plan and never count towards your member limit.
• When someone leaves, Remove Coach Access signs them out of everything at once.

4. Write your onboarding

Portal, Admin, Courses

• Create a course, mark it as onboarding and publish it. Every new member is enrolled the moment they join.
• Lessons can hold video, text and a short quiz. You get an email when a member finishes.

5. Programs and a starter program

Builder, then Training, Coach, Programs

• In the builder, tell it how you coach once (Templates): your style, equipment and favourite exercises. Then it writes programs that respect each member's injuries and send straight to their Training app.
• In Training, build or edit programs week by week and assign them to members.
• Tick Starter program for new members on one program. Anyone who joins without a program starts on it the first time they open Training, so nobody meets an empty screen.

6. Bookings, classes and prices

Portal, Admin, Your Gym, Payments, then Bookings and Products

• Connect Stripe first: paste your Stripe secret key (Stripe, Developers, API keys). Members then pay straight into your own Stripe account. Start with a test key to try a booking with Stripe's test card. Selling memberships? In Stripe, open Settings, Billing, Customer portal and save it once, so members can change their card or cancel themselves.
• Add your coaches as practitioners with their working hours, then your services (consultations, private sessions) and your class timetable with capacity.
• Set a price on each one. A service with no price stays hidden, so nothing sells by mistake.
• Members get a reminder email the day before each class or session, with how to cancel so someone on the waitlist can come.
• Members book and pay in the app. Under Products, sell monthly memberships (billed every month until the member cancels) as well as seminars, mentorships and courses. A membership can include classes, unlimited or a set number a week: members on it book from the timetable without paying per class. A class pack sells a set number of classes to use within a set time (say 10 in 90 days): members pay once, then book without paying until it runs out, and a class they cancel goes back into the pack. Members get an email when they're down to their last class (so they buy again) and a week before a pack ends with classes still in it. Members can also give a pack as a gift from Shop: they pay, and once it goes through their friend gets the classes and an email (with a link to set up an account if they're new, marked as brought in by the member). You get an email, and the sale counts as the buyer's. A one class pack makes a simple intro offer: in Clients, tap a member, Give a Class Pack, and it's theirs at no charge (it stays out of your sales).
• Full classes have a waitlist. Members cancel a class from Bookings up to two hours before (change this in Your Gym, Bookings: from until it starts to 48 hours); the spot is held for the first person waiting for an hour (they get an email), then the next. Included classes go back into the member's week; for a paid class you're told so you can refund or credit them.
• No Show Policy: off unless you turn it on in Your Gym, Bookings. Pick 2 to 5 missed classes: a member who misses that many booked classes in 30 days can't book classes themselves for a week, and Classes tells them until when. A miss is a booked class with no check in that day, counted only on days someone checked in at the door, so it needs your door QR in use. A class you called off never counts. Members get a heads up one miss before. Staff can still add them to a class, and Clear on their profile lets them book again straight away.
• Cover a Class: a coach is away? Bookings, Upcoming, Cover a Class (or tap the class, Cover This Class) and pick who's taking it. For that week only, members see the cover coach on the timetable, their booking, the reminder and their phone's calendar; payroll and class ratings credit the cover; and the cover's 1:1 times around it close while the regular coach's open. The cover gets an email if they have one in People. Tap it under Covered Classes to put the regular coach back.
• Calling off one class (a sick coach, a public holiday)? Bookings, Upcoming, Cancel a Class, or tap the class and Cancel This Class. Everyone booked in gets an email, membership and pack classes go back to them, anyone waiting is told, nobody can book it and Book Every Week skips it. You get one email listing who paid, to refund. It's one week only; tap it under Cancelled Classes to put it back on.
• For the coach's clipboard: in Bookings, Upcoming, tap a class and Print Roster for a sign in sheet with everyone booked, how they booked, any pinned staff note, a tick box each and a few spare lines for walk ins.
• Your timetable on your website: Bookings, Timetable, On Your Website. Copy the link, or copy the embed code and paste it into Wix, Squarespace or WordPress as custom HTML. It shows the week's classes, how full each is and a Book button that signs people in or up and opens Classes. Member names are never shown. Once you have classes it's a step on your Get Set Up list, ticked off the first time the timetable is opened from your website.
• First Class Free: turn it on in Your Gym, Bookings. Someone new (no membership, pack or past booking) books their first class without paying, and you get an email for each one so you can say hello and offer a membership after. Your timetable page says so. If they cancel, they can use it again. A couple of hours after the class we email them a thank you with a link to your Shop (not if they've already joined), and your Monday email counts the week's free classes and how many joined.
• Today's Workout: on the Dashboard, Workouts, Plan a Workout. Pick the day (today or up to two weeks ahead), give it a title and write it out like the whiteboard. Members see today's on Home, and tomorrow's from 7 PM so they can plan. Clear the text and save to remove a day.
• Paying coaches: Bookings, People shows what each coach ran last month and this month so far: classes taught, people in them and 1:1 sessions. Export for Payroll downloads it as a spreadsheet.
• Which classes fill: Bookings, Timetable shows each class's average fill over the last four weeks (orange under 35%, green from 80%), so you can see which times to keep, move or add.
• Add to Your Calendar: members tap it at the bottom of Bookings and subscribe once (iPhone, Google Calendar or Outlook). Every class and session they book then appears in their phone's calendar, and cancelled ones drop off.
• Book Every Week: members whose membership includes classes turn on their regular classes once (Bookings, Classes, at the bottom), and each week's class is booked for them as it opens. Never charged and never taken from a pack: only classes the membership covers. A week they cancel stays cancelled; full classes are skipped. You aren't emailed for each one; they show on the roster as usual.
• Members manage their own membership from Shop: pause it for 1, 2 or 4 weeks (no payments, no included classes, restarts by itself), change card or cancel. Your Dashboard shows active memberships and what they bring in each month, and Clients marks who is a member.

7. Keep members coming back

Portal Dashboard, Training, Coach, Clients, Gone quiet

• New Member Emails: turn it on in Your Gym, Members. Each new member gets two short emails from the gym: a welcome on day 3 with how to book (or a well done if they've already been in), and a check in on day 21 that counts their visits, or offers help if they haven't come yet. Sent once each, in the daytime, and never to people who joined long before you turned it on.
• Gone quiet lists members with no session, weigh in or photo for two weeks, quietest first. Check in sends them a short personal note from you; replies come to your email.
• Door check in: print the QR from Portal, Admin, Attendance and put it at the front desk. Members scan it with their phone's camera to check in; you see today's list, and a visit counts as showing up for Gone quiet. A member without their phone? Type their name under Check Someone In and tap them. Once there are a few weeks of check ins, the Dashboard's Busiest Times shows when members come in by day and hour (darker is busier), so you can see when to add a class or have someone at the desk.
• No shows: a member who booked a class and didn't check in that day is a no show. See them under Clients, No Shows, and on each member's profile. Days nobody checked in at all aren't counted, so a gym not using the door QR never sees false no shows.
• Message Members: in Portal, Admin, Clients, tap + then Message Members. Write once and pick everyone, members on a membership, members with a class pack, people without a membership (for an offer) or members not in for two weeks (a nudge): it goes by email and shows on their Home for a week. Good for closures, events, offers and timetable changes.
• Waiver: in Portal, Admin, Your Gym, Waiver, start from the template and make it yours (have it checked for where you are). Members sign with their full name before they book, buy or check in. Clients shows who hasn't signed, and tapping a member shows exactly what they signed and when. Edit it and everyone signs the new version.
• Health Check: turn it on under the waiver and members answer seven yes or no pre-exercise questions (heart, chest pain, dizziness, asthma, diabetes, joint problems, anything else) before their first booking. A yes asks them to check with their doctor and tell their coach, emails you what they said, and shows on their profile under Safety. Members update their answers in Account. Only staff see them.
• Your Dashboard shows today's visits and how many have gone quiet, and links straight to each list.
• Today on your Dashboard lists today's classes with how many are booked and how many have checked in; New Faces lists people coming for their free first class this week, tap one to email them hello.
• Personal bests: your Dashboard and Monday email list members who lifted heavier than ever before this week in Training (two each at most), so you can give them a shout out.
• Visit milestones: a member's 10th, 25th, 50th and 100th check in (and on up) gets a short well done email and a card on their Home for a week. Your Monday email lists the week's milestones so you can give them a shout out.
• Membership health: your Dashboard shows the memberships that started and ended in the last 30 days, your churn (the share of memberships running a month ago that have ended; under 5% a month is healthy) and how long a membership lasts on average.
• Class ratings: after a class, the member's Home asks how it was with five stars, and for three or fewer an optional note on what could be better. Your Dashboard shows the last 30 days by coach with the latest comments, and your Monday email has last week's. A member is asked once per class, never about one that was cancelled, and (when you use the door QR) only about one they checked in for.
• Discount codes: in Products, New Discount Code makes a code like SPRING20 for a percent or an amount off, with an optional limit on uses. On a membership it can cover the first payment, the first few months or every payment. Members type it at checkout for anything in the Shop, a class or a session. Codes live in your Stripe account; tap one to see its uses or turn it off.
• Members who leave: your Monday email lists whose membership ended that week. Turn on Win Back in Your Gym, Members and a month later each one gets a single friendly email inviting them back, with a link to your Shop (not if they've rejoined, bought something or been in).
• Birthdays: members add their birthday (day and month, never the year) in Account, and Home reminds anyone who hasn't. Importing your member list brings birthdays across when it has a Birthday or Date of Birth column, and Export as CSV in Clients includes them. Your Dashboard and Monday email show whose birthday falls this week. Turn on Birthday Email in Your Gym, Members and each one gets a short happy birthday from the gym on the day.
• Enquiries: your timetable page (and its embed on your website) ends with a "Got a question?" box. Visitors leave their name, email or mobile and a message; you get an email straight away and it sits under Enquiries on your Dashboard until you tap it and Mark Done, or Invite to Join, which adds them as a member and emails them a link to set a password. Your Monday email counts the week's.
• Staff notes: in Clients, tap a member and add a note under Staff Notes (an injury, a goal, how they like to be contacted). Only staff see them. Pin one and it shows under the member's name on every class roster in Bookings, Upcoming, so the coach running the class sees it, and next to their check in on Attendance. Attendance also marks a member's first visit and their birthday, and tapping anyone there opens their profile.
• Full classes: your Monday email lists last week's classes that still had people on the waitlist when they ran, so you can see where another class at that time would fill.
• At Risk on your Dashboard lists paying members whose card is failing or who haven't been in for two weeks. Tap one to email them; the Monday email lists them too.
• Every Monday morning you get an email with last week's new members, sales, bookings and who needs a nudge.
• Bring a Friend: every member has their own link on Home. Friends who join through it are marked in Clients, you get an email, and the Monday email counts them. Once you have classes the link opens Classes straight after they sign up, and with First Class Free on it tells them their first class is free. Turn on Bring a Friend Reward (Your Gym, Members) and when a friend who joined through a member's link first buys a membership or class pack, that member gets a free class to use within 90 days and an email saying thanks, once per friend. Their Home says so.
• Run an 8 week Challenge with points, a leaderboard and a photo feed to lift the whole gym.

8. Your plan and your data

Portal, Admin, Your Gym, Your Plan, and Clients

• Your Plan shows members used against your limit. Manage Plan emails you a secure link to change plan or card, see invoices or cancel.
• When a member leaves, Archive Member signs them out and frees their place. Their history stays, and you can restore them any time.
• Your member list is yours: Export as CSV from Clients whenever you like.
• For your bookkeeper: Export Sales on the Dashboard downloads every sale (date, member, item, amount) as a spreadsheet.