Running a gym: members, dues and who actually turns up

A gym lives on renewals, and renewals depend on knowing who is lapsing before they lapse. ClubManager tracks memberships, what is owed, who came in, and what they bought at the counter.

Members and money

• Membership plans with durations, and dues that are visible before they are overdue.
• Collect a fee against a member, with a receipt and a record.
• Flags on a member record for the things staff need to know.

Attendance and classes

Door check-in records who came and when, which is the number that predicts a renewal better than anything else on the system. Classes and personal training are tracked against the members who attend them.

The counter

Supplements, day passes and drinks sell through the same till as everything else, so the gym’s retail side does not need a second system or a second cash count.

Staff, shifts and what they may do

Each staff account sees only the tabs their job needs, and a shift is clocked in and out from the header so attendance is recorded without a separate register. Ending a shift reconciles the cash collected against what the system expected, and a large variance can be sent to a second person to approve.

Sensitive actions — refunds, voids, permission changes — can each be put behind that same approval queue, and every one is recorded against a name.

What you can read back

• Collections by day, and what they were for.
• Members due for renewal, before the date rather than after it.
• Attendance per member from door check-in.
• Counter sales for supplements and day passes.
• Exports to CSV, for anything you would rather do in a spreadsheet.

Questions owners ask

• How do I know who is about to stop coming? — Door check-in gives you attendance per member, and dues show who is behind. A member who has not been in for three weeks and has a renewal due next week is visible before the renewal date, not after it.