The front desk, day to day

It is not a setting, it is the width of your screen

There is nothing to switch on, nothing to install and no entry in any menu. Below 1024 pixels wide, which covers every phone and a tablet held upright, the software puts the side menu and its pages away and shows the front desk instead: one screen, five tabs at the bottom, everything sized for a thumb.

Turn that same tablet on its side and the usual software comes back on its own. Nothing was lost and nothing was switched: the width decided, and it decides again every time.

It is the same account, the same gym and the same data. A check-in you make here is the one your computer shows a second later. There is no separate mobile app to keep in step.

It comes with whatever plan you already have. It is not an option to buy, and a gym running the software under its own name gets it too.

Two screens take it away, and give it back

The front desk steps aside whenever the screen already belongs to something else, and returns as soon as you leave that thing.

The kiosk (also called Check-in mode), the locked screen for a tablet at the door. And the PIN lock, for as long as nobody has entered a code.

Nothing else removes it. In particular the Desk and Counter switch is not offered under 1024 pixels: on a phone, the front desk is the only layout.

The five tabs

Home opens on today. Quick buttons sit under the title: Collect, Sell, New and Check-in, and any that your role or plan does not allow is simply absent. Waiting on you lists what needs an answer, such as unpaid balances, new messages and payments members say they made. Then comes a strip of fourteen days starting with today, and the sessions of the day you picked. Two filters appear only when they have something to filter: With bookings, and Free from now.

Check-in opens the list of the session in progress, or the next one, ready to tick. Switch picks another session of today. Once the last session of the day is over, it offers tomorrow's sessions.

Members searches by name, phone or email. Seen today sits above the full list, so the person who just walked back in is already at the top. New member asks for two things, a full name and an email; the rest can wait.

Inbox lists your conversations, with All and Unread tabs and a search field. Tapping one opens the same thread your computer shows, and the plus button starts a new message.

More opens the rest of the software one page at a time, with an arrow to come back. It is covered further down.

The roster is where the day actually happens

Path: the Home tab › tap a session.

The round button on the right of a name checks that person in, and tapping it again undoes it; tapping the row does the same. Check all marks everyone still expected, after a confirmation. To cancel a booking, swipe the row to the left or press and hold it, then choose Remove from this session: the place is given back and the member is told if cancellation messages are on.

Someone who owes money shows the amount in amber under the name; tapping it opens the payment there and then. Add someone finds an existing member, or creates one from a full name and an email. Trial session does the same for a first visit: the person is created as a trial and booked into the session.

If the person owes money or has no valid membership, a sheet opens after the check-in with Collect, Add a membership and Let them in anyway. The check-in is already recorded, and Let them in anyway adds a line to their history.

The three dots at the top carry the rest: message everyone booked, export the list, and cancel the session.

What you can finish without walking to the computer

Opening a member gives you the same actions every time, in the same order: Check in, Payment, Book, Message, Membership or Renew, Sell, Call and More. Payment and Sell only appear when your role and plan allow them. Under them sit the money owed, the upcoming sessions, the memberships, the last three payments, the waiver, a note and the last five visits.

Check in asks which session: pick one of today's sessions, or Without a session for someone who is here with no booking.

Two entries are worth knowing. Sell, on Home, opens the till for somebody who is not a member: a drop-in or a drink. Lockers, in More, opens the locker register.

Four screens are made to be handed over to the member rather than read by you, and they turn dark to say so: the payment to confirm, the waiver to sign, linking their own account, and the kiosk itself. Each one has a way to hand the phone back to you: a Hand back to staff button, or the cross of the kiosk.

What the front desk leaves to a bigger screen

This is the part worth reading before you go looking. More opens the pages of the full software inside the front desk: Schedule, Classes, Programming, Payments, Catalogue, Leads, Competitions, Reports, Automations and Settings, depending on your role and plan. Settings in the account menu opens a short sheet instead, with light or dark, the language and installing the app on the device. The full Settings pages, from More, are for managers.

Very little is left out: Campaigns, the e-mail campaigns page, is not offered on the phone.

The member file is deliberately short here: it shows the last five visits and the last three payments, and the photo and the full history are on the big screen. On memberships you can sell, renew and extend; freezing one, adjusting credits, sharing a family pass and closing a membership all stay on the computer.

Three modes that are easy to confuse

The front desk is yours, on your phone. It arrives on its own, it is for staff, and it never shows anything to a member unless you hand the phone over.

Counter is the same job on a large screen: the whole day on one page, for the tablet or the computer sitting on the counter. You choose it with the Desk and Counter switch, in your account menu or at the foot of the side menu, and that switch only exists above 1024 pixels, so you cannot land in it from a phone.

The kiosk, also called Check-in mode, is the opposite: it is the member who taps, on a tablet left at the door. It has no menu and no header, just a small cross that asks for the staff code when PIN login is on.

The front desk can pass the phone to the kiosk with Kiosk in the More tab, and take it back afterwards. That entry only appears once self check-in is switched on.

Open Counter

Path: your avatar menu › Counter. The same Desk and Counter switch sits at the foot of the side menu when the side menu is expanded.

Counter is a full screen version of the software meant for the desk. It is not a separate account or a separate page: you switch into it, and you switch back out with Desk in the same switch, at the top right of the screen. The device remembers your choice and opens on it next time.

The staff who uses it stays in front of it all day, so the daily work is on one screen: classes, money to chase, notes for the team.

Read the day in one look

The title of the first card is the day you are looking at, and one line under it counts that day: how many are booked, how many classes are full, how many still have seats free, and, for today, how many are checked in. Checked in counts the distinct people marked present today, so someone who attends two classes is counted once. Tapping booked or checked in shows the names behind the number. If your role may see revenue, Revenue today sits at the right of the card, adding up the payments recorded today, with an eye to hide it from people looking at the screen.

Needs attention lists what the desk should act on: overdue payments, unpaid balances, memberships expiring within seven days, and birthdays. Five rows are shown at most; beyond that a link opens the full list. Beside it, Here right now shows who is checked in and still in a session, and Notes keeps a note and a checklist for the team.

Mark people present

Path: the Counter › pick the day in the strip › tap the class › tap the person › Check in.

The main card lists the classes of the selected day. The strip of day chips above the list turns one week at a time, six weeks back and twelve weeks forward, and each chip shows how many classes run that day. Use it to prepare a booking taken over the phone for next month without leaving the screen. Past a week or two, the date field next to it is faster than turning the strip.

The class in progress, or the next one, gets a large card with an Open check-in button, and every other row opens the same check-in panel when you tap it. On another day the button reads Open bookings.

Green rows marked In are people already checked in. The others are still just booked. Tapping a name opens a small card with their membership status, their notes, and the buttons that apply.

Yesterday's register can be fixed from here

Go back to the day with the strip or the date field, open the class, tap the name, Check in. A register you cannot rectify is not a register, so the past is open.

A FUTURE date is the one case that refuses. There, only Reserve is offered, because marking someone present in advance would be inventing an attendance.

Search a person instead of a class

The search field looks in two places at once for the selected day: classes, by name, coach or time, and members, by name, email or phone number.

A member who already booked that day shows the class they booked, and tapping the row opens that class. A member with no booking is tagged Walk-in for today, or Book for another day, and the row points at the first sensible class of that day.

If that day has no class at all, the row is greyed out and does nothing. Attendance is always attached to a class, so with no class there is nothing to check into.

Fix a mistake

The same card that checks people in also undoes things. Undo check-in puts the person back to booked. Cancel booking removes them from the class, asks for confirmation first, and sends the cancellation message if that message is switched on.

Open member profile stacks their file on top without losing your place. Close it and you are back in the same class list, at the same spot. Use it to sign a waiver, add a membership or settle a balance while the person is still at the counter.

You can also add a member, take a payment and sell a product from the top bar, or from its More menu (the ⋯ button), all without leaving the Counter.

Set the window

Path: Settings › Check-in › Check-in window.

The window says how long before the start of a class attendance can be recorded. You choose between 15, 30, 60, 120 and 240 minutes. A new gym starts at 60.

Set it to your real habits. A gym where people arrive to wrap their hands half an hour early needs 30 or 60. A window of 240 minutes on a timetable with four classes a day means the software stops being able to tell you which class someone belongs to.

At the desk, the window warns, it does not refuse

The window is a rule that protects you from the MEMBER, not from your own staff. In the Counter check-in panel your team can mark anyone present at any hour of the day, before the window as well as long after it. Someone who turns up an hour early, hands wrapped, gets checked in.

Being early is said rather than blocked: a line at the top of the panel reads that the class starts later today. The gesture stays deliberate, it is no longer impossible.

For a class on a FUTURE date, only Reserve is available, because marking someone present in advance would be inventing an attendance. For a class on a PAST date, check-in is allowed, which is how you fix a register after the fact.

In the session panel on the Desk, a session on another day offers no Check in button either: check-in opens on the day of the session.

On the member's phone, the window closes

In their own space, a member sees a Ready to check in card, with a Check in button, only if three things are true at once: the class is today, they have a booking for it that is neither checked in yet nor waiting for a payment, and the current time is within the window.

There the window works both ways: it opens the given number of minutes before the start and closes the same number of minutes after it. Someone who walks in an hour and a half after a class started, with a window of 60 minutes, will not find the button.

The entrance tablet ignores the window

The kiosk at the door does not test the time. Any name in the list of a class of today can be tapped at any hour.

So the window is a guardrail on the supervised paths: it warns at the desk, it is enforced on the member phone, and it decides which classes Entrance check offers. It is not a lock on the door tablet.

Auto check-in on booking

The switch just under the window says that a booking counts as attendance, with no second step.

The booking is marked present when its check-in window opens, not at the moment it is made, so a class next week stays booked until then. It covers every booking that is still booked at that point, including those your staff entered, and leaves alone a booking that is waiting for a payment.

A member with no booking has no check-in button

Self check-in confirms a reservation, it never creates one. A member who did not book has to be added by your staff, from the desk or from the entrance tablet, which both create the booking and mark it present in one go.

Add a walk-in

Path: the Counter or the kiosk › open the class › the search field above the list.

Type a name or a phone number, and up to six matching members appear with a dashed outline and a plus sign. Tap one, then confirm.

Only people already in your Members list come up. Nobody is created here. A first time visitor has to be registered first, from Add member in the Counter or from the Members page. On the phone front desk, Add someone can create the person on the spot.

What a walk-in costs the member

Checking in someone who had no booking creates the booking and marks it present in one go. If the person has a class pack, the credits that class costs come off it: one credit unless you set another cost.

The software picks what to charge on its own. An unlimited membership is used first, because it burns nothing. Then comes the pass that covers the fewest kinds of class, then the one that ends first. If nothing valid is found, the visit is recorded without touching any membership.

When the last credit of a pack is used, the pack switches to used and the member is no longer counted as active.

The check-in screens block nothing

The confirmation card shows a pill: Membership active, or Membership to review when there is no active membership covering today. It is information for the person at the desk. It stops nothing.

The same goes for capacity: from the Counter and from the entrance tablet you can always add one more person to a full class.

One thing does ask a question: when a plan allows only so many bookings a day or a week and a walk-in would go over it, the screen asks Book them in anyway? and you decide. Booking them in anyway still uses their plan.

If the member has a note on their file, it appears in this same card. That is where you write what the desk needs to know: locker key, unpaid balance, trial ending.

The unsigned waiver

A member who has not signed carries a small shield next to their name in the list, and a warning in the confirmation card asking you to have them sign.

This is a reminder, not a barrier. The check-in goes through either way. Your gym decides whether an unsigned member trains, the software only makes sure you know.

1. 1.In the Counter, tap the person in the class list.
2. 2.Press Open member profile.
3. 3.Go to Documents and have them sign the waiver.
4. 4.Close the profile: you are back in the class list.

What a check-in sets off behind the scenes

Checking someone in from the Counter, the kiosk or Entrance check writes a line in the activity log under the name of the person signed in on that device, so you can see later who checked whom in.

If you connected an access control system, it also sends the unlock signal. If you connected Zapier, it sends a check-in event. And the very first check-in of a member can start an automation, for example a welcome message.

Marking someone Present from the session panel of the Schedule is a shorter path. It records the attendance and starts the same automations (first check-in, session finished), but it does not unlock the door and does not notify Zapier. The round button on the phone front desk, for someone who is booked, works the same way.

What the form will not save without

Path: Members › New member (top right).

One single form. The same form opens again later when you edit the member, so nothing you fill in here is hidden somewhere else afterwards.

Only the name is required. On creation you type it in one Full name field: the first word becomes the first name and the rest becomes the last name. Email is optional: you can create someone with a phone number alone, but without an email they cannot open their member portal. What is refused is a badly formed email address, not an empty one.

The phone and the date of birth are optional too, and they sit under More details. A name typed entirely in lower case or entirely in capitals is put in normal capitals on save. A name typed with mixed case is kept exactly as typed.

1. 1.Tap New member at the top right of the Members page.
2. 2.Fill Full name.
3. 3.Fill anything else you already know. The phone and the rest are under More details. You can come back to it.
4. 4.Tap Save.

The duplicate warning

The form searches while you type. As soon as the phone holds enough digits, or the email matches, a line under the field names the other member who already has that phone or that email, with a View link.

The comparison ignores formatting. Digits only for the phone, lower case for the email. The phone is put in international form, with your country code, when you leave the field, so in a studio in Thailand a number written +66 81 130 00 39 and the same number written 0811300039 are seen as the same person.

If you save anyway, a confirmation names the person already on file and offers Create anyway or Open their profile. For an email, this confirmation is also the only way two members can share one address, for example a parent and a child: both then receive the same emails and either one can sign in with it.

Minors: a block that appears on its own

Fill a date of birth that makes the person under eighteen and a Guardian block appears under More details: guardian name, guardian phone, relationship.

Nothing forces you to fill it at this point. The consequence lands later, on the profile: the waiver cannot be signed until the guardian name is on file.

Starting membership: what it really creates

A Starting membership list appears only when you create someone. Nothing is preselected, and the default line reading No membership (add later) is a real choice, not a placeholder.

Pick a product and the software creates an actual membership from your catalogue: the price, the number of classes and the end date all come from that product, not from anything you type here. If the product you need does not exist yet, the link under the field creates one without leaving the form.

On the profile, that membership reads To pay until a payment is recorded, then Active. The email that tells the member their membership is active leaves only when nothing is left to pay (a free plan, an offered one, a credit, an amount already paid). For a plan to pay, the receipt of the payment is the one email.

A member you add starts unsubscribed from marketing

Path: Members › tap a row.

Every member you create yourself, at the desk or with the New member form, is added unsubscribed from marketing emails. Nobody has agreed to receive them yet, and the software does not assume it.

Campaigns and the automatic messages that count as marketing skip these members until you turn on Marketing emails in the Contact details card of their profile. Receipts, booking confirmations and the other service emails are not marketing: they go out whichever way the switch is set.

Members who sign up in your member space, and the ones you bring in with the import, are not affected.

The field that disappears when you edit

Open the same form on an existing member and the Starting membership list is gone. In its place sits a Status list.

This is not a bug. After creation, memberships live in the Memberships card of the member profile, where you add, renew, freeze or cancel them one by one. The creation form only ever creates the first one.

Your own fields, and the tags

Path: Settings › Member files › Custom fields, for the fields themselves.

The extra fields you defined there appear inside this form in their own Custom fields block, under More details. They are filled with the identity, not afterwards on the profile.

Tags, also under More details, are typed one by one. Press Enter or a comma to validate one. Tags already used in your gym are suggested while you type, which keeps VIP and Vip from becoming two different tags.

When your plan stops you

The free plan and the Pro plan each include a set number of active members. Max has no cap.

An active member is someone who is not archived and who holds at least one membership that is not cancelled and did not end more than thirty days ago. A member on hold still counts. Archiving someone who left frees a slot without deleting anything.

The number that counts is the number written on your plan, and nothing else. On the Members page, the line under the title shows how many are counted on your plan; select it to list those people. Going one member above the cap does not block the save. It starts a countdown instead: everything keeps working, and a banner at the top of the app gives the date until which you can come back under the cap or change plan.

Coming back under the cap at any point during those days clears the countdown completely. It does not resume where it stopped if you go over again later.

Where the text comes from

Path: Settings › Documents.

The waiver has one text for each language your studio serves, shown as tabs. A member reads the version in their own language, and an empty version falls back to your first language. In that same place you can add other documents, each one marked either Read only or Read & sign. A house rules sheet is usually read only. A photo consent is usually to sign.

On the member profile they all live in one card. A dropdown picks which one you are looking at, and each line shows its own state: read only, to sign, or signed.

The Require a signed waiver switch at the top of the same section is on by default. Turn it off if your studio does not ask anyone to sign: the waiver stays available, it just stops being flagged as missing.

Signing on the tablet

Path: Members › a member › Documents card › View, then Sign.

View opens the full text in a reading pane. Hand the tablet over and let the person read it. Sign opens the signing screen: the text again, a box to tick, and a pad to sign with a finger.

On the profile, View and Sign show the version in your studio's first language.

Once signed, the card shows the date and the signature image. The button becomes Re-sign, which replaces the old signature.

1. 1.Open the member profile.
2. 2.Scroll to the Documents card.
3. 3.Pick the document in the dropdown if you have several.
4. 4.Tap View and let the person read.
5. 5.Tap Sign, tick the agreement box, sign with a finger.
6. 6.Tap Sign & save.

Minors: the guardian signs, and it is blocked until you have their name

When the date of birth puts the member under eighteen, the button reads Guardian signs and the consent sentence names the guardian instead of the member.

That button stays disabled until the guardian name is filled in on the member record. A short line under the card asks for it, and the profile shows a Guardian missing alert with an Edit button.

1. 1.Open the profile, tap Edit.
2. 2.Fill Guardian name in the Guardian block.
3. 3.Save.
4. 4.Go back to the Documents card and tap Guardian signs.

The date field that looks like a signature

The member form carries a field called Waiver / consent signed on, under More details. It takes a date and nothing else.

Filling that date marks the waiver as signed: the member leaves the list of members without a signed waiver and the profile shows Signed with that date. No signature was captured. In place of the image, the card shows the member name written in a handwriting style. It looks like a signature and it is not one.

Clearing a signature

Clear signature sits under the signature image and only appears for roles allowed to delete records. It asks for a confirmation, then the document goes back to Not signed and the member has to sign again.

Clearing a signature destroys the piece of paper that covers the gym. It is deliberately not placed with the everyday buttons at the top of the card.

Finding everyone who has not signed

Path: Reports › Members › Waivers. That card shows how many members have not signed, and See the N opens the Members page already filtered on those people, with a filter chip showing the number. It only appears when your studio requires a signed waiver and has either written its own waiver text or already had one signed. On a profile, the same fact appears as a Waiver missing alert.

That list counts members with no consent date, so it also empties itself when someone types a date by hand, with or without a real signature.

What it is, and what it is not

It is a register, on paper replaced by a screen. Your gym hands out a real key or a real wristband; the software only records who took which number and when.

It opens no locker and talks to no lock. Nothing here is connected to your changing room hardware.

Turn it on, then type your keys

Path: Settings › Check-in › Lockers & keys.

The switch lives in Settings › Modules, on the Lockers & keys row. The Lockers & keys card in Settings › Check-in shows whether it is On or Off, with a Turn on link. The key list is invisible until the switch is on: flip the switch first, then type your keys. Doing it the other way round is why the field seems to be missing.

Under the switch sits a second one, Allow a key without a class, off to start. Off, a key only goes to somebody already checked in today. On, anyone on file can take one, which is what an open gym with no class needs.

1. 1.Open Settings › Modules and turn on Lockers & keys.
2. 2.Open Settings › Check-in and find the Lockers & keys card.
3. 3.On the Keys row, tap Add (or Edit once you have keys). In the box, type a number or a name and press Add. A range like 1-20 adds twenty at once. Then tap Save.
4. 4.Decide whether Allow a key without a class stays off.

Where the key board opens

Three doors, all on the surfaces where somebody is actually standing at the counter. There is no Lockers entry in the menu.

On a phone, Lockers is a row in the More tab, under Studio. In the Counter, it is a Lockers button in the top bar, or an entry in its More menu (the ⋯ button) when other entries share it. And in the Counter check-in panel it opens by itself right after you check somebody in, which is the moment the key is really asked for.

The board has three tabs: Out, Available and History.

Hand a key out, take it back

In Available, tap a number, then tap the person. The people offered are those checked in today, unless you turned on Allow a key without a class. The list shows sixty names at most, so type a name rather than scroll.

Somebody who already holds a key is flagged Already has a key. It is a warning, not a refusal: giving a second key is allowed.

In Out, each line shows the number, the person, the hour it was taken and who handed it over, plus how long ago. That elapsed time turns amber after two hours and red after five, so a glance at closing time is enough.

Return puts the key back in the available list.

The key that never came back

Use Release without a return, in the menu at the end of the line. It frees the number so tomorrow works, and it writes the loan into History marked Forced rather than pretending the key came back.

That mark is the whole point. Three forced releases on the same person in a month is a conversation to have, and it is the only place that would tell you.

A key that is broken or lost

Do not delete it. Open the Keys row in Settings › Check-in with Edit, tap the key, and its menu offers Mark out of service: the number leaves the available list but keeps its name, so your old history stays readable. Choose Put back in service when the key comes back, and press Save: nothing is kept before that.

Delete is for a key that should never have existed. It is refused while the key is out, and the menu says so instead of failing silently.

What the register does not do

It records no deposit and no money. It writes nothing on the member's profile, and the member never sees which key they hold from their own space.

History records RETURNS, not hand-outs. A key handed out and never given back leaves no history line at all until somebody returns it or releases it, and the list keeps the last five hundred returns.

Nothing is ever released on its own. No end-of-day sweep, no expiry: every key comes back because a human pressed a button.

Opening the form

Path: Payments › Collect a payment (top right). On a phone it is the Payment button with a plus, in the top bar.

You can also start from the member profile, in the Payments tab, which saves you searching for the member.

The payment method comes preselected: the default method you chose in Settings › Finance, or, if you set none, the method you used most over the last 30 days.

For a transfer or a PromptPay payment you can attach a photo of the slip, and See the slip opens it later from the row menu. For PromptPay or GCash, once the integration is set up, Show the QR displays the code to the member.

What Settings › Finance holds

Path: Settings › Finance.

Currency & payment methods sets the currency and symbol shown across the app, and the payment methods your front desk can record. You can add your own methods, such as TrueMoney. PromptPay and GCash are offered only in the countries where they exist, unless already ticked.

Recording payments sets the default payment method and Overdue after (days). With no default method, the form proposes the method used most over the last 30 days.

Receipts sets the tax, the receipt number prefix and the footer, and shows a preview of the receipt that follows every change.

Attaching the payment to a plan

If the member holds plans, a Membership dropdown appears, listing each one with the amount still left on it. Picking a plan fills the amount with what is left, and a Pay full balance shortcut appears when part of the balance is still open.

To sell something new instead, click Sell a new plan, above the amount. It opens the same Add membership form as the member profile. Once the plan is added it is picked for you and its price fills the amount.

Status: only Paid is money

Paid is the only status that counts as revenue, sends the receipt to the member and alerts your staff.

Overdue is what feeds the Unpaid filter and the Reminders list on the Payments page.

Pending is not revenue and does not lower what the member owes. The history filters only show it under All. Treat it as a note to yourself until you mark it as paid.

The Overdue status, and when a balance turns overdue

A payment line has the Overdue status only when someone saved it with that status, or when Stripe recorded a failed charge. Time never changes a status, and saving that status is what can alert your team or start an automation.

Every balance also has a due date: the date of its line, or the day a plan that is not fully paid started. Overdue after (days), in Settings › Finance, decides when that balance turns overdue: once the due date is past by more than that many days, counted in your studio's time zone. From then on it shows its days overdue on the member profile, in To collect and on the dashboard, carries the overdue badge in the members list, and counts in Overdue on the phone.

What a member owes is wider than those lines. A plan sold with nothing paid appears in the Unpaid filter of the history, in Reminders and in the member's Balance as soon as it is sold, without any Overdue line.

Someone who owes money for something that is on neither a plan nor a shop tab stays invisible until you enter the expected payment as Overdue.

Using a gift card

Type the code in the Gift card field. The amount covered is shown straight away, along with what is left on the card. The card must be active, still have a balance and not be expired.

The gift card covers part of the amount, so the cash you actually collect is lower. The plan balance is still closed for the full amount, because the gift card revenue was already counted when the card was sold.

Receipts

When a payment is saved as Paid and the member has an email address, a receipt goes out by email with a PDF attached. This is governed by Payment receipt in Settings › Automatic messages.

The same receipt goes out when a pending or overdue line is marked as paid, and with each successful renewal of an auto-pay plan. In the Payments tab of a member, Email the receipt sends it again whenever you need.

The tax rate, the receipt number prefix and the footer note come from Settings › Finance › Receipts. The legal name, the address and the tax ID come from Settings › General. They appear on the PDF as well as in the body of the email, and the tax appears only when Registered for VAT is switched on (the name of the tax follows your country).

By default the tax is not added to the amount. It is extracted from the amount you already collected, so a 3000 payment at 7 percent stays a 3000 payment and shows the tax contained inside it. If you choose Tax added at checkout under How your prices are set, the receipt shows the tax on top of the amount collected.

Chasing

The Reminders block on the Payments page lists each member who owes something, one row per person, with the total they owe and how late it is. Collect takes the whole balance in one go, Remind lets you write a message or pick a saved one to send by email, LINE or WhatsApp, and tapping the name opens their profile straight on the Payments tab.

When more than one person is listed, Remind all asks you to confirm, then sends each of them the payment reminder. It needs Payment reminder to be switched on for email or LINE in Settings › Automatic messages.

On the profile, in the Payments tab, Remind sends the member the balance left on their plans. You can send it as often as needed, and the date of the last one is shown underneath so you do not spam. The wording changes on its own: with Stripe connected the member is invited to pay online, without it the message asks them to settle in person.

Online promo codes and gift cards

Path: Settings › Shop. Under Promo codes, create a promo code (percentage or amount off, an end date, a maximum number of uses, one use per member, one membership or all). A member types it, or a gift card code, in the Promo or gift card code field when buying a membership by card in their space.

The price is worked out on the server and shown on the payment page. A gift card is only drawn down once the payment succeeds, and the card payment never goes below the smallest amount the payment page accepts: the rest of the balance stays on the card. Codes cannot be combined with monthly payments or QR and transfer payments.

Turn on Sell gift cards online and list the amounts you offer. A member picks an amount, pays by card, and the code is emailed to them, or to the recipient they entered. The sale appears in Payments like a gift card sold at the desk.

Open the sale screen

Path: Shop › Sell (top right). The sale screen is called Till. Tapping a product card on the Shop page opens the product sheet, not the Till: choose Sell in the product menu to open the Till with that product already in the ticket (a product with variations is not added, because you still pick the size).

Away from the Shop page, the Till is also in the quick add menu as New sale, in Counter mode, and from a member's file, which opens it with that member already filled in.

Build the ticket

The screen has two sides: your products on the left, the ticket on the right. Search by name, category or barcode, or use the category chips above the products. On a phone the ticket sits in a bar at the bottom: tap it to open the ticket.

Tap a product to add one unit, tap again to add another. A product with variations shows how many sizes it has: tapping it replaces the products with one tile per variation, so you pick the size or colour directly, and an arrow takes you back. In the ticket, the minus and plus buttons change the quantity and the plus stops at what you have left in stock. Tap the quantity to type a number.

Two dashed tiles end the product grid. Custom amount adds a line that is not in your catalogue, with a label you choose (Repair, Locker, Drop-in or Other) and an amount you type. Sell a membership, shown only to roles that can manage memberships, adds a plan from your price list: it asks for the member first, and it reads Renew membership when that member already has a plan.

Tap a ticket line to give it a discount, or press Discount for the whole ticket. A discount is a percentage or an amount, with an optional reason, and it shows on its own line: the price of the product never changes.

Set aside parks the ticket on this device so you can serve someone else; it comes back as a chip at the top of the screen. Clear empties the ticket after a confirmation. Leaving the Till keeps the ticket too.

Say who the sale is for

Naming the buyer is optional. At the top of the ticket, one line shows who the sale is for: Visitor, or the member you attached.

Visitor is the default. That is fine for a walk-in buying a bottle of water, and the sale still counts in your revenue. In the sales history it reads Visitor instead of a name. To attribute it to a member, tap that line and search by name, phone or email. Sell to a visitor takes the member off again.

Pay now, or put it on a tab

Press Charge, which carries the total. The payment screen shows one tile per payment method, starting on the Default payment method you set in Settings › Finance › Recording payments, or on the method used most in the last 30 days if you set none. You can change it for this sale only. The methods offered are the ones your gym has switched on in Settings › Finance. For cash, type the amount received or tap Exact or a suggested amount, and the change due is shown. Press Collect to finish.

To split a payment, type a cash amount lower than the total and press Add in cash, then pay what is left with another method. The Left to pay line follows.

The On the tab tile records the sale as unpaid and parks it on the member's tab, to be settled later.

Pay part of it with a gift card

Choose the Gift card tile on the payment screen and type the code. The screen shows the balance of the card and how much of it will be applied. If the code is unknown, inactive, empty or expired, it says Unknown or empty card.

The card covers up to what is left to pay, and anything left over stays on the card for next time. If it does not cover the whole ticket, press Use the amount from the card, then pay the rest with another method.

After the sale

When the payment goes through, the Till shows Paid with the total and, for cash, the change due.

Print the ticket opens a page for a 58 mm or 80 mm paper roll. The roll you choose is remembered on this device, and your browser may need to allow pop-ups for the page to open.

Send the receipt appears when the buyer is a member with an email address or a linked LINE account, and it goes by email or by LINE accordingly. Without a member there is nobody to send it to, and the screen says so.

A sale put on a tab is not paid yet, so no receipt is offered: you can send it once the tab is paid.

Sell again empties the screen for the next customer.

What the software writes down

Recording the sale does four things at once. It takes the units off your stock, for the product or for the exact variation you sold. Products marked as unlimited are not counted down, only their sold counter goes up.

It creates one payment for the whole ticket, with a receipt number, the date, the method and a note listing the items. It stores the cost of what you sold alongside that payment, which is what later feeds the margin in Reports › Money › Shop.

The payment is a normal payment. It shows in Payments and in your revenue, next to memberships.

Turn tabs on or off

Path: Settings › Shop › Sales and open balances.

Open tabs are allowed by default. Switch off Allow open balances and the On the tab option disappears from the Till, which is also where the Add button of a member's file leads. Existing tabs are not deleted, you can still collect them.

Put a purchase on a tab

Path: Shop › Sell › On the tab.

Starting from the member's own file is the fastest way: it opens the Till with the person already attached (Add on the Shop tab card when they already have a tab, or Sell in the member's menu). From the Till itself, tap the buyer line at the top of the ticket, pick the person, then choose the On the tab tile when you charge.

A tab only exists for a member. There is no tab for a visitor.

Where an open tab shows up

On the Shop page, an Open tabs band appears above the catalogue as soon as someone owes money: one card per member, sorted by the largest amount, with a link to their file. A cancelled tab leaves the band at once.

On the member's file, the Shop tab card lists each unpaid purchase with its amount, and the tab is part of the member's Balance. In the member space, the member sees their own tab amount, and with Stripe connected a Pay tab button.

Cash in a tab

Press Collect on the member's card. A window shows the amount due and lets you pick the payment method, starting on your default payment method. Charging the amount marks every unpaid shop purchase of that member as paid.

The Settle tab button on the member's file does the same thing without asking for a method: each line keeps the method it was recorded with.

Cancel a tab

Cancel tab is the icon-only button at the left of the footer of the same window. Use it when the tab was a mistake, or when you are writing the debt off.

When a tab becomes revenue

Money on a tab is not revenue yet. The Sales tab of the Shop page splits this clearly: Revenue counts what has been paid, Balance counts what is still owed. The Shop row in Reports follows the same rule.

So a strong week that is all on tabs shows a weak profit until people pay.

One conversation per member

Path: Inbox.

Every message with a member is grouped into a single conversation, whatever channel it came from. Unread conversations come first, then the most recent.

The counter next to Inbox in the menu counts the conversations that have at least one unread incoming message and are not archived. Opening a conversation marks it read. The pencil button next to the search, named New message, lets you start a conversation with any member, even one who never wrote to you. The Options menu has Mark all as read.

On a very wide screen, a third column shows which channels reach the member, their next session and last visit, and whether they are up to date on payments if your role may see payments.

Choosing the channel before you send

The channel selector sits in the tools row above the composer, next to the Messages button, not against the send button. Four channels at most, and the list depends on the member: LINE if they linked their LINE and your gym connected LINE, SMS if they have a phone and SMS is connected, Email if they have an address, and In-app, which is always there.

In-app is the default. It delivers the message inside the member's own space, with no outside gateway and no cost. The member reads it and answers from there. If the message stays unread for a few minutes and the member has an email address, they also get a short email telling them there is a new message.

The paperclip attaches an image, a PDF, a CSV, an Excel or a Word file of about 2 MB at most. It works on In-app only: on the other channels it stays inactive and says why.

What actually arrives in the Inbox

Two things come in. Messages a member sends from their member space, which arrive as In-app. And LINE messages, when the member's LINE is linked to their profile and your gym's LINE is connected.

Stickers, photos, voice notes and locations sent on LINE appear as a line saying what kind of message it was. The content itself is not shown, so open LINE to look.

Your reusable messages, inside the conversation

The Messages button on the left of the composer lists your messages. Choosing one puts it in the field, already filled with that member's name, plan, expiry date and member space link, and replaces what you had typed.

Inserting fills the field, it does not send. Read it, edit it if you want, choose the channel, then send. That is the difference with sending a template from the member profile, which sends immediately on the channel you pick.

Archiving and deleting

The menu on a conversation row offers Archive and Delete. The list above it filters on All, Unread, Read and Archived, each with its own count, and Archived only appears once you have archived something. A new incoming message brings the conversation back to the active list on its own.

Delete removes the whole conversation permanently, for you and for the member. You can also delete a single message from the thread if your role is allowed to delete records.