Running your studio, week to week

Start from a template on an empty schedule

Path: Schedule › Start from a template. On a schedule with no classes yet, it places a typical week for your activity on your opening hours. When it is done, the schedule opens on the first upcoming session instead of on days that have already passed, and a toast offers Assign a coach to give the new classes a coach in one go.

A class you created less than a day ago never shows Low fill: nobody has had time to book it yet.

One class, one line per time slot

Behind the scenes, each time slot is its own record. A class taught Monday and Friday is two records, not one record with two days.

The list hides that. It puts slots together under a single line when they share a name, a discipline, a level and a location. The day name is stripped from the title first, so No-Gi Monday and No-Gi Friday land on the same line.

The coach and the time are deliberately left out of that comparison. You can hand Friday to someone else, or shift Saturday by an hour, and it stays the same class. A one-off class keeps its own line, because its date is the important part.

Fill in the form

Path: Classes › New class (top right). The same form opens from Schedule › New class.

On a new class, the chips under the name field fill in a name in one tap. They suggest your own disciplines when you have set some up, and common names for your type of gym otherwise. A chip also fills in the discipline when one of yours matches it. The Discipline field only appears for gyms that use disciplines, and when it does a class cannot be saved without one: Save stays grey and says why.

If your coach is not in the list, type the name straight into the form and add them without leaving the page. A class can also be saved with no coach at all.

On a new class, Create from an existing class (optional), at the top of the form, copies another class into it, so you only change what differs.

1. 1.Type the class name.
2. 2.Pick a discipline and a coach if you use them.
3. 3.Choose Every week or One-off.
4. 4.Tick the days, then add the times.
5. 5.Set the duration and the capacity.
6. 6.Save.

Every week, or one day only

Repeats is set to Every week by default, because a gym timetable is weekly by nature.

One-off is for a seminar, a trial class, a workshop. You give it a date instead of weekdays, and it happens that day only.

Several days and several times at once

Every combination of a day and a time becomes its own slot of the week. Three days with two times is six sessions a week of the same class. The form counts them for you, in A typical day on the right of the form, or in the bar at the bottom of it on a narrow screen.

When you edit, the same rule applies. The first combination updates the class you opened and keeps its bookings. Any extra combination creates a new class next to it.

Capacity, duration and turnaround

Turnaround after the session is the dead time reserved once the class ends, before the next one can start in the same space. It sits under More options › Advanced options. Leave it on Use default to follow the gym setting, or set a value for this class only.

Capacity and duration are pre-filled. The first class you create on a device takes the defaults from Settings › Classes › Class defaults, twenty seats and sixty minutes out of the box. From the second one on, the form reuses the duration, the time, the discipline and, for a class with more than one place, the capacity of the LAST class you saved on that device. The coach, the level and the day are never reused. Each reused value is marked from your last class.

When two classes overlap

Saving a class that runs into another one on the same day opens a warning that names the class it clashes with. The turnaround is counted in the clash.

Two classes at different locations do not clash, as long as both have a location set. If either one has no location, the warning appears anyway, because nothing says whether they share the room.

Duplicates, editing and deleting

If the same day and hour was saved twice, a badge counts the duplicates and a Remove duplicates link appears on the line.

On a class with several days, the panel menu offers two doors: Edit the class, which carries the change to every day, and Edit followed by a day name, for example Edit Monday, which only touches that day.

Delete removes the class from the timetable, and its bookings go with it, past ones included. To delete a class, tick it on the Classes page and choose Delete in the menu of the bar, or open the class and use Delete the whole class, which asks you to type its name. Both land in the Trash, where you can still restore them. Delete class, in the menu of a card on the Schedule, removes only the slot you opened it on.

A class has seats, a session has a fill rate

A recurring class line shows a capacity, for example twenty seats per session. It does not show a fill rate, because a fill rate belongs to a date and changes from one week to the next. A one-off class does show a ratio, because a one-off is a date.

Open a class from the Classes page and you get the class panel: its overview, its sessions, its details, its program, its stats. Open a card from the Schedule and you get a session: who is booked, who showed up, and the option to cancel that date.

Open a session and work the roster

Path: Schedule › pick Day, Week or Month › tap a class card › Enrolled tab.

Booked seats, present count and waitlist sit at the top. Below, search a member and press Book in to add them. The check button on each row marks the member present.

If the member holds more than one valid membership, a second field asks which one to charge. Left on Auto, the software picks.

An amber line under the name warns you when the person has no active membership, or when an adult is booked into a kids' class. It never blocks you: you confirm and the booking goes through.

In the search box, the arrow keys move through the results, Enter picks one and Esc closes the list.

Log results appears only once the class has started.

1. 1.Open the Schedule and go to the right day.
2. 2.Tap the class card.
3. 3.Search the member in the Enrolled tab.
4. 4.Press Book in.
5. 5.Tap the check on their row when they arrive.

When the session is full

When the booked count reaches the capacity, the search field stays: press Add to waiting list to put the person in the queue. If Allow overbooking is switched on in your booking rules, Overbook books them in anyway.

The waitlist rows show the queue in order. Move into the class stays greyed out while the session is full, unless overbooking is allowed. To fit one more person without overbooking, raise the capacity for that date first, from the Sessions tab.

Checking someone in does not test the capacity: from the Counter or from the Kiosk you can always add one more person.

Change the coach or the capacity for one date

Path: Classes › a class › Sessions tab › tap a row.

The tab lists the next occurrences of the class, and the From and To fields let you reach a date further out. Set another coach, or another capacity, then Save. Reset to class default removes the exception.

Move a class to another day or time

Path: Classes › a class › Edit the class.

Change the days or the times in the form, then press Save. To move one weekday only, open the More menu of the class panel and choose Edit followed by the day name.

What the schedule displays

The day is drawn from your opening hours. Set them in Settings › General › Hours & formats if your first or last class falls outside them.

A location filter appears next to the date controls once you have more than one site. The Location field appears in the class form as soon as you create the FIRST one, which is why the field can be there before the filter is.

The Legend button at the end of the filters explains the colours of the classes and the Full and Low fill tags on the cards.

Month view shows each day as a tile: how many sessions it holds, how full it is, and a small coloured square for each type of class. A day that has not happened yet shows the bookings taken instead of a percentage, and a closed day says Closed. Tapping a day opens the Day view on that date.

Cancel one session

Path: Schedule › the right date › tap the class card › open the More menu › Cancel this session.

The slot stays on the timetable, struck through and marked Cancelled. It can no longer be booked, online or at the desk. Bookings already taken stay in the members' history, and the credits they used go back to their memberships.

A dialog asks for an optional one-line reason. If you write one, it is added, as you wrote it, to the email the booked members receive. The roster then shows each booked member as Cancelled, notified.

1. 1.Open the Schedule on the right date.
2. 2.Tap the class card.
3. 3.Open the More menu and press Cancel this session.
4. 4.Confirm.

Put a cancelled session back

Open the same session again. A banner at the top says This session is cancelled and offers Reopen. The same action is in the More menu, and in the row of the Sessions tab.

Bookings that were on the session are still there, so it comes back with its members, and the credits that were given back are taken again. Reopening also tells the booked members that the session is back on, as long as Class cancelled by you is switched on.

Cancel several sessions of one day

Path: Schedule › More › Cancel a session.

Pick the day, then a From and an Until time, or leave them empty for the whole day. A session is included as soon as it overlaps the range, even if it started before From or ends after Until. The window lists the sessions in that range, with the number of people booked on each. The button counts them, for example Cancel 4 sessions.

When people are booked, a second question gives their number before any message goes out. That message cannot be taken back. If some sessions are already cancelled, Reopen sessions in the same menu does the reverse.

Close the gym for one day or for a whole period

Path: Schedule › More › Holidays. The entry Close the gym for a day, in the same menu, opens the same panel.

The panel takes a start date and an optional end date, then adds one line per day of the range for you. Members get one message for the whole period.

1. 1.Open the Schedule.
2. 2.Press Holidays.
3. 3.Pick the start date and, for a period, the end date.
4. 4.If you want, write a reason, for example a public holiday.
5. 5.Press Add date.
6. 6.Press Save.

You will not lose your closures by mistake

The panel watches for unsaved changes, the line you are typing included. Closing it with the cross, with Escape, by tapping outside or with Cancel asks you to confirm before anything is lost.

What a closing day does

Every class on that date shows as Closed on the schedule and cannot be booked online. The classes themselves are untouched and the timetable is back to normal the following week.

Members are told, once

Saving a new closing date messages every active member on the channels switched on for Gym closed in Settings › Automatic messages. Email and LINE are on out of the box. Contiguous days with the same reason are grouped, so a week of closure sends one message and not seven. Before it saves, a window titled Notify members? shows how many will be told, by email and by LINE, with a preview of the email. After you press Send notice, you have a short moment to undo it.

Removing a closing date sends nothing. Announcing a cancelled cancellation would confuse more than it helps.

Compensate your members at the same time

Under the closing dates, Also compensate your members adds sessions, months or days to memberships when you save. By default it goes to every membership that is running, trials included.

Under Who gets it, tick Frozen to extend frozen memberships too, or Recently expired for plans that ended in the last 30 days. Narrow by membership or by discipline if only some plans are concerned. The count of memberships and people updates as you choose. See the list, next to the count, shows who is concerned.

Before anything is saved, Check and confirm shows the message your members will read, then lists every membership by name: what it gets, its new end date, and how the person hears about the closure by email or LINE, or why they will not. Untick anyone who should not get it, press Adjust to change what one membership gets, then press Confirm.

Send the notice, or keep the gift quiet

Before a closure is saved, the last window asks whether the members concerned are told. It is titled Check and confirm when a gift is added, and Notify members? when there is none. At the top, the switch Send the notice to the members concerned is on by default.

With the switch on, you read what your members will read: how many will be told, by email and by LINE, then the email and the LINE message. When a gift is added, each email carries one more line saying what that member received. You also get a short moment to undo the notice right after saving.

With the switch off, the closure and the gift are saved and nobody receives anything. The button reads Confirm when a gift is added, otherwise Send notice with the switch on and Save with it off.

Four kinds of plan

Path: Settings › Memberships.

Every plan you sell is one of four kinds: Subscription, Class pack, Drop-in, and Private. The kind is not decoration. It decides which fields you get and how the plan behaves once a member holds it.

Press Add membership to create a plan, or tap an existing plan to change it.

Class pack, Drop-in and Private carry class credits, so a Classes included field appears (a Private plan such as PT 10 sessions is a pack of ten sessions). Subscription does not, and the field stays hidden. A subscription lets the member book as much as they want until the end date; a pack or a drop-in spends one credit per booking, or more when a class costs more credits.

Price, days and credits: the three fields that decide everything

The fields that matter are Name, Type, Price and Days, plus Classes included for packs and drop-ins. The currency shown in brackets next to Price is not editable here: it comes from Settings › Finance and applies to your whole business.

Classes included left at 0 means unlimited classes. On a pack that is rarely what you want.

1. 1.Tap the plan row to open its panel.
2. 2.Set the name your staff will recognise at the desk.
3. 3.Choose the type, because it decides whether Credits appears.
4. 4.Type the price, the number of days, and for a pack or a drop-in the number of classes.
5. 5.Pick an icon and a colour so the plan is recognisable in a list.

Optional rules in the plan panel

Path: Settings › Memberships › a plan.

Below the main fields, the plan panel holds optional rules. Most plans use none of them.

What it includes is a short text, up to 600 characters, shown under the plan name in the price list and on the purchase screen.

Who can buy this plan appears once you have created member groups. Until then, everyone can buy every plan.

What it pays for appears when you run more than one discipline. Tick disciplines to limit the plan to those classes; tick none and it pays for every class.

When you sell more than six plans and at least one is limited to some disciplines, your members first pick Which class? on the purchase screen and then see only the plans valid for it, with All packages to see everything.

The option Validity starts on the first session counts the days of the plan from the member's first session, instead of the day you add the plan. The option Trial offer lets the Trial conversions report follow who buys a real plan afterwards. The option Newcomers only refuses anyone who already had this plan, paid for a membership or attended a session.

Booking rules, closed by default, set a maximum number of classes per day, weekly limits, a longer booking window for holders of this plan, and whether late cancellations count. Time window limits the plan to sessions that start between two times, for example 12:00 to 17:00.

Private slot lets one booking take the whole session. Shared pack lets one membership be used by several members.

Selling, also closed by default, holds loyalty discounts, a last day of sale, a start date, hiding the plan from the public price list, one purchase per person, free extras, a buddy pass, freeze limits and Monthly payments. Monthly payments sells the plan as a fixed number of monthly card payments and needs Stripe.

Duplicate a plan, one card for 5 or 10 classes, and a free class at sign-up

Path: Settings › Memberships.

Duplicate, in the menu of a plan panel, opens a copy with the same price, classes and rules, named after the plan with (copy) added. A name already in use gets a number. Nothing is saved until you press Done.

To sell 5 or 10 classes in one card, create the two plans as usual, each with its own price and classes, then type the same name in Sold in one card, for example Launch pack. Use Size shown in the card for the short text, such as 5 classes.

Your members then see one card, with From and the lowest price. They open it, choose 5 or 10, and pay. At the front desk, Choose a size appears under Product, and the Sell a membership list shows one row you open to pick the size. On the public page with Visitors buy a package before booking, the card lists every size with its price and the visitor chooses the size after the details. The plan chosen is the one that is paid and counted down.

Free class at sign-up, lower on the same page, gives every new member a free plan without booking a class. Pick a free plan (price 0, one class, once per person). The member books it later, while it is valid.

Set the validity on the free plan itself: for example 60 days with Validity starts on the first session ticked and If never used, expires after set to 60. The end date then shows to the member and at the front desk. An import never gives the free class.

Saving your changes

Press Done to save the plan and close its panel. If you leave a changed plan with the back arrow, you are asked whether to save and leave, leave anyway, or stay.

A plan left without a name is dropped when you save.

Removing a plan you no longer sell

Remove is in the three-dot menu at the top of the plan panel. After you confirm, it takes the plan out of the list you sell from and saves at once.

Members who already bought it keep it. Their record stores the plan name and the price they paid, so their history and their balance are untouched.

Adding the plan is what creates the debt

Path: Members › a member › Memberships card › Add.

The plan is created with the full price recorded and nothing paid yet. From that second, the member shows Unpaid on their profile and in the list, and the amount appears in their Balance and in Reminders on the Payments page, until you record a payment against that plan.

If you enter a discount, the amount subtracted is taken off before saving, so the balance to chase is the discounted amount, not the list price. If membership messages are switched on in Settings › Automatic messages, the member is told their plan is active.

1. 1.Open the member profile and find the Memberships card.
2. 2.Press Add.
3. 3.Choose the product. The price, the classes and the end date fill in from your catalogue.
4. 4.Adjust the price, or enter a discount and its reason.
5. 5.Press Add membership.

Valid until, classes, and the status you actually see

Valid until is filled from the number of days set on the plan. The No expiry button next to it clears the date.

The status badge on a membership is worked out live, not stored. A plan whose end date has passed reads Expired even though nothing ran overnight, and a pack whose classes are all used reads Completed.

Classes are spent when a booking is made and given back when it is cancelled.

Extend, freeze, adjust classes

Extend asks for a new end date and, if you like, a reason. It moves the end of the plan to that date and reactivates it. Nothing is charged. On a pack that has been used up, the button is Sell again instead, and it opens a new sale of the same pack.

Freeze asks until when and why. Left empty, the plan stays frozen until you unfreeze it by hand. When you unfreeze, the end date is pushed forward by the days actually frozen, so the member does not lose paid time.

On a plan paid by auto-pay, the freeze window says whether card charges pause too. This follows Keep charging cards during a freeze in Settings › Memberships.

Extend works on a frozen membership too, without unfreezing it. Choose Add time to add days, months or sessions, or Choose a date: on a frozen membership the date is the end date once the freeze is over. The extra time is kept when the membership resumes.

Adjust sets the number of classes remaining. Classes already used stay counted. Setting 0 marks the pack finished.

Close is not delete

Close lets you choose when access stops: on the last paid day, which is the default, or today. The plan stays visible in the member history. Once it has ended, it drops out of the balance, so a closed plan no longer counts as money owed.

Delete asks you to confirm, then removes the membership record for good. Nothing goes to a bin, and the payments already recorded stay.

Closing tells the member that their plan ended, if Membership ended is switched on in Settings › Automatic messages. With the default of the last paid day, the message goes out on the day the plan actually ends. Deleting sends no message.

A membership on auto-pay is also stopped at Stripe

When the member had set up auto-pay, closing or deleting the membership also cancels their Stripe subscription: at the end of the paid period for a scheduled stop, right away for Close now or Delete. The window says which.

If Stripe refuses the call, the membership is NOT marked cancelled either. The two stay in step rather than leaving you with a closed plan and a card still being charged.

Changed your mind before the date? Keep auto-pay puts both back, in the software and at Stripe. On a plan without auto-pay, the button reads Keep it open.

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.

Recording a refund

Path: Payments › the row menu (three dots) on a paid line › Refund. Or open the payment form and switch the toggle at the top from Payment to Refund.

The toggle appears once you have picked a member who has paid before. Refunding needs the Refund & void permission. Without it, in a studio that uses PIN codes, the menu reads Refund (a manager validates) and a manager approves it with their own code.

A refund is saved as completed straight away. In the history it shows in red with a minus sign and a Refund tag.

If you attach the refund to a plan, the amount recorded as settled on that plan goes back down, so the member owes again. Class credits are not given back, because a sum of money does not always map to a number of classes. Adjust the classes by hand if you need to.

Who owes you money, in one list

The Reminders block, the Members with a balance figure and the Balance on a member's profile all read one list of what is owed: overdue payment lines, what is left on a plan (its price minus what has been recorded against it), lines left open at the desk, and an open shop tab. Each person counts once, with their total.

In the history, the Unpaid filter shows the same debts line by line. What is left on a plan appears there as an Unpaid line, even though no payment was entered for it.

Exporting for your accountant

Path: Payments › Export.

The window asks for a date range and lets you pick the columns. Refunds are written as negative amounts, which is what makes the file add up.

In the same window, Download the sales ledger gives your complete sales ledger, unaltered, for the same dates. It is meant for your accountant. On a phone, Export is in the History section.

Cancelling or deleting a payment line

Path: Payments › the row menu (three dots) on a paid line › Cancel this payment. The same menu is in the Payments tab of a member.

Cancelling asks for a reason. The payment stays in your ledger, shown as cancelled, and its amount no longer counts: what it had paid on the plan is taken back, so the member owes it again. To change only the amount, the date or the method of a paid line, use Correct amount, date or method in the same menu. A payment taken by Stripe or split across several methods can be cancelled but not corrected.

A line that is not paid yet, Pending or Overdue, has Delete in the same menu instead. There is no confirmation step and no trash to recover it from. The line is gone.

Deleting does not undo what the line did to the plan: an Overdue line attached to a plan has already lowered its balance, and the balance stays lowered after the deletion. Delete only a line entered by mistake.

Getting enquiries into the inbox

Path: Settings › Website & API › Receive your website forms as leads › Open the guide.

Until the first enquiry arrives, the Leads page shows an empty state: No leads yet, Leads from your booking form will appear here. Its Connect your website button opens the same guide.

You get an address of your own with a token, plus a ready-made HTML form to paste on your website. Only the name and a valid email are required; phone, interest and level are optional.

To post straight from a browser, add your website domain under Allowed website domains, inside the guide. Server side tools such as Zapier or Make work with the token alone.

The token only lets that address create leads: nothing else in your account can be read or changed with it. It is visible in your website's code, so if spam arrives, rotate it. The snippet carries a hidden field that catches robots: keep it.

1. 1.Open Settings › Website & API, then Open the guide on the row Send the guide to your developer.
2. 2.Copy the guide for your developer, or copy the form snippet or the endpoint from it if your website builder asks for a URL.
3. 3.Paste it on your site and style it. The field names are what matter.
4. 4.Add your domain under Allowed website domains in the guide and Save.

Adding a lead by hand

Path: Leads › New lead.

Log an enquiry that came in by phone, walk-in or referral, without creating a member yet. Choose a Source (Phone call, Walk-in, Referral, Social media, Event, Website or Other), then type the name, phone, email and what the person is interested in. Only the name is required.

A lead added by hand is never merged with an earlier one. Edit lead, in the menu of a row or on the lead sheet, corrects any of these details later.

Two submissions from the same person

A second submission from the same email within 48 hours is merged into the first one, filling the blanks and raising no second notification.

That only happens while the first lead is still New. As soon as you have answered, which moves it to Contacted, a new submission creates a SECOND lead, with its own notification and its own automation.

One journey, six stages

Each lead has one stage: New, Contacted, Visited, Trial, Converted or Lost. It is the pill on each row, and the tabs at the top of the page filter by it, each with its count.

Archived is not a stage: the Archived filter shows the leads you put away, and a lead keeps its stage underneath. To follow up is a calculated filter: it shows open leads whose last action is three days old or more. The list starts with the lead that has waited longest.

Sending an email to a lead at the New stage moves it to Contacted. A converted or archived lead is never pushed back by a message.

Writing to a lead

The Message button offers your templates first, then the channel. Email is offered when the lead has an email address. WhatsApp appears only if the lead has a phone number and WhatsApp is connected, and it opens WhatsApp with the text ready to send.

Tick several leads and Message sends one email to all of them. Only the ones with an email address count, and the panel tells you how many out of how many.

Converting creates the member immediately

Convert creates the member on the spot, on a trial plan, and opens their profile, with a message that names them and gives the next step: add a membership. Use Edit on the profile to add what a web form never asks, such as a date of birth or an emergency contact.

Closing the profile undoes nothing. The person is already a member, which is the right behaviour with someone standing at your desk. The lead moves to the Converted stage.

Converting fires everything a normal sign-up fires: your new member automation, the staff notification, the Zapier event.

When the person signs up another way

A lead closes by itself when the same person is added as a member, pays or books by another route, and the software is sure it is the same person: the same email address or the same phone number, with a first name that fits. The lead moves to Converted, nothing is created, no message goes out, and the History says it closed on its own.

When it is less sure, such as the same name with no email or phone to prove it, nothing happens by itself. The lead sheet then shows a box, with the person's name followed by may already be on file, that says what matched: Same email address, Same phone number, or Same name, and nothing contradicts it. Mark as signed up closes the lead, and Open their profile lets you check first.

Archive, delete, and the History view

Archive takes a lead out of the working list and keeps it under the Archived filter. Move back to leads, in the menu of the row, brings it back later.

Delete puts the lead in the Trash, in Settings › Data & history, restorable until the retention period runs out, thirty days by default.

The History view, next to Cards and List at the top of the page, lists what has been done: messages sent, status and stage changes, conversions.

A message is a text, nothing more

Path: Automations › Messages.

A message never sends itself. It is a text you write once and reuse: either you send it in a tap from a member's profile, or an automation sends it for you when something happens.

An automation is the rule that sends it

Path: Automations.

An automation says: when this happens, do that. The trigger is a moment in a member's life, and the action is often sending a message. Choosing that action makes a message mandatory.

A sequence spreads it over several days

Path: Automations › Sequences.

It is not a third object: it is an automation in several steps. Where a plain one reacts once, a sequence sends several messages spread over days: a welcome series, a win-back, a lead follow-up. Its texts are written inside the steps, not taken from your messages.

Sequences are part of the Max plan.

Built-in messages are a fixed list you do not write

Path: Settings › Automatic messages.

A closed list of seventeen messages: booking confirmation, booking cancellation, booking moved, class reminder, gym closed, spot assigned, waitlist confirmed, spot available, membership activated, expiring soon, paused and ended, payment receipt, payment reminder, buddy pass, new personal record and badge earned. You switch each channel on or off, you never create or delete one.

A campaign is a one-off email to a group

Path: Campaigns.

A campaign is an email you write yourself and send once, to a group of your members that you choose. It never runs on its own, so it is neither an automation nor one of your messages.

Channels have their own conditions

Email always works. LINE, WhatsApp and SMS go through your own account, connected in Settings › Integrations, and a channel that is not connected cannot be selected.

Replies your team types in the LINE app do not sync back into the Inbox: LINE only forwards what the member sends, never what you send from the LINE app. Reply from MoveMembers so the whole conversation stays in one place.

Three parts, always in the same order

Path: Automations › New automation.

Every automation is a trigger, then optional conditions, then one or more actions. The summary at the top of the editor writes it out as a sentence and updates as you build.

The page has five tabs. Overview draws a member's journey in six steps and shows, under each moment, your automations, the messages MoveMembers sends on its own, and the gaps where nothing happens yet. My automations lists what you built. Message templates holds the reusable texts. Sent by MoveMembers lists the built-in messages. Activity shows what was sent and why something was skipped.

A gap card suggests a ready-made automation. Press Add and it opens as a draft, with its message already written. New automation opens the same ready-made automations as a page of illustrated cards: Use it opens one as a draft, and an automation you already added shows Added.

Messages go out on the channels that are connected. If you pick LINE or SMS and it is not connected, the message goes by email, and the automation says so with a Connect link. A message set to go out after a delay or at a set time, such as 09:00 on the day, sends on its own without anything to set up. In the editor, the preview uses a real member of your studio: use the arrows to pick another one.

From the menu of an automation, Try it on a member checks each step for the person you pick and sends the message to your own address, never to the member. Duplicate makes a draft copy.

The Assistant bar under the band takes a sentence, such as remind me when a payment fails, and its Prepare it button opens the editor already filled in. It never activates anything: you read it and press Activate yourself.

When automations are not available, because your plan does not include them, your plan ended or your account is on hold, the banner at the top of the page says why, and New automation, Activate and the On switches are greyed out. You can still open your automations and read them, and nothing is deleted.

1. 1.Open Automations and press New automation, then pick a ready-made automation or Start from scratch. In the Overview, you can also press Add on a gap.
2. 2.Under When, pick what starts it. If it takes a number of days, set it.
3. 3.Under Who for, leave Everyone, or press Only some of them to target part of your members.
4. 4.Under What, pick the action. For Send a message, choose a message and tick the channels.
5. 5.Give it a name if you want, then press Activate. Save as draft keeps it switched off.

Four messages ready to use, switched off

Path: Automations.

Four moments of a member's life come with a text already written, in English, Thai and French: a new member, a failed payment (About your payment), a membership ending in 3 days (Your membership ends soon) and a member away for a month (We miss you). In the To cover cards, they read Off · turn on to use it.

None of them is an automation, and none of them sends by itself. Open the card, read the text, change it if you want, and save it: it then joins your list of messages. After that, switch on an automation that sends it, or send it by hand.

The twelve triggers

Membership: Someone joins. A membership ends soon. A membership just ended. A membership is renewed. Money: A payment comes in. A payment fails or is overdue. Coming in: First visit. A session is done. Away for X days. Dropping off. Other: Their birthday. A lead comes in.

A session is done fires when an attendance is recorded. It can be narrowed to one class or service by name, in the Class / service field. Dropping off fires for a member whose visits over the last 30 days are at least half below their average over 90 days, the same measure as the Dropping off report.

Which triggers fire instantly, and which wait for the night

Seven fire the moment the event happens: a member is added, a membership is renewed, a payment is saved as paid or overdue, a first attended check-in is recorded, a session is completed, and a lead comes in from your form.

Five are date based and are checked once a day by a scheduled job: a membership ends soon, a membership just ended, their birthday, away for X days and dropping off. They match an exact day. Expires soon fires when the end date is exactly X days away, expired fires the day after the end date, and no check-in fires exactly N days after the last attended visit.

Each date-based run is recorded so the same member is not messaged twice on the same day.

Choose when the message goes out

Path: Automations › New automation.

Under When, the choice When to send it has three answers: Right away, After a delay in minutes or hours, and At a set time. It works for every trigger, so a birthday wish can wait for the morning and a thank-you can follow a session by an hour.

A set time uses your studio's time zone. For a date-based trigger, if that time has already passed today the message goes out right away rather than a day late. For an event, such as a payment, it goes out at the next time of that hour.

Active from and Active until limit an automation to a season. Both days are included, and outside them it stays in place but sends nothing.

Everything dated depends on scheduled jobs, and there are four

Four separate calls to the server, on four different rhythms, all protected by the same secret. The main one carries the date-based triggers, the class reminder, the expiry reminders and the no-show sweep. A second one runs about every quarter of an hour and carries the delayed sends and anything held back by your quiet hours. A third one carries the workflows. A fourth one carries the automatic backup.

Without those calls, or without the secret, nothing runs and nothing is marked. It fails silently: no error appears on any screen. A delayed send that never leaves is almost always the quarter-hourly one missing.

Conditions filter, they do not create

A condition tests one field of the member: plan, membership, discipline, status or tag, with is or is not. Add several and all of them must be true.

Membership is special: it checks whether the member currently holds an active, non-expired membership of that type, not what is written on their profile.

No check-in for X days only looks at active members who have at least one attended visit. Someone who signed up and never came is never picked up by that rule.

Channels: connected, and reachable for that member

Inside the Send a message action you tick channels. Email is always available. LINE, WhatsApp and SMS appear greyed with the word connect until your gym has connected that account in Settings › Integrations.

LINE only appears for studios in Thailand, Japan, Taiwan and Indonesia, or once it is connected.

At send time each channel is checked again for that specific member. Email is skipped if the member has no address. LINE is skipped if the member never linked their LINE, or blocked your Official Account. WhatsApp needs a phone number and a Meta template name on the message. SMS needs a phone number.

The other actions

Create task writes a note on the member's timeline, prefixed with Task. It is a note for your team, not an entry in a separate task list.

Notify staff emails one coach if you pick one, otherwise the gym account address. It can also add a line to the reception note on the dashboard, and it writes a Staff note on the member's own file, which is where those notes you did not type come from.

Add tag and remove tag write on the member profile. Assign coach does NOT: it only writes a line in the member's timeline saying who they were assigned to, and no coach field changes anywhere. You can stack several actions on one automation; they run in order and the activity log keeps one line per run, listing what each action did.

Checking that it really ran

Each automation shows when it fires, what it then does, its channels and how many times it ran in the last 30 days. Its switch turns it off and on.

Once something has run, the Activity button, or See its activity in an automation's menu, opens the log of runs: the automation, the member, a status (Sent, Failed or Skipped), the channels and the detail of what was done. You can filter by automation, status, channel and period, search a member by name, and export the result as a CSV.

Automations are part of the Pro plan. If your plan no longer covers them, nothing runs at all, even for automations still switched on.

Not the same thing as Automations

Path: Settings › Automatic messages.

A fixed list of seventeen, in four groups. Bookings: booking confirmation, booking cancellation, booking moved, class reminder, gym closed, spot assigned. Waitlist: waitlist confirmed, spot available. Memberships and payments: membership activated, membership expiring soon, membership paused, membership ended, payment receipt, payment reminder, buddy pass. Records and badges: new personal record, badge earned.

You cannot create one, delete one, or rewrite its text. You switch each channel on or off, row by row. Tap a row to open its preview: the exact email, and the short version used on LINE.

What is on by default

Fifteen of the seventeen rows start with Email and LINE ticked, receipt, class reminder and membership expiring soon included. Buddy pass and Spot assigned also start with App ticked. Two start fully off: New personal record and Badge earned, so that your members only start receiving them once you have chosen to.

LINE being ticked does not mean anything goes out. Every LINE send checks that your gym has entered its own LINE channel in Settings › Integrations. Until then the LINE column is hidden, and in countries where LINE is used a line at the top of the card offers to connect it.

Membership expiring soon, and the automation that takes over

This one is a renewal reminder about a week before a membership ends, and it costs nothing: it is available on the free plan, where no automation is.

If you also run a Pro automation on Membership expires soon, this row stays quiet on its own. The automation takes over and the member gets one reminder, not two. You do not have to switch anything off.

Who can change a switch

Owner and Admin only. Another role that reaches these switches gets a refusal saying it needs Owner or Admin access, and that message is exactly right.

The rule is anchored to the role on the server, not to the permission grid. It works the same way for every Settings page and for automations.

What triggers each message

Booking confirmation, cancellation, waitlist confirmed and spot available are sent when the booking changes, whether the change was made at the front desk or by the member.

Booking moved is sent when you move a member's booking to another class, with the old and the new time. Buddy pass is sent after a sale of a plan that comes with a buddy pass, with the code to give to a friend. New personal record is sent when a member logs a result that beats their previous best. Badge earned is sent once, when a member unlocks a badge.

Class reminder does NOT have a fixed time. Two settings decide it, in Settings › Channels, under When reminders go out: how far ahead it goes out, among same day, 1, 2, 3 or 7 days before, and at which hour, in your own time zone. A gym set to three days ahead will never get a morning-of reminder. The day always applies; the hour only shows when your installation sends on an hourly schedule.

Payment receipt is sent when a payment is recorded as paid. Payment reminder is sent when you tap Remind, on a member or in the Reminders block of the Payments page. Membership activated, paused and ended follow the membership itself. Membership expiring soon goes out about a week before the end date.

When Remind refuses

Remind uses the Payment reminder row. If online payments are connected, the message invites the member to pay from their space. If not, it shows the balance and asks them to settle at the front desk.

If both channels are off for that row, or if the member has neither an email address nor a linked LINE, nothing is sent and the action reports the reason.

Coaches and team accounts are two different lists

Path: Settings › Team & access.

The Coaches list at the top holds the people who teach: name, specialties, phone, email, pay rates, short bio, availability. The Staff accounts list further down holds the people who log in to the software.

They are separate on purpose. A coach card is a record about a person. It has no role and no login.

What a coach sees by default

A coach sees their own classes and the people booked in them, and nothing else: no full list of members, no leads, no shop, no messages and no campaigns. The schedule opens on their own classes, and the app shows no trial or billing banner.

Without a language of their own, a team member opens the software in your studio's first language, never in the language of their browser. You can give them another one in the invitation, under Language for emails and the app.

Invite someone to the software

Path: Settings › Team & access › Invite.

The email is the only required field. Add a name and pick a role. Send invitation sends them an email right away, and you never type a password for them and never see it.

An address that has never signed up gets a Set your password button, valid for seven days. An address that already has a MoveMembers account gets a Log in button instead, and their existing password keeps working.

An address that already has an account is added to your gym on top of what it already has. Access to another gym, whether as owner or as staff, is never taken away. Someone who coaches in two gyms uses one account for both.

If you pick the Coach role, the form also asks Also a coach on the schedule?: choose No, an existing coach, or Create a new coach, so that the login and the coach card are linked.

A coach who also needs to sign in already has a card: open the coach, then click Give this coach access. The invitation form opens already filled in and linked to that coach.

Language for emails and the app is the language of the emails you send this person. It is also the language the software opens in the first time they sign in; they can change it later from their own menu.

1. 1.Open Settings › Team & access.
2. 2.Click Invite in the Staff accounts section header.
3. 3.Type their email address, their name and their role.
4. 4.Click Send invitation. The email leaves right away.

What each role can do out of the box

Owner has everything, always. Nothing can take a capability away from the owner. Admin has everything by default, and you can take capabilities away.

Coach can send messages, and nothing else from the managed list.

Front desk can manage members, manage memberships, record payments, SEE member balances and revenue, and send messages.

On top of that, everybody keeps the everyday actions that are not on the list: booking a member into a class, marking attendance, checking someone in, searching, writing notes.

The permission grid

Eleven capabilities, four columns. Tick a box to grant, untick to take away. The Owner column is a ticked box that you cannot change.

Manage members: add, edit and archive members. Manage memberships: add, renew, freeze or cancel plans. Record payments: take payments at the desk, without revealing amounts. View member balances: see what each member owes and has paid, at the desk and on their profile. View revenue & reports: see gym revenue, totals, reports and payroll (it includes member balances). Manage schedule: create and edit classes, cancel sessions. Send messages: LINE, email and templates. Refund & void: refund, cancel or correct a recorded payment or sale. Delete records: delete members (they go to the trash), unpaid charges, sold memberships, notes and files. Import & export data: import members, undo an import, download member and attendance files. Gym settings: gym setup, currency, team and access.

Refusals are real, not just hidden buttons

The same grid runs on the server. A role without a capability is refused even if it reaches the action by another route.

Two worth knowing. Writing the workout of the day counts as managing the schedule, and a coach does not have that by default even though a coach usually writes it: grant Manage schedule to the coach role if you want them to write the programme. And restoring a team member from the trash needs Gym settings, not just Delete records.

Removing a team member

The ⋯ menu on a line of the Staff accounts list offers Edit, Resend invitation, Change role and Remove. Remove asks you to confirm, then ends that person's access to the gym. The entry lands in the trash, under Team member, and stays recoverable there for the retention period. Restoring it brings back their role too. The account holder, who created the gym and holds the subscription, cannot be removed from the team.

How many staff accounts your plan includes

The free plan includes three accounts: yours and two more, which is enough to put someone else on the front desk. Paid plans lift the limit entirely. Once you reach it, clicking Invite opens the upgrade window instead of the invitation form, and the same limit is checked on the server.

Hide the amounts on your screen

The coins button in the top bar, which is also in the account menu, is called Hide amounts. Pressing it hides every money figure for your account, which helps at a desk that a client can see. The button then reads Show amounts.

The button only appears for people who are allowed to see amounts. The owner and the admins start with amounts visible. A coach or front desk account may open with them hidden: on a member profile, press the same coins button, among the buttons at the top of the profile.

Who can open Reports

Reports appears in the menu for Owner and Admin only. A coach or a front desk account does not see it, and a non-manager who reaches the page anyway is sent back to the dashboard.

An Admin whose View revenue & reports capability was removed still opens Reports, but the money figures are left out.

Five tabs, and the activity log

Path: Reports.

Reports has one tab per question: Summary, Money, Attendance, Members and Coaches. The words follow your gym's vocabulary, for example Practitioners instead of Coaches. Reports opens on Summary. Money shows when you can see revenue, when the shop is on or when your plan includes reports.

A last tab, Activity log, lists who changed what. It is shown to roles that have the Gym settings capability, and it follows the period you picked. Path: Reports › Activity log.

Activity log groups the lines by day, with the time on each line. Search the log and the Type and User menus narrow it down, and Export CSV downloads exactly what is on screen, with the same filters and the same hidden amounts.

Until there is at least one member, booking or payment, Reports says Nothing to report yet. It fills in on its own as soon as you add members, collect a payment or check someone in.

Summary: the first page

Path: Reports › Summary.

The top of the Summary has four cards taken from the other tabs, with their change and their curve: Revenue, Active members, Sessions held (Appointments on an appointment business) and Fill rate (Staff utilization). Revenue is left out when you cannot see the money figures.

Revenue by week draws the revenue of the period week by week, or month by month on a long period, and the last bar is marked as still running. To act on lists what needs a gesture, and each line opens its list: the people with a balance due, the memberships expiring within 30 days, the cases of missed revenue and the members dropping off. A line at zero is not shown, and when none is left the block says Nothing needs your attention.

Over 12 months switches between Revenue, Active members and Check-ins (Appointments). The line on each bar is the same month a year earlier. The series starts at the month your studio has its first data. Below it, a heat map shows when your members come, by day of the week and hour of the day, and names the busiest slot.

Pick a period, everything follows it

Path: Reports › Period.

The Period menu offers Today, Yesterday, Last 7 days, Last 30 days, This month to date, Last month, This quarter to date, Last quarter, This year to date, All time, A specific month and Custom period. Reports opens on This month to date. A specific month adds a Month menu. Custom period adds From and To dates, neither later than today, and nothing is calculated until both are valid.

Compare with offers Previous period or Same period last year. It only appears when the two choices would give different periods. The line under the title says which period you are reading and what it is compared with.

Every figure, block and export of the chapter follows these two choices. If the comparison period starts before your first data, the figure says No data instead of showing a misleading change.

What the Money figures count

Path: Reports › Money.

Revenue adds up the payments dated inside the period whose status is paid, and subtracts refunds. The line under it, for example 18 payments in this period, opens exactly those payments in Payments.

Recurring revenue is the monthly value of the memberships running on the last day of the period. Each price is spread over the length of the membership in months, at least one month, credit packs are left out, and a membership with no price is counted apart: the card says how many. It is compared with the same figure on the last day of the comparison period.

Unpaid is the money still owed. It shows the amount and, below it, how many people owe it, with a link to that list. Without the View revenue & reports capability the card shows the number of people instead of the amount.

Revenue by membership and by discipline

Path: Reports › Money.

Under the figures, two charts split the same revenue: by the membership each payment paid, and by the member's discipline. Eight lines at most, biggest first, and the rest are in the export. A payment that is not attached to any membership appears on a separate line, Not linked to a membership, with a link to those payments.

These two blocks need the View revenue & reports capability.

Net cash, the shop, gift cards and the sales ledger

Path: Reports › Money.

Under the splits, By payment method opens one line per payment method with what came in, what went out and the net, and shows Net cash on the closed line. Net cash is cash in minus cash out for the period. It leaves out your opening float and earlier days, so it is not a cash balance. Out counts refunds and expenses paid with that method.

Shop, just below, shows the shop's revenue, cost of goods, gross margin, expenses and net profit for the period. Gross margin and net profit stay unavailable while cost prices are missing, and the line says how many.

A line shows the gift cards sold and not yet used, when there are any. Download the sales ledger gives your complete sales ledger as a CSV file for your accountant, for the period on screen.

Pre-sold closes the chapter. It lists the memberships sold whose start is in the future, or that start on first visit and have not been used.

Missed revenue: what you did not collect

Path: Reports › Money.

Missed revenue is a card of its own in Money. Its total is on the right of the title, with the number of cases and of people behind it. How it is calculated opens the rules: a check-in is in one list only, and it is valued at the price of a single drop-in session.

Three tiles, one per cause, filter the list below: No payment (a check-in with no membership or payment), Expired, still used (an expired membership still used) and Lost credits (credits that expired unused). A cause with nothing in it is a grey tile that says Nothing to report.

The list is compact: the person, the cause, a short detail, the amount and one action. Collect opens the payment form for a check-in nobody paid, and Remind opens the member's messages for an expired membership or lost credits. Each action is offered only if your role can do it. The list shows five lines, then See the N cases opens the rest, and Show fewer folds it back.

The same person written in several ways is one line with a Review button, which opens Data to clean. A case with no known value has no amount, and the total says how many cases are not counted.

Attendance: how full your classes are

Path: Reports › Attendance.

Fill rate is the seats taken out of the seats offered, across the sessions held. Sessions held counts the sessions that have started, and the line under it says how many of the scheduled sessions had a check-in.

Attendance, day by day draws the check-ins as a curve with its average, and today as a dotted segment because the day is not over. The curve covers at least the last 14 days, and its subtitle says so when it widens the period. Fill rate by class lists each class with its seats taken out of seats offered, and counts how many are under 50% over the period.

On an appointment business this chapter shows Appointments, Staff utilization, No-shows and Late cancellations instead, with the hours booked out of the hours available. Open hours that have nobody assigned are not counted in utilization, and the card tells you how many hours they are.

Members: who is active, who is leaving

Path: Reports › Members.

Active members counts the members with a valid membership on the last day of the period. Leads shows how many of the leads that arrived in the period signed up, and stays a dash when no lead arrived.

With a plan that includes reports, Expiring within 30 days lists the memberships that end soon, Joined and left counts who joined and lists the members whose memberships ended in the period, and Waivers counts the members without a signed waiver. Each block has a link, for example See the 5, that opens exactly that list in Members.

Retention shows Monthly churn, which is the share of the members active at the end of the month before who are no longer active at the end of the last closed month, and Average membership length. With the View revenue & reports capability it also shows Revenue per member. Each figure reads n/a until there is enough history.

Disciplines splits your members across what you teach. Data to clean lists profiles that may be duplicates, with the same phone or email or the same name written differently. Nothing is merged for you.

Three more reports close the chapter. Dropping off lists members with a running membership whose visits per week over the last 30 days are at least 50% below their 90-day average, and ignores members under 30 days old. Trial conversions shows who bought a real membership after a trial offer; you mark a plan as Trial offer in the plan editor. Referrals shows who brought whom, counted on the sales made in the period.

Coaches: sessions held and pay

Path: Reports › Coaches.

Sessions held by coach shows one line per coach with the sessions held and, under it, out of how many scheduled. Sessions with no coach are counted on a line of their own, Unassigned.

The payroll sits further down the same tab, in a section called Coaches stats & payroll. It is no longer a tab of its own and it has no periods of its own: it reads the period you picked at the top of the page, so the sessions and the pay always cover the same days. It counts up to today, so sessions still to come are not in the figures.

Pay is the number of sessions on your chosen basis times the per-session rate, plus a bonus for each member checked in. Export CSV downloads the table.

You choose once which sessions you pay for: Scheduled sessions were on the timetable and not cancelled, and Sessions with check-ins are the ones where at least one member checked in. The choice is in the payroll section and in Settings › Team & access, with the default pay rates.

Memberships sold, and by whom

Path: Reports › Coaches.

Further down the Coaches tab, the sales figures sit under two filters.

The top cards show Memberships sold, New members in this period and Renewals, with the number of first purchases under it. Memberships sold by type counts each membership type with a total, and Memberships sold by seller shows who recorded each sale.

A sale is credited to the person who recorded it. Sales made before sellers were recorded, or entered without an identified account, appear as No seller recorded, and purchases made online or created automatically appear as Online or automatic. None is guessed. Memberships imported from a file or included with another membership are not counted as sales, and a line says how many.

Two filters at the top, by coach and by membership type, narrow the chapter, and Clear filters removes them. The coach filter applies to sessions, to the memberships that person sold and to the members seen in their sessions. The membership type filter applies to sales and members, not to sessions.

Sessions by coach and month gives each coach's sessions with check-ins out of scheduled for every month, with the fill rate and the attendance rate. New and existing members by month splits who joined in the period from who was already there and active; nobody is counted twice. New members by source and Memberships expiring within 30 days complete the chapter.

One Export window, for the period on screen

Path: Reports › Export.

The Export button at the top right opens one window. On a phone, it is the download icon in the top bar. Choose the format, PDF or CSV, then the sections to include (Summary, Money, Classes and attendance, Members, Team), whether names are shown or replaced by Member A, Member B, whether amounts are shown or hidden, whether the detailed lists come with it, and the language of the report, English or Thai.

The window starts from the period you are looking at, but it has its own period menu: choosing another month for the export does not move the page behind it.

The period is written into the file name, which reads like Your studio report September 2026.pdf for a whole month, so two exports never look alike. The CSV has the same name with the .csv ending. Without the right to see finances, the Money section and the hidden amounts choice are greyed out in the window, and the file carries no money figure.

The CSV needs at least one section other than the summary, and the PDF is not available in the demo.

The activity log

Path: Reports › Activity log.

Every change to members, payments and memberships lands here, newest first, ten per page. The search box looks in the action, the detail and the person's name, and a second list lets you filter by user once more than one person has activity. The tab is shown to roles that have the Gym settings capability, and the log shows the 400 most recent entries.

The CSV exports

Path: Settings › Data & history › Export data.

Members, Payments and Memberships each download as a CSV file that opens in Excel or Google Sheets, and so does Expenses once you have recorded some. The row count is written on each button.

Members carries name, email, phone, plan, status, joined and expires dates, belt, discipline, level, birthdate, tags, whether the member is archived, and the emergency contact. Payments carries date, member name, amount, type, method, period, receipt number and note. Memberships carries member, plan, status, price, amount paid, remaining balance, start and end dates, credits used and total, discount and its reason. Expenses carries date, category, supplier, amount, payment method and note.

The data export

Path: Settings › Data & history › Export data › Data export.

The wide button underneath downloads your data as one JSON file, free and without going through support: members, memberships, payments, attendance, signed waivers, grades, competitions, notes and files. It is meant to be kept somewhere safe, not opened in a spreadsheet.

Only Owner and Admin see this button, and the server checks that too. Sign-in secrets such as your account password are stripped out of the file before it is sent, and the trash is not included.

An automatic backup by email

Path: Settings › Data & history › Automatic backup.

Turn the switch on, type the address that should receive it and pick weekly or monthly. A JSON file of your data arrives as an email attachment, on schedule. Photos and uploaded documents are left out of the emailed file to keep it small; the Data export button keeps them.

1. 1.Open Settings › Data & history.
2. 2.Scroll to Automatic backup, just below Export data.
3. 3.Turn the switch on.
4. 4.Type the email address and pick Monthly or Weekly.
5. 5.Click Save on the bar that appears at the bottom of the screen.

The trash: what lands there and what does not

Path: Settings › Data & history › Trash.

Members, classes, leads, coaches, competitions, products, message templates, team members, class programs, automations, email campaigns, programming tracks and workouts land in the trash first and stay recoverable.

Payments, memberships, notes and attachments are deleted for good straight away. There is nothing to recover.

Each line says what it was, who deleted it and when, what restoring would actually bring back, and how many days are left. The trash only appears for roles allowed to delete records.

Restore brings an entry back. The ⋯ menu on its line has Delete for good, and Empty the trash under the list erases everything listed.

How long deleted records are kept

Path: Settings › Data & history › Trash › Keep deleted records for.

At the bottom of the trash, Keep deleted records for sets the window: thirty days by default, from seven days up to a year. After that they are erased and cannot be recovered.