Running your studio, week to week

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.

The chips under the name field fill in a common class name for your type of gym in one tap. The Discipline field only appears for gyms that run combat sports.

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.

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 class. Three days with two times is six classes. The form counts them for you just above the duration field.

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 is the dead time reserved once the class ends, before the next one can start in the same space. 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, twenty seats and sixty minutes out of the box. From the second one on, the form reuses the capacity, the duration, the coach, the level, the day and the time of the LAST class you saved on that device.

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 offers two doors: Edit the class, which carries the change to every day, and a click on one day, which only touches that day.

Delete on a class removes it from the timetable. Its bookings go with it, past ones included. Both land in the Trash, where you can still restore them. Deleting from the Schedule with a right click does exactly the same thing, even though the menu there says less about it.

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 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 Attendance 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.

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.Press Attendance on their row when they arrive.

When the session is full

Once the booked count reaches the capacity, the search field is replaced by Session is full, and Book in on the waitlist rows is greyed out. To fit one more person, raise the capacity for that date first, from the Sessions tab.

The check-in screens do not enforce capacity: from Reception mode or from the entrance tablet you can always add one more person. It is this panel, and the member booking online, that refuse.

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 on the grid

Path: Schedule › Week › switch from Cards to Grid (computer only).

Blocks can then be dragged. The drop point snaps to the quarter hour and to the edges of the classes around it. Nothing is written yet: the class shows at its new place and a bar at the bottom offers Save or Discard.

What the schedule displays

The grid runs from 6:00 to 22:00 out of the box. Change the range in Settings › Classes › Schedule hours if your first or last class falls outside it.

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.

Month view shows coloured dots on the phone and named chips on a computer. Tapping a day opens the Day view on that date.

Cancel one session

Path: Schedule › the right date › tap the class card › 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.

1. 1.Open the Schedule on the right date.
2. 2.Tap the class card.
3. 3.Press Cancel this session.
4. 4.Confirm.

Put a cancelled session back

Open the same session again. The bottom bar now offers Reopen. The same button also sits inside the session editor, reached from the Sessions tab.

Bookings that were on the session are still there, so it comes back with its members.

Close the gym for one day or for a whole period

Path: Schedule › Holidays.

The panel takes a start date and an end date, then unfolds the range into days for you. A week of closure is one line, not seven.

1. 1.Open the Schedule.
2. 2.Press Holidays.
3. 3.Pick the start date and, for a period, the end date.
4. 4.Write the reason, for example a public holiday.
5. 5.กดปุ่ม เพิ่ม
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 or by tapping outside 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 › Messaging. Email and LINE are on out of the box. Contiguous days are grouped, so a week of closure sends one message and not seven.

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

Four kinds of plan

Path: Settings › Memberships.

Every plan you sell is one of four kinds: Subscription, Class pack, Pass or 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.

Class pack and Pass or drop-in carry class credits, so a Credits field appears. Subscription and Private do 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 pass spends one credit per booking.

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

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

Credits 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 pass the number of classes.
5. 5.Pick an icon and a colour so the plan is recognisable in a list.

Saving your changes

The plan panel has no save button of its own. Closing it with Done only closes the panel. Your changes are saved by the bar that appears at the bottom of the screen.

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

Removing a plan you no longer sell

Remove sits at the bottom left of the plan panel. It takes the plan out of the list you sell from, once you save.

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.

การเพิ่มแพ็กเกจคือจุดที่ทำให้เกิดยอดค้างชำระ

ไปที่: สมาชิก › เลือกสมาชิก › การ์ดสมาชิกภาพ › เพิ่ม

ระบบจะสร้างแพ็กเกจโดยบันทึกราคาเต็มไว้ และยังไม่มีการชำระเงินเข้ามา สมาชิกจะขึ้นสถานะ ค้างชำระ ทันที ทั้งในโปรไฟล์และในรายชื่อสมาชิก จนกว่าจะบันทึกการชำระเงินเข้ากับแพ็กเกจนั้น

หากกรอกส่วนลด ระบบจะหักส่วนลดออกก่อนบันทึก ยอดที่ต้องตามเก็บจึงเป็นราคาหลังหักส่วนลด ไม่ใช่ราคาเต็ม หากเปิดข้อความเกี่ยวกับสมาชิกภาพไว้ที่ ตั้งค่า › ข้อความ ระบบจะแจ้งสมาชิกว่าแพ็กเกจอยู่ในสถานะ ใช้งานอยู่ แล้ว

1. 1.เปิดโปรไฟล์สมาชิก แล้วไปที่การ์ดสมาชิกภาพ
2. 2.กดปุ่ม เพิ่ม
3. 3.เลือก แพ็กเกจ ระบบจะเติมราคา จำนวนคลาส และวันสิ้นสุดให้อัตโนมัติจากรายการที่ตั้งไว้
4. 4.ปรับราคา หรือกรอก ส่วนลด พร้อม เหตุผลส่วนลด
5. 5.กดปุ่ม เพิ่มสมาชิกภาพ

ใช้ได้ถึง จำนวนคลาส และสถานะที่เห็นจริงบนหน้าจอ

ระบบเติมช่อง ใช้ได้ถึง ให้จากจำนวนวันที่ตั้งไว้ในแพ็กเกจ ปุ่ม ไม่มีวันหมดอายุ ที่อยู่ข้าง ๆ จะล้างวันที่ออก

ป้ายสถานะบนสมาชิกภาพคำนวณใหม่ทุกครั้งที่แสดงผล ไม่ได้เก็บค่าไว้ แพ็กเกจที่เลยวันสิ้นสุดจะขึ้นสถานะ หมดอายุ ทันที แม้จะไม่มีการประมวลผลใด ๆ ตอนกลางคืน ส่วนแพ็กเกจแบบนับครั้งที่ใช้คลาสจนหมดจะขึ้นสถานะ ใช้ครบแล้ว

ระบบจะตัดคลาสเมื่อมีการจอง และคืนให้เมื่อยกเลิกการจอง

ต่ออายุ ระงับ ปรับจำนวนคลาส

ต่ออายุ จะให้กรอก วันสิ้นสุดใหม่ แล้วเปิดใช้งานแพ็กเกจอีกครั้ง

ระงับ จะให้ระบุว่าระงับถึงเมื่อไรและเพราะอะไร ถ้าเว้นว่างไว้ แพ็กเกจจะอยู่ในสถานะระงับจนกว่าจะกดปุ่ม ยกเลิกการระงับ เอง เมื่อยกเลิกการระงับ ระบบจะเลื่อนวันสิ้นสุดออกไปเท่ากับจำนวนวันที่ระงับจริง สมาชิกจึงไม่เสียวันที่จ่ายเงินไปแล้ว

ปรับจำนวนคลาส (บนแถวของแพ็กเกจ ปุ่มนี้แสดงเป็น ปรับ) ใช้กำหนดตัวเลขในช่อง คลาสที่เหลือ ส่วนคลาสที่ใช้ไปแล้วยังนับอยู่เหมือนเดิม ถ้าตั้งเป็น 0 ระบบจะถือว่าแพ็กเกจนั้นใช้ครบแล้ว

ยกเลิก ไม่ใช่ ลบ

ยกเลิก (บนแถวของแพ็กเกจ ปุ่มนี้แสดงเป็น ปิด) จะเปลี่ยนสถานะสมาชิกภาพนั้นเป็น ยกเลิกแล้ว รายการยังคงอยู่ในประวัติของสมาชิก และระบบจะตัดออกจากยอดค้างชำระ แพ็กเกจที่ยกเลิกแล้วจึงไม่นับเป็นเงินค้างอีกต่อไป ค่าเริ่มต้นคือกำหนดให้หยุดเมื่อสิ้นสุดรอบที่จ่ายเงินไปแล้ว หรือจะสั่งหยุดทันทีก็ได้

ลบ จะนำรายการออกจากระบบอย่างถาวร ไม่มีการเก็บสำรองไว้ และไม่มีถังขยะให้กู้คืน

ทั้งสองคำสั่งจะแจ้งสมาชิกว่าแพ็กเกจสิ้นสุดแล้ว หากเปิดข้อความนั้นไว้ที่ ตั้งค่า › ข้อความ

สมาชิกภาพที่ใช้ ตัดเงินอัตโนมัติ จะหยุดที่ Stripe ด้วย

ถ้าสมาชิกตั้ง ตัดเงินอัตโนมัติ ไว้ การยกเลิกหรือลบสมาชิกภาพจะยกเลิกการเรียกเก็บเงินต่อเนื่องที่ Stripe ด้วย โดยหยุดเมื่อสิ้นรอบที่จ่ายแล้วหากเป็นการหยุดตามกำหนด และหยุดทันทีหากสั่งหยุดทันที หน้าต่างยืนยันจะระบุว่าเป็นแบบไหน

ถ้า Stripe ปฏิเสธคำสั่ง ระบบจะไม่เปลี่ยนสถานะสมาชิกภาพเป็น ยกเลิกแล้ว เช่นกัน ทั้งสองฝั่งจึงตรงกันเสมอ แทนที่จะเหลือแพ็กเกจที่ปิดไปแล้วแต่บัตรยังถูกตัดเงินอยู่

เปลี่ยนใจก่อนถึงวันที่กำหนด? กดปุ่ม เปิดไว้ต่อ (หรือ เก็บตัดเงินอัตโนมัติไว้ ถ้าเปิด ตัดเงินอัตโนมัติ ไว้) ระบบจะคืนสถานะให้ทั้งในซอฟต์แวร์และที่ Stripe

Opening the form

Path: Payments › Record payment (top right). On a phone it is the plus button.

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 the first method you accept if you set none.

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.

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 figure and the reminders list on the Payments page.

Pending counts nowhere. It is not revenue, it is not in the Unpaid figure, and the history filters only show it under All. Treat it as a note to yourself.

Nothing turns Unpaid on its own

The Unpaid figure counts payment lines that someone saved with the Overdue status. Nothing else. A member who simply has not paid stays invisible in that figure 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.

ใบเสร็จ

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 › Messaging.

The tax rate, the tax ID, the receipt number prefix and the footer note come from Settings › Finance and appear in the BODY of that email.

The tax is never 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.

Chasing

The Reminders block on the Payments page lists every overdue line with the member name and how late it is. Remind opens your message channels for that member; tapping the row itself opens their profile straight on the Payments tab.

On the profile, Request payment sends the member the total they owe. 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.

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.

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.

Unpaid and outstanding balance are two different numbers

Unpaid counts payment lines marked Overdue. Outstanding balance is what is left on a member's plans, that is the plan price minus what has been recorded against it.

A member who has an overdue line is deliberately taken out of the balance count, so the same person is never counted twice. Add the two numbers and you get the real number of people who owe you something.

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.

Deleting a payment line

Path: Payments › the row menu (three dots) on the line › Delete.

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. If that payment closed a member's balance, the balance stays closed after the deletion, and you have to fix it by hand.

Getting enquiries into the inbox

Path: Settings › Leads.

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. 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 › Leads.
2. 2.Copy the form snippet, or the endpoint 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 and save.

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 at status 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.

Two labels that look alike

Status is triage: New, Contacted, Converted, Archived. It drives the counters and the chips at the top of the page.

Stage is your sales pipeline: New, Contacted, Visited, Trial, Won, Lost. It is the pill on each row, and the dropdown next to the chips filters by it.

Moving a lead out of the New stage also lifts its status to Contacted, and so does sending them an email. A converted or archived lead is never pushed back.

Writing to a lead

The Message button offers your templates first, then the channel. Email is always available. 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 status Converted and stage Won.

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

Archive, delete, and the History view

Archive takes a lead out of the working list and keeps it under the Archived chip. The menu on the row can move it back later.

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

The History chip, at the end of the filter row, lists what has been done: messages sent, status and stage changes, conversions.

A message is a text, nothing more

Path: Automations, Messages tab.

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, at the bottom of the page.

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 › Messaging › Built-in messages.

A closed list of twelve transactional messages: booking confirmation, booking cancellation, waitlist confirmed, spot available, class reminder, payment receipt, membership activated, paused and ended, membership expiring soon, gym closed, payment reminder. You switch each channel on or off, you never create or delete one.

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, or tap a ready-made card.

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.

Under your own automations sits a library of ready-made cards, Start from a template, which prefills the editor for a common case. It fills the trigger and the number of days it works on, never the message: you still pick the template.

1. 1.Open Automations and press New automation.
2. 2.Pick the trigger. If it takes a number of days, set it.
3. 3.Add a condition only if you want to target part of your members.
4. 4.Pick the action. For Send message, choose a template and tick the channels.
5. 5.Give it a name if you want, then create it.

The eleven triggers

A member joins. Membership expires soon. Membership expired. Membership renewed. Payment received. Payment failed or overdue. First check-in. Session completed. No check-in for X days. Member birthday. New lead.

Session completed fires when an attendance is recorded. It can be narrowed to one class or service by name, and it is the only trigger that carries a send delay in minutes, so a thank-you message can land an hour after the session rather than while the member is still putting their shoes on.

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.

Four are date based and are checked once a day by a scheduled job: membership expires soon, membership expired, member birthday, no check-in for X days. 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.

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 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.

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. WhatsApp needs a phone number and a Meta template on the template. 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 action.

Checking that it really ran

Each card shows its trigger, a summary of its actions, and when it last ran. The switch pauses and restarts it.

The Activity button lists each run: the automation, the member, and what was actually done, for example sent Renewal reminder to email, skipped LINE not connected. A green tick means at least one action succeeded.

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

คนละอย่างกับ “ระบบอัตโนมัติ”

Path: Settings › Messaging › Built-in messages.

A fixed list of twelve: booking confirmation, booking cancellation, waitlist confirmed, spot available, class reminder, payment receipt, membership activated, membership paused, membership ended, membership expiring soon, gym closed, payment reminder.

You cannot create one, delete one, or rewrite its text. You switch each channel on or off, row by row. The Preview button shows the exact email and the short version used on LINE.

What is on by default

Ten of the twelve rows start with Email and LINE ticked, receipt included. Two start fully off: Class reminder, because a reminder before every class is a choice and not an expectation, and Membership expiring soon, because nobody should discover that the software started emailing their members without being asked.

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 switches are greyed and a banner offers to connect LINE.

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.

Class reminder does NOT have a fixed time. Two settings under the grid decide it: how many days ahead it goes out, from same day to seven 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 applies if your installation sends on an hourly schedule, and the setting says so when it does not.

Payment receipt is sent when a payment is recorded as paid. Payment reminder is sent when you tap Request payment. Membership activated, paused and ended follow the membership itself. Membership expiring soon goes out about a week before the end date.

When Request payment refuses

Request payment 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 Team & access 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.

Invite someone to the software

Path: Settings › Team & access › Member (in the section header).

The email is the only required field. Add a name and pick a role. Saving 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.

1. 1.Open Settings › Team & access.
2. 2.Click Member in the Team & access section header.
3. 3.Type their email address, their name and their role.
4. 4.Click Save. The invitation 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 payments 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

Eight capabilities, four columns. Tick a box to grant, untick to take away. The Owner column is a fixed tick, not a checkbox.

Manage members: add, edit, import and archive members. Manage memberships: add, renew, freeze or cancel plans. Record payments: take payments and issue refunds, 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 studio revenue, totals, reports and payroll (it includes member balances). Manage schedule: create and edit classes, cancel sessions. Send messages: LINE, email and templates. Delete records: permanently delete members, payments and the rest. Gym settings: business config, 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 bin icon on a team card asks you to confirm, then removes their 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.

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.

ใครเปิดรายงานได้บ้าง

รายงาน จะปรากฏในเมนูเฉพาะบัญชี เจ้าของ และ ผู้ดูแล เท่านั้น บัญชี โค้ช และ เคาน์เตอร์ จะไม่เห็นเมนูนี้ หากบัญชีที่ไม่ใช่ เจ้าของ หรือ ผู้ดูแล เปิดหน้านี้ด้วยวิธีอื่น ระบบจะพากลับไปที่แดชบอร์ด

เลือกช่วงเวลา แล้วทุกอย่างจะปรับตาม

ด้านบนของหน้ามีสี่ตัวเลือก ได้แก่ เดือนนี้, 30 วันล่าสุด, ปีนี้ และ ทั้งหมด ตัวเลือก เดือนนี้ เริ่มนับจากวันที่ 1 ของเดือนปัจจุบัน ส่วน ปีนี้ เริ่มนับจากวันที่ 1 มกราคม ทุกช่องตัวเลข ทุกแท่งกราฟ และไฟล์ส่งออกทั้งหมดด้านล่างจะเปลี่ยนตามตัวเลือกนี้

ช่องตัวเลขทั้งสี่นับอะไรบ้าง

รายได้ คือผลรวมของการชำระเงินที่ลงวันที่อยู่ในช่วงเวลาที่เลือก สมาชิกใหม่ คือจำนวนสมาชิกที่สมัครเข้ามาในช่วงเวลานั้นและยังไม่ถูกเก็บเข้าคลัง เช็คชื่อ คือจำนวนการจองที่ถูกทำเครื่องหมายว่า เข้าเรียนแล้ว ในช่วงเวลานั้น

สมาชิกที่ใช้งานอยู่ ไม่ใช่ตัวเลขตามช่วงเวลาที่เลือก แต่นับทุกคนที่มีสถานะ ใช้งานอยู่ ณ ขณะนี้ ไม่รวมสมาชิกที่เก็บเข้าคลังแล้ว ไม่ว่าจะเลือกช่วงเวลาใดก็ตาม

รายได้ตามประเภทสมาชิก และ รายได้ตามประเภทกีฬา

กราฟแท่งสองอันนี้แบ่งรายได้ก้อนเดียวกัน อันหนึ่งตามแพ็กเกจของสมาชิก อีกอันตามประเภทกีฬาของสมาชิก แสดงได้มากที่สุดแปดบรรทัด เรียงจากมากไปน้อย การชำระเงินที่ไม่ได้ผูกกับสมาชิกคนใดจะไปอยู่ในบรรทัด ยังไม่ได้กำหนด

การรักษาสมาชิก และรายได้เฉลี่ย

การรักษาสมาชิก คือ 100 ลบด้วยอัตราการเลิกใช้บริการ ส่วนอัตราการเลิกใช้บริการ คำนวณจากจำนวนแพ็กเกจสมาชิกที่หมดอายุหรือถูกยกเลิก โดยนับเฉพาะรายการที่มีวันหมดอายุอยู่ในช่วงเวลาที่เลือก แล้วหารด้วยจำนวนดังกล่าวบวกกับจำนวนสมาชิกที่ใช้งานอยู่ ตัวเลขนี้เป็นค่าประมาณที่คำนวณจากสถานะของสมาชิก ไม่ได้คิดเป็นรายสัญญา

รายได้เฉลี่ย / สมาชิก คือรายได้ของช่วงเวลาที่เลือก หารด้วยจำนวนสมาชิกที่ใช้งานอยู่ในปัจจุบัน ถ้าเลือกช่วงเวลาสั้น ตัวเลขจะดูน้อย เพราะตัวหารไม่ได้ลดลงตามช่วงเวลาไปด้วย

ไฟล์ส่งออกสองแบบที่ตรงกับหน้าจอ

ปุ่มสองปุ่มที่มุมขวาบนดาวน์โหลดข้อมูลของช่วงเวลาที่คุณกำลังดูอยู่พอดี ปุ่ม การชำระเงิน ให้ไฟล์ที่มีคอลัมน์ วันที่ สมาชิก จำนวนเงิน ช่องทาง และ ประเภท ส่วนปุ่ม เช็คชื่อ ให้ไฟล์ที่มีคอลัมน์ วันที่ สมาชิก และ คลาส

ชื่อไฟล์จะมีช่วงเวลาที่เลือกกำกับไว้ พร้อมวันที่ของวันนี้ ไฟล์ส่งออกสองไฟล์จึงไม่มีทางชื่อซ้ำกัน

The activity log

Path: Settings › Data and history.

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.

Three CSV exports

Members, Payments and Memberships each download as a CSV file that opens in Excel or Google Sheets. 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.

The 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. Your account password is stripped out of the file before it is sent.

An automatic backup by email

Path: Settings › Data and history › Automatic backup, under Export data.

Turn the switch on, type the address that should receive it and pick weekly or monthly. The same JSON file arrives as an email attachment, on schedule.

1. 1.Open Settings › Data and history.
2. 2.Scroll to Automatic backup, under 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

Members, classes, leads, coaches, competitions, products, message templates, team members and class programs 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.

How long deleted records are kept

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.