Membership Management System

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Member Management

Deliver an exceptional member experience with an intuitive member dashboard that you will love

Gym Software Designed to Impress

Every gym is unique. That’s why we’ve designed our membership software to be highly configurable to your individual needs.

Paperless Signups

The world is going digital, and we’re moving with the times. With GymMaster, your members can sign up to your gym without you having to print out a contract.

How does it work? Your new member can sign up one of two ways: with a member of your team, or through the Online Module at home.

  • Signing up members on the go.
    You can add new members to your database with ease: when your sales team is out in the community, when your member brings along a friend to Saturday morning bootcamp in the park, or when your PT sits down with a member for their initial consultation. GymMaster works with any device (smartphones and tablets included) giving you creative control when it comes to signing new members to your gym.
  • Let your members sign themselves up. A new member can easily choose a program, give you their details, and agree to your contract online. Some of our clients have recorded over 1000 presalesthat’s before they’ve even opened the doors!

A Member Screen That You’ll Love

The result of years of conversations with gym owners and front desk staff, GymMaster’s member page is a beautiful array of information, tools and features that will make your job easier and more enjoyable than you ever imagined.

GymMaster’s member screen is easy to navigate and has high functionality for everyday use. You can customize what you can offer to members, all set around the parameters of your choosing.

There are six main functions:

1) Member’s Details

  • A photo helps staff to identify members, helping to provide a personal experience for them by showing their names, whilst ensuring members aren’t sharing their tags
  • A clearly displayed overview with member’s account status and upcoming billing information; their membership details; their upcoming bookings
  • Quick access actions to update members settings, make a booking, make a purchase, and create tasks (actions such as reminders or automatic communication)
  • Communicate with members directly, whether email, cell or phone (straight from your smartphone)

2) Membership

Adding a new membership is simple thanks to Divisions – a way to organzse your types of memberships. This works well if you run a promotion with alternate rates, offer different kinds of services, or have different offerings based on location. It’s a simple way to deal with alternate tax rates – ideal for gyms that are a part of the Silversneakers program, or if you have franchises in states that require different tax rates to be used. GymMaster is designed to work for your individual club’s needs.

3) Account Details

Helping to make administrative tasks as painless as possible, you can view your members’ recent account activities including charges, payments, and balance. You can also source invoices, make payments, and record any adjustments.

4) Billing Information

Overcome billing confusion with a straightforward screen to easily setup and update your members’ billing details. Find out more about billing integration flexibility, uniquely offered by GymMaster.

5) Communication

View all communication history with your client: SMS, email, notes or task. Within this tab you can also upload files such as photos, contracts, forms or doctor’s notes.

6) Services


  • Appointment Bookings
    Quickly make bookings based on your trainers’ calendar in real time
  • Measurement and Progress Summary
    Track your members’ progress through your choice of measurement parameters. Your member can view this information on the Member Online Module.
  • PT Programmes
    Deliver superior service to your members by recording their programme. The program can be printed as well as made available to your member through the online member portal, where exercises can be linked to YouTube videos for reference.

Know Where You Stand with Reporting

We all know the importance of keeping our health in check. The same goes for your business.

GymMaster’s 360 degree integration provides you with a quantifiable set of measures to gauge your gym’s activities and progress, helping to set the stage for your business strategy.

The Dashboard

The dashboard is a good basic vantage point, providing you and your staff with a quick overview of key KPIs on member levels and activity to show a basic evaluation of the club according to member levels. Updated in real time, you can see your performance in relation to last month at a glance.


The possibilities are unlimited with GymMaster’s reporting feature. Well structured, and beautiful to use, we’ve made sure to provide you with powerful reporting capabilities. Access detailed Key Performance Access a beautiful overview a KPI summary report, comprehensive billing information for accounts purposes, or customize a request for a specific demographic. Whatever your need, obtaining and using reports within GymMaster is a pleasure.

The ‘Standard Report’ feature can provide you with a vast range of data, completely customizable for your specific use. A popular way to use this information is to directly market to a specific demographic; for example, finding all of your male members between a certain age group to send them an SMS inviting them in for a Men’s Volleyball team tryout. Your imagination is the limit!

Online Member Portal

Your members can take the reigns and self-manage their own bookings – how’s that for convenience?

GymMaster gives you the ultimate power to decide which features your members can access and use within the Member Portal.

Within the portal, your members can:

  • View, edit and make bookings, with group classes and with trainers,
  • View and update their personal and billing details,
  • View their measurements and progress,
  • View their PT programs, including access to YouTube videos to remind how the exercise is done
    (You can create a library of movements within GymMaster and link the videos of your choice),
  • Subscribe and unsubscribe from emails and SMS,
  • Send feedback back to your gym.

Keep In Touch with SMS and Email

Increase your member retention and deliver the best service to your members by getting in contact with them using automatic SMS and emails. This works directly within GymMaster, as well as working from your smartphone. You can either send one-off communication (either to an individual or a group as defined by you), or you can automate contact. Automated communication is triggered by certain events, such as a specified amount of time after an event; or an event happening itself.

Automated SMS has a powerful effect on your members’ engagement; in turn increasing member retention. The system can be set to automatically send SMS or emails to members identified to be at risk of cancelling, or to those who have not been keeping up to date with their payments.

Customizable Door Access

One of the features that our clients rave about is the customization capabilities of our Access Control. You can control who can use which doors, at which time, based on a range of criteria of your choosing.

Access to specific doors during certain hours

Eg setting doors to the changing rooms based on gender, or you could offer a membership that’s at a reduced rate usable only during off-peak times.

Access based on membership type

You can limit access to certain areas based on what your member has paid for from within the gym software. For concession memberships, it will only allow the member to enter as many times as they have as a part of their concession membership.
Eg allowing only members with a membership to the pools to enter the pool gates, or allow access only 5 times for a a 5-visit concession card to your facility.

Access based on account status

Eg only members who are up to date with their payments

Access based on hold status

Holds on memberships can be deactivated upon entry to the gym, reinstating billing as usual.

Seamless Bookings Check In

When the member enters the gym they are formally checked in to their booking as well.