GymMaster Software Release v1490

Initial Release: 13th August 2025

Pre-release announcement

Our team has been hard at work with an upcoming redesign of the member portal to a new clean design. If you’d like to check this out and give things a test, reach out to our team for more information.

General Improvements:

• Bookings
  • Booking update emails are no longer hardcoded and now use a customizable template. See ‘Email template used for booking updates’ advanced config setting and the new default template ‘Booking Changes Update’.
  • The Member Portal setting ‘Require the “How did you hear about us?” drop-down on Contact Us page’ now also applies to the casual bookings form.
• Member
  • The ‘Key Fob/Token’ input in Member Details has been moved from the Contact section to the Details section.
  • When creating a new member/prospect, the Trainer selection now defaults to the currently logged in user if the user has the member permission role ‘Trainer’ and is enabled as a trainer.
  • Changes to Emergency Contact information are now included in the Member Changes logs.
  • Highlighted tags now appear in the Find Member page similar to their use in the Visitors page and check-in popups.
  • Benefit usage history can now also be viewed for historic memberships.
• Member Portal
  • When clicking a booking in the class calendar, if the member is already booked into the class, they now get a confirmation of the booking and the option to cancel.
  • Added new ‘Require assigned staff selection on sign-up’ Member Portal Setting expanding on the existing ‘request’ setting for this field.
• Tasks
  • When manually completing a task, if there is a follow on task, the due date of the follow on task can now be edited before completing the initial task.
  • Added new ‘Member Edited Profile’ task trigger that fires when a member or prospect updates their profile details.
  • Added new ‘Prospect Updated’ task trigger that fires when prospects have made some form of contact through the portal. This currently covers the contact us form, bookings, or starting trial memberships.
  • Tasks no longer allow enabling SMS or app notifications if the system is unable to send the given option.
  • Task SMS options now provide more explicit options based on system settings.
  • Templates sent by the ‘Payment Received’ task event can now use a special option under ‘Add New Attachments’ to automatically attach the receipt to the email.
• Misc
  • POS search now groups results by product type. When a product type is already selected, products of that type are listed first.
  • ‘Till Float’ is now hidden from Club Details unless ‘Static Till Float’ is enabled in advanced config. The description of this setting has also been updated to better reflect how it works.
  • When downloading a ‘Member Account Statement’, the filename now includes the start and end date of the statement to help distinguish between files.
  • Updated the styling of ‘GymMaster Ownership’ value in club details to better indicate this is a clickable link.
  • Added a new ‘Club’ filter to the Membership Type list to help staff filter down the full list if they have permissions at multiple clubs.

Notable Bug Fixes:

• Accounting/Billing
  • Fixed zeroing a member’s account creating unnecessary debit notes for payments made on the same day the account is zeroed.
  • Maintenance fees are now refreshed when a member rejoins to ensure the current fee is used instead of any previous fees.
  • Fixed shift reports potentially including sales on two reports if the sale occurred on the last minute of a shift.
  • Fixed accounting errors potentially encountered when un-cancelling a membership.
• Bookings
  • Fixed staff that are not configured as trainers appearing in the trainer dropdown list when editing an existing service booking.
  • Fixed edit attendee options being hidden behind other UI elements.
  • Fixed errors encountered when attempting to make a repeat member booking for a class created using custom repeats.
  • Fixed available concessions checks for waitlist bookings causing some bookings to end up charging casual rates when they shouldn’t have. This now uses the same logic as elsewhere in the system.
  • Fixed errors encountered when trying to make or cancel bookings with a start or end time at midnight.
  • Fixed repeat bookings not properly ending when the used benefit expires.
  • Fixed classes unavailable to ‘Casuals & Prospects’ getting synced to ClassPass, even though they were not bookable there.
  • The ‘Update Upcoming Bookings’ modal is now skipped when updating a membership would not affect any bookings.
• Member
  • Fixed member profile pictures failing to save when uploaded during member creation via the ‘Add Member’.
  • Fixed ‘Conceal members from staff’ advanced config setting being ignored by the find member page for single site databases and updated config description.
  • Fixed the profile picture on the Member Details page potentially showing a previous picture after it had been updated.
• Member App
  • Fixed the ‘Outstanding Balance’ app widget using the incorrect setting to check if it was available to enable.
  • Fixed geolocation errors experienced when attempting to scan static QR codes in some cases.
  • Fix ‘Chat with club staff’ not showing for new members.
  • Fixed page loading issues encountered on the ‘Choose Membership’ page in the member app.
  • Fixed the Member App crashing when trying to log in as a member belonging to a club with ‘Hidden From Portal’ enabled in club details.
• Member Portal
  • Fixed agreements related errors encountered during signup for shared or linked members.
  • Fixed signup failing with a ‘Membership Required’ error for the additional member when signing up a shared membership.
  • Fixed ‘Total Collected Today’ including future membership charges in the amount displayed during signup despite not collecting them ‘today’.
  • Fixed non-functional ‘Back’ button on the booking confirmation page.
  • Fixed ‘Require all fields on sign-up’ not applying to all fields.
  • Fixed being unable to log in as an existing member on the casual bookings page if a reCAPTCHA is required.
  • Fixed emergency contact ‘Work Phone’ field using the label ‘Name’.
  • Fixed the Member Portal setting ‘Enable prospects to convert to members online’ unintentionally allowing duplicate emails using forms other than the signup form.
• Point of Sale
  • Fixed entering invalid costs (ie ‘potato’) silently defaulting to $0 instead of creating an error when making a general sale via the Point of Sale.
  • Fixed being able to name multiple POS stations the same thing at the same club.
  • Fixed error potentially encountered when attempting billing for linked members via the Point of Sale using Ezidebit.
• Products
  • Fixed issue preventing the Stocktake page from loading in some cases.
  • Removed the ability to retroactively change the date of stocktakes.
• Reports
  • Fixed the ‘Visits in period’ report fields potentially double counting check-ins if they triggered a booking auto check-in.
  • Exporting a report to google sheets now opens in a new tab instead of overwriting the current tab.
  • The club filter on the Till Take page is now hidden if there is only one club in your database.
• Tasks
  • Fixed member SMS subscription preferences blocking tasks from sending app notifications in some cases.
  • Fixed the ‘Member Expiry’ task trigger incorrectly flagging members as ‘expiring’ if they had an ongoing membership without an end date.
• Misc
  • Fixed ‘bad request’ error encountered when trying to historic a template.
  • Fixed the delete and edit buttons on the ‘Forms & Waivers’ list page not working for some users.
  • Fixed ‘memberid’ accidentally being renamed to ‘mid’ in the return data of the member portal API /login endpoint.
  • Fixed the club logo not correctly displaying on the kiosk check-in page.
  • Fixed the ‘default’ toggle on the ‘Prospect Not Interested Reasons’ section in Custom Fields allowing multiple values to be selected.
  • Fixed invalid phone numbers potentially causing a full batch failure when sending SMS instead of just failing the one message.
  • Fixed staff having access to edit membership types across all clubs regardless of permissions if they directly navigated to the URL.