Your on-boarding training sessions can be booked here
Your on-boarding training sessions can be booked here
This guide outlines the essential steps to get your GymMaster system set up correctly, in the right order.
We recommend working through these core steps during your one-on-one onboarding sessions to make sure everything is tailored to your club and set up properly from the start.
If you’re setting things up on your own, be sure to follow the steps in the order listed below.
Here you will add you team into GymMaster as users, defining who can access what within the software, based on their role in the business.
Complete details, noting which staff are trainers so they can be added to your schedule to be booked for sessions.
Add all of your staff who will be using GymMaster, including all trainers.
Watch Staff Accounts
Setup User Administration
Here you’ll note your club’s open hours, your off-peak and peak hours, trainer availability for bookings, and alternative access hours options if needed.
A 24/7 roster exists by default – so there’s no need to set one up.
Rosters are used within GymMaster to set access hours for members and staff, and trainer availability for bookings on the schedule.
Note - Rosters in the context of GymMaster are not referring to daily working hours of your staff.
Watch Rosters and Open Hours
Setup Rosters and Open Hours
Getting your tax rates set up early is key, you’ll need them to create classes, services, membership categories, and if you plan on selling products.
Also, double-check that your Billing Provider is enabled within Financial Configuration – you’ll be setting this up in the next step.
Don’t skip this step — setting up your taxes early, and setting them up right, is essential for everything that comes next.
Watch Tax Rates
Setup Financial Configuration
Here you’ll enter the core details about your business, such as contact info, upload key graphics, add billing details, create your email design.
You’ll add your billing provider details here, including the API info usually provided by your billing provider.
Not sure which billing provider to choose? Check out more details here.
Personalize the visual design of all your outgoing emails using the Club Email Template.
Key information will be pulled from Club Details to create your invoices and receipts.
Watch Club Details and Club Template
Setup Club Details
Many of the GymMaster settings are found in Advanced Configuration, and these will affect how your database runs.
Take your time through this section. Completing this accurately will save you troubleshooting issues later on.
We’re here for you, and we can use your on-boarding sessions to walk through Advanced Configuration together, making sure everything is working just how you need it!
If you’re looking for something specific, use the magnifying glass icon at the top to search for keywords.
Everything is organized under different headers on the left-hand menu.
If you’re not sure about a setting, don’t hesitate to ask during your on-boarding sessions. We’re here to help!
Watch Advanced Configuration
The Member Portal is where your members can log into their account either through your website on a browser or via the Member App.
From there, they can check out your class schedule, make and cancel bookings, purchase memberships, and view their account info—easy!
Much of this configuration also applies to the Member App, so it’s important to complete this section before your members download the App
Take your time through this section.
We advise covering this section during your training sessions to make sure your setup is spot on.
Settings here determine what your members can and can’t do online, including:
You can also customize terminology and color scheme within the portal to match your brand and tone — it’s your club, your voice.
Watch Member Portal Configuration
Setup Member Portal
This is where you create the essential member-facing documents that form part of your club’s operations — contracts, waivers, T&Cs, and questionnaires.
You can set up as many variations as you need to suit the different memberships, classes, and services you offer.
Note: GymMaster includes pre-made templates for contracts — using these helps ensure everything works smoothly with the system’s built-in functionality. Your waivers and terms and conditions will need to be created from scratch to make sure they’re tailored to your business and legally compliant in your region.
Link forms to memberships and bookings so members can easily complete them online for seamless registration.
Watch Forms and Waivers
Setup Forms and Waivers
Getting this section right is key—not just for setting GymMaster up, but for keeping your bookings running smoothly every day.
This is where you’ll build the backbone of your schedule — setting up your classes, services, the service areas of your facility where those bookings will take place, and the staff who will run your sessions.
The setup here is divided into four sections. We recommend completing them in this order:
Once configured, your class and service bookings will connect seamlessly to your Member Portal and Member App.
Watch Classes and Services
Setup Bookings and Classes
Not every club sells merchandise — but if yours does, work through this step now.
You can create your list of products — shirts, supplements, towels, water bottles, whatever you stock.
Once your products are in GymMaster, you’ll be able to sell them in person through your POS, or online via the Member Portal
Watch Add Products
Setup Products
This is where you’ll create the foundation of your club — your memberships.
Create your memberships step by step; duration, benefits, discounts, limits, access hours, pricing, payments. to create the ideal fit for your club.
Any required Forms and Waivers — such as contracts, terms, or questionnaires — can be linked to selected memberships.
These will be emailed automatically to members upon purchase.
Design the exact membership offerings your club needs; your clients, your vision.
Watch Membership Types
Setup Membership Types
Your Email and SMS Templates are your go-to for consistent, automated, professional bulk communication.
Each template can be dynamically personalized with member-specific details, making bulk communication feel one-to-one.
Once created, some templates will be be assigned through Advanced Configuration; others can be automated using Task Automation.
Note that GymMaster comes preloaded with ready-to-go examples — review, copy, or tailor them to reflect your brand’s voice.
Watch Email Templates
Bring your communication templates to life — automatically.
From welcome emails to payment reminders, GymMaster can automatically send the right messages to the right members at exactly the right time — no manual work needed.
Choose from our library of pre-built tasks or customize your own task.
Watch; Task Automation
Setup Tasks and Task Automation
Once each of the previous setup sections are complete and functioning as required, GymMaster will be ready to go live—both for your business, and your members.
You should now be able to;
✅ Add and manage your members
✅ Schedule your trainers, classes, and services
✅ Sell products online and in person
✅ Communicate with members automatically via templates and tasks
✅ Take payments and manage memberships
When you’re ready to move into specific features, see Additional Settings to keep building.
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