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GymMaster Gym Software Manual

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Glossary

Definition of Terms

Accrued Revenue

Add Member

  • The process of creating a New Member record in the system.
  • This process typically involves collecting and recording basic information about the Member, such as their name, contact information, adding a Membership, and Billing details.
    Add Member

Add Payment

Add On Program

  • An additional Membership Basis option that can be added onto an existing Membership plan.
  • Allows Members to access additional Services or Facilities that may not be included in their Current Membership.
  • For example, if club offers a basic membership plan that includes access to the club equipment and group fitness Classes, they may also offer an Add-On membership for access to premium amenities such as a sauna, Personal Training sessions, or exclusive workout areas.
  • Add-on memberships typically come with an additional fee that is added onto the existing Membership Fee.
  • This allows Members to customize their membership plan to suit their needs and preferences, without having to upgrade to a more expensive plan.
    Membership Basis

Adjustment

Advanced Configuration

  • Settings and customization options available to admin staff to tailor GymMaster to their specific needs.
  • Staff require Admin level Staff Permissions in order to adjust Advanced Configuration.
    Staff Permissions

API

  • An API key (application programming interface) is a way for two or more computer programs to communicate with each other.
  • These act like a digital lock and key.

Benefits

Bill Immediately

Bill Later

Bill Member Automatically

Bill Soon

Billing

Billing Cycle

Billing Frequency

Billing Period

Billing Provider

  • A third-party company that handles the financial transactions and processing of Membership Fees for the club.
  • The billing provider integrates with GymMaster’s software to manage automated Payments, Recurring Payments, invoicing, and other financial transactions related to club Memberships.
  • Some examples of billing providers that GymMaster supports include Ezypay, Stripe, Square.
  • By using a billing provider, clubs can streamline their billing processes and reduce administrative tasks, while also providing Members with a more convenient and flexible payment options.
  • Additionally, a billing provider can help to ensure that all financial transactions are secure and compliant with industry standards and regulations.
    Setup Billing

Billing Start Date

Bluetooth Access Token

  • Digital authentication key that allows a Member to access the club using their mobile device via Bluetooth technology.
  • The token is generated by the GymMaster system and is unique to each member.
  • It is stored on the member’s mobile device and is used to grant access to the club when the member is in close proximity to a Bluetooth-enabled access control point.

Cancel Date

Cancellation

Cancellation Fee

Cancellation Fee Period

Cancellation Terms

  • The conditions and policies that govern the cancellation of a Membership by either the Member or the club.
  • These terms typically outline the circumstances under which a member can cancel their membership, the notice period required for cancellation, any fees or penalties associated with cancellation, and the process for canceling a membership.
  • Cancellation terms may vary depending on the Membership Type, the Duration of the Contract, and the club’s policies.
    Forms and Waivers
    Attach Forms to Membership

Casual Member

  • Refers to a visitor to club who does not have a long-term or recurring Membership commitment.
  • They may engage with the club on a flexible basis, such as attending individual sessions on a short-term, non-committal basis.
  • Holders of a Class and Booking Pack and/or Club Visit Pack, without a full membership, are considered casual members.

Categories

Charge

  • A charge refers to a monetary transaction that is applied to a Member’s Account for a Product or Service, such as a club Membership Fee, Personal Training session, or product purchase.
  • A charge occurs on it’s due date and requires a payment from the member that incurred it.
  • For example a new member signs up starting 19th Aug, their charge for their first period is due on this date.

Charge Per Visit

Check-In

Checkbox Input Fields

  • A type of form field used to collect information from Members or staff.
  • A checkbox input field allows the user to select one or more options from a predefined set of choices by clicking on a small square box next to each option.
    Custom Member Fields

Class

Class and Booking Pack

  • Prepaid package or bundle of visits that Member can purchase to access Classes or Services.
  • It is a pricing option that allows Member to pay in advance for a certain number of bookings, which can be used at their discretion over a period of time.
    Membership Basis

Clock In

  • The process of tracking the attendance of club Staff or employees.
  • GymMaster offers a clock-in feature that allows staff members to log in to the system using a unique username and password or a Key Fob, which can be used to record their attendance and track their hours worked.
  • This feature can be particularly useful for club managers who need to monitor staff attendance and ensure that employees are working the appropriate hours.
    Staff Attendance

Clock Out

  • The process of tracking the time when club Staff or employees finish their work or shift using the GymMaster software.
  • GymMaster offers a clock out feature that allows staff members to log out of the system using a unique username and password or a Key Fob, which can be used to record their clock out time and calculate their hours worked.
  • This feature can be particularly useful for club managers who need to monitor staff attendance, track hours worked, and manage employee schedules and payroll.
    Staff Attendance

Club

  • Specific facility that is managed and operated by a club owner or franchisee.
  • When the business is run as a franchise with multiple club locations, each location can be set up in GymMaster as a club.
    Add Club to GymMaster
    Club Details

Club Hours

  • The operating hours of a Club.
  • This includes the times when the facility is open to Members and Staff are available to provide assistance, as well as any hours when the facility may be closed for maintenance, holidays, or other reasons.
    Roster and Open Hours

Club Visit Pack

  • Prepaid package or bundle of visits that Members can purchase to access the club.
  • It is a pricing option that allows Members to pay in advance for a certain number of visits, which can be used at their discretion over a period of time.
  • It is an option that provides Casual Members with a cost-effective way to access a club without committing to a long-term Membership.
    Membership Basis

Confirmation

Credit Note

  • A document issued by the club to a Member, indicating that the club owes the member a credit or refund.
  • This may occur when a member has paid for a Product or Service but later Cancels or returns it, or when the club has overcharged the member for a fee or service.
  • The credit note will typically include the date, the amount of credit or refund owed, and any relevant details or notes.
  • The credit note can then be used by the member to offset future Payments, either partially or in full, or may be paid out in cash or by other agreed-upon means.
    Billing FAQs

Current Member

Current Membership

Custom Member Fields

  • Additional data fields that can be created and customized to fit the unique needs of a club.
  • These fields can be used to store and track specific information that may not be included in the standard GymMaster fields.
  • For example, a club may create custom fields to track additional Member information such as medical conditions, fitness goals, or preferred workout times.
  • Custom member fields can also be used to track equipment maintenance, facility usage, or any other data that is important to the club’s operations.
  • GymMaster allows users to create and customize custom member fields in a variety of formats including text, numeric, date, and drop-down lists.
  • These fields can be added to Member Page, Staff page, and other areas of the GymMaster software as needed.
    Custom Member Fields
    Sign Up Online

Dashboard

  • Accessed via ‘Home’ on the left side menu, the dashboard is a visual representation of key performance indicators (KPIs) and other important data related to the club.
  • The dashboard provides a quick and easy way for club owners, managers, and Staff to monitor the health and performance of the business in real-time.
    Dashboard

Date Input Fields

  • Type of form field used to collect and record dates.
  • A date input field typically consists of separate fields for day, month, and year, and allows users to enter or select a specific date.
    Custom Member Fields

Debit Note

  • A document issued by the club to a Member, indicating that the member owes the club an additional amount of money.
  • This may occur when a Member has underpaid or not paid for a Product or Service, or when the club has made an error in billing the Member’s Account.
  • The debit note will typically include the date, the amount owed, and any relevant details or notes.
    Accounts and Billing Tab

Debtors

Discounts

Don’t Bill Automatically

  • Even when Charges are generated, the system won’t attempt to bill those automatically
  • Charges are only able to be processed manually by a staff member through the POS
    Accounts and Billing Tab

Door Readers

  • Electronic devices that are used to control access to the club.
  • These devices are typically installed at the entrance to the club or other secure areas, and require Member / Staff to swipe a Key Fob or enter a PIN code to gain access.
  • The door readers in GymMaster are designed to integrate seamlessly with the club’s membership management software, allowing club managers to control access based on Membership status, Membership Type, and other factors.
  • Door readers can also be used to track Member attendance and monitor the use of the club’s Facilities, equipment, and other resources.
    Doors and Readers
  • Type of form field used to collect information from Members or Staff.
  • A dropdown input field allows the user to select one option from a predefined set of choices presented in a dropdown list.
    Custom Member Fields

Duration

  • Used in the context of Classes and Services to indicate the length of time for a particular session.
  • Used in the context of Memberships to indicate length of membership.
  • It refers to the specific time frame during which the class or service will take place.
  • For instance, a class may have a duration of 50 minutes, meaning that the session will last for 50 minutes from start to finish.
    Add Class
    Add Service
    Membership Type Details

End Date

  • The date on which a Membership or other type of agreement is scheduled to expire.
  • This date is typically set when the membership or agreement is created, and is used to determine when the Member will no longer have access to the club or other Benefits associated with the agreement.
    Membership Type Details

Enrollment Limit

Expired Member

  • A Member whose Membership or agreement has reached its End Date and has not been renewed or extended.
  • Once a member’s membership or agreement has expired, they are no longer considered a Current Member of the club, and their access to the club or other Benefits associated with the membership is typically suspended.
    Find Members

Expired Membership

Facilities

Final Payment

Find Member

  • A feature in GymMaster that allows club Staff to search for a specific Member in the club’s database.
  • Using this feature, staff can quickly and easily access a Member Page, view their Membership status, check their attendance history, update their personal information, and perform other tasks related to their membership.
    Find Member

First Payment Date

Follow-On Membership

  • A type of Membership Basis that is offered as the next Membership once the Current Membership of Member is due to expire.
  • The follow-on membership is typically offered as a way to encourage the member to renew their membership and continue using the club, or when you need the Benefits of a membership to change after a particular amount of time.
  • For example, an ‘All Inclusive Introductory Membership’ may allow members access to everything for the first 4 weeks, and then automatically shift them to a generic Membership after the 4 week period has completed.
  • If you only require the price of the membership to change after a period of time, see Promotional Period.
    Membership Basis

GateKeeper

Gift Time

Grace Period

  • A period of time after a Membership or other type of agreement has Expired, during which the Member is still allowed to access the club or other Benefits associated with the agreement.
  • This period is typically a set number of days, and allows members who may have forgotten to renew their agreement to continue using the club or other benefits without interruption.

Historic Membership

  • A previous or Expired Membership plan that a Member had in the past.
  • This information is stored within the Member Page as part of their membership history, which includes details such as the Start and End dates of the membership.

Integrations

  • The ability of the club management software to connect with other software applications or platforms.
  • Integrations enable data to be shared and used between different systems, allowing for improved functionality and efficiency.
  • In GymMaster, integrations may include connections with payment processing systems, marketing platforms, email marketing tools, accounting software, and other business software.
    Integrations

Invoice

  • An invoice is a formal request for Payment of Outstanding Balance.
  • This can happen at any time though usually happens for outstanding Charges.
  • The date of an invoice is the date it is created and sent to the Member.
  • An invoice can be for any number of charges, meaning that the invoice date is not always the same as the charge dates, though the charges in the invoice will show with their respective due dates.
    Invoice/Receipt Logo
    Billing

Involvement Types

  • The different ways in which Members or Staff can be involved in the club’s operations or activities, for example, a club may have involvement types such as “member”, “staff”, “volunteer”, or “instructor”.
  • GymMaster’s involvement types feature allows club managers to easily categorize and manage members and staff based on their involvement type. - This can help in managing Membership levels, creating targeted marketing campaigns, or managing staff schedules.
  • Involvement types can be customized to match the specific needs of the club, and can be used in conjunction with other GymMaster features such as membership management, scheduling and booking, and Reporting.

Joining Date

  • The date on which a Member first joins a club and becomes a member.
  • This date is typically recorded within the Member Page within the software, and is used to track the member’s tenure and payment history.
    Add Details to Member

Key Fob

  • A small electronic device that is used by Members / Staff to gain access to a club.
  • The key fob typically contains an RFID (Radio Frequency Identification) chip, which communicates with Door Readers to grant entry to the member / staff.
  • Key fobs are typically issued to members / staff when they first join the club and can be used to gain access to the facility, based on the access rights of their membership / role.
  • The key fob is personalized to the member / staff and contains a unique code that is linked to their membership within the software.
    Assign Member Key Fob
    Assign Staff Key Fob
    Member Access
    Staff Access

Key Performance Indicators

  • A set of measurable metrics that club administrators use to evaluate the performance of the business.
  • These metrics are typically used to track progress toward specific goals, such as increasing revenue, improving Member retention, or reducing operating costs.
    KPI Reports
    Dashboard

Kiosk

  • Self-service device or computer terminal that is used by Members to perform various tasks related to their Membership or club usage.
  • A kiosk may be located within the club, and is typically accessible to members during scheduled hours of operation.
  • Kiosks provide a convenient and efficient way for members to manage their membership and club usage, or Check In to a booking, without requiring the assistance of Staff members

Labels

  • Customizable digital tags or categories that can be applied to Members, Classes, events, or other items within the club management software.
  • These labels can help club Staff quickly identify and sort relevant information, such as Member status, Membership Type, billing details, attendance history, and more
  • For example, a club might use labels like “new member,” “premium member,” “personal training client,” or “group fitness participant” to organize their member database and tailor their communication and marketing efforts. Labels can also be used to create targeted Reports or search for specific groups of members or activities.
    Labels
    Add Member Details

Linked Member

  • A Member who is associated with another Member’s Account.
  • This typically occurs when two or more members billing accounts are linked such as a family Membership or a corporate membership.
  • Linked members are managed as a group, which means that changes to one member’s account (such as adding or removing a membership plan) can affect the billing and access of all linked members.
    Linked Members

Linked Membership

  • Used when one Member is financially responsible for Membership of another member, such as a parent or guardian paying for a child membership.
  • This means that the linked member’s attendance, Payments, and other membership details are tracked and managed within the primary Member’s Page.
  • Linked memberships can be useful for a variety of scenarios, such as family memberships, corporate memberships, or memberships that include additional guests or dependent members.
    Linked Members

Maintenance Fee

Master Account

Measurements

  • The physical measurements taken by club Staff or Trainers to assess a Member’s progress and track changes in their body composition over time.
  • Common measurements may include body weight, body fat percentage, muscle mass, BMI (Body Mass Index), waist circumference, and other relevant metrics.
  • Measurements are typically taken at regular intervals, such as weekly, monthly, or quarterly, and may be recorded manually or using specialized fitness tracking devices or software.
  • GymMaster provides tools and features to manage Member measurements, including templates for tracking and analyzing data, and options to display progress charts and graphs to members.
    Measurement Configuration
    Training

Member

Member Account

Member Awards

  • Recognition and rewards given to Members who have achieved certain milestones or accomplishments within the club.
  • These awards can serve as a way to motivate and incentivize members to stay committed to their fitness goals, as well as to promote a sense of community and engagement among members.
  • Member awards can come in various forms, such as certificates, badges, or trophies, and can be based on different criteria, such as attendance, achievement of specific fitness goals, or participation in events or challenges.
    Awards

Member Hold

  • A temporary suspension or freeze of a Member’s Membership plan.
  • When a member places a membership on hold, they are typically allowed to pause Charges and access to the club for a specified period of time.
  • Members holds may be used for a variety of reasons, such as temporary injury, illness, or travel, and are often subject to certain conditions and restrictions, such as a minimum and maximum hold period, a hold fee or deposit, and advance notice requirements.
  • A member hold can be applied to all or selected memberships.
    Member Holds

Member Page

  • A digital record that contains information about Members and Prospects, including their personal details, Membership status, Payment history, and financial Account.
  • Member pages are typically accessed and managed by club Staff, who use them to keep track of members' accounts, communicate with members, and provide customer service.
  • Member pages can be customized to include various types of information, such as attendance records, workout plans, personal goals, and progress tracking.
    Add Member
    Find Member
    Member Page

Member Portal

  • A secure online platform where Members can access their Account information, manage their Memberships, make Payments, and book Services or Classes.
  • The Member Portal is typically accessed via a web browser or mobile app, and requires members to log in using their unique account details (such as a username and password).
  • Once logged in, members can view their membership details, including their Membership Type, Start and End dates, and payment history.
  • They can also make payments online, book services or classes, and view their attendance history.
    Member Portal
    Member App

Member Statement

  • A document that provides a summary of a Member’s Account activity for a specific period of time.
  • The member statement typically includes a breakdown of the Charges, Payments, Credit Notes, and any other transactions that have occurred during the specified time period.
  • Member statements are typically generated at the end of a Billing Cycles, but can also be generated on demand or at any other time as needed.
    Accounts and Billing Tab

Membership

Membership Basis

Membership Contract

Membership Fee

  • The amount that a Member pays to access the club’s Facilities and Services over a specified period of time, such as a month, a year, or a set number of visits.
  • Membership fees are usually paid in advance and can vary depending on the club’s policies and pricing structure.
    Membership Payment and Fees

Membership Length

Membership Types

Minimum Term

  • The minimum period of time for which a Member is required to commit to a Membership plan.
  • For example, a club might require a minimum term of 12 months for an annual membership plan, meaning that the member is committed to paying for 12 months of membership before they can Cancel or change their plan.
  • Similarly, a club might require a minimum term of 3 months for a monthly membership plan, meaning that the member is committed to paying for 3 months of membership before they can cancel or change their plan.
    Membership Basis

Monthly Billing Date

  • The specific date of the month on which a club bills its Members for their monthly Membership Fees or other Charges.
  • For example, if a club’s monthly billing date is the 15th of each month, then members will be charged for their membership fees on that date every month.
    Billing Setup

Never Bill

New Member

  • Refers to an individual who has recently joined the club and has signed up for a membership contract for the first time.
  • The process of adding a new Member to the system involves collecting relevant personal information, creating a Member Page, and assigning a membership plan.
    Add Member
    Sign Up Online

Next Payment

No Show

  • A situation where a Member fails to attend a scheduled booking, Class, or other activity, without providing advance notice or Canceling the appointment.

Notification Sounds

  • Sound alert triggered when a Member uses their Key Fob to gain access to the club.
  • Different sounds can be used to notify reception Staff if a Member has been denied entry, or if they have a ‘warning’ attached to their Account, such as an account due to be paid.
    Notification Sounds

One Payment - Paid in Full

Open Ended Membership

Opening Date

  • The date on which the club officially opens its doors for business.
  • This is the date on which the club begins accepting Memberships and providing services to its customers.
    Club Additional Details

Outstanding Balance

Overlapping Bookings

  • The situation where a Member has scheduled two or more bookings or appointments that occur at the same time.
  • To avoid overlapping bookings, GymMaster software may include features such as booking restrictions, capacity limits, and conflict detection.
    Schedule

Participants

  • Those who are enrolled in a Class, Personal Training session, group exercises, or any other structured programs provided by the club.

Pay Later

  • This option allows Members to defer Payment for services rendered until a later date.
  • With pay later, a member can receive services or Products from the club without immediately paying for them.
  • Instead, the club records the transaction and adds the Charges to the Member’s Account to be paid at a later date, typically at the end of the billing period.
  • This arrangement is commonly used to facilitate Recurring Payments for Memberships, Personal Training sessions, or other Services offered by the club.

Payment

  • The transfer of funds from a Member to the club for Products or services received.
  • Payments are made by members to pay for a Charge
  • A payment can occur any amount of time before or after the charge is due.
  • Usually payments are made on the same date as the charge is due, though this is not always the case.
  • If the member misses their first payment they will owe for the charge until payment is made.
  • A payment can be made in various forms such as cash, credit/debit cards, electronic funds transfer, or any other payment method accepted by the club.
    Accounts and Billing Tab
    Point of Sale
    Make Sale Using Point of Sale

Payment Frequency

  • How often a Member is required to make Payment for their Membership plan.
  • For example, a monthly membership plan requires members to make payments once per month, while an annual membership plan may require members to make a single payment at the beginning of the year.
  • Other membership plans may require payments every other week, or on a pay-per-visit Basis.
    Membership Payment and Fees

Personal Training

Point of Sale

Prepay

Prerequisite

Preset Date Program

Preview Billing

  • A feature that allows club Staff to preview upcoming Billing Cycles for Members.
  • Preview billing allows club staff to view the billing amounts for each member before the billing cycle occurs, so that any necessary adjustments or corrections can be made in advance.
  • Preview billing is typically used to catch any errors or discrepancies in billing amounts, to ensure that members are Charged correctly and to avoid disputes or complaints.
    Accounts and Billing Tab

Products

  • Goods or merchandise sold by a club to its Members.
  • These may include items such as club apparel, supplements, health food items, and fitness equipment.
    Products

Promotional Period

  • A specific period of time during which the club offers a Discount to encourage New Members to join or existing Members to renew their Memberships.
  • For example, a club might offer a promotional period during the holiday season, where new members can receive a discount on their new Membership Fees for the first month, before their fees shift to the regular membership fee structure.
    Promotions

Promotions

  • Marketing campaigns or special offers that are designed to attract New Members, retain existing Members, or encourage increased club usage.
  • GymMaster offers various promotion tools that club managers can use to create and manage promotions, such as Discounts, free trials, Referral programs, loyalty rewards, and more.
  • These promotions can be targeted to specific Member segments or customized based on individual member behavior and preferences.
    Promotions

Prorata

  • The proportional amount of a fee or Charge that is adjusted to reflect a partial billing period or partial usage of a club service or program.
  • For example, if a Member joins a club in the middle of the billing period, they may only be charged a prorated fee for the remainder of the period instead of the full fee.
  • Likewise, if a member Cancels a Membership or Service before the end of the billing period, they may be refunded a prorated amount for the unused portion of the service.
  • Prorated calculations in GymMaster are based on the length of the billing period and the Start and End dates of the membership or service. This enables clubs to provide flexible billing and membership options while ensuring that fees are calculated accurately and fairly.
    Add Membership to Member
    Billing FAQs

Prorate First Payment

Prospect

Prospect Funnel Stages

Questionnaire

Real Time Billing

  • Service provided by some Billing Providers
  • Real time billing in GymMaster refers to the capability to process and update billing transactions instantaneously.
  • For instance, when a member makes a purchase at the club’s store or pays for a service, the transaction is billed immediately, and the member’s account is updated in real-time.
  • This ensures that their billing status is always current, and any issues can be addressed promptly.
  • Payments for recurring charges (weekly / monthly memberships) are not typically treated as real time payments.
  • They may take several days to process, especially if paying via bank account. Realtime Billing

Receipt

  • Receipts are a document that provide proof of Payment
  • These can be generated for any payment or for any Charge that has associated payments
  • These can be generated as a PDF then emailed or printed
  • Receipts for point of sale transactions can be printed via Thermal Receipt Printers if your facility is utilizing these.

Recurring Payment

Referral

Referral Discount

  • A Discount offered to an existing Member who refers a New Member to the club.
  • When an existing member refers a friend, family member, or colleague to the club and they Sign Up for a Membership or service, the referring member may receive a discount on their own membership or service fees as a reward for their Referral.
    Referrals

Renewal Based Membership

Reports

Roster

Sale

Schedule

  • Calendar or timetable of club Classes and Services offered to Members.
  • The schedule may include information such as the name of the class, the date and time it is offered, the location within the club, and the name of the instructor or Trainer.
  • Members can view the schedule to find out what classes are available and when they are offered, and may use GymMaster’s online booking system to reserve a spot in a class in advance.
    Schedule

Service

Shared Membership

  • A Membership plan that allows multiple people to use the same membership account.
  • This type of membership is often used for families, couples, or groups of friends who want to share a membership and split the cost.
  • For example, a club might offer a shared membership plan where two or more people can use the same account and have access to the club’s Facilities and Services.
  • Each Member of the shared membership plan may have their own unique access card or login credentials, but they all share the same billing Account and membership privileges.
  • Shared memberships can offer a cost-effective way for multiple people to enjoy the Benefits of a membership without each person having to pay for a separate account.
  • However, there may be some limitations or restrictions on shared memberships depending on the policies of the club.
  • For example, there may be a limit on the number of people who can share a membership account, or there may be restrictions on when and how often each member can use the club’s facilities.
    Membership Payment and Fees

Sign-Up

  • The process of a person becoming a Member of a club.
  • This involves the individual filling out a Membership application or agreement, providing personal information such as their name, contact information, and billing details, and agreeing to the Terms and Conditions of the membership.
  • The sign-up process can be done in person or online.
    Add Member
    Sign Up Online

Sign-Up Fee

  • A one-time fee that is Charged to New Member when they join the club.
  • This fee is typically charged in addition to the Membership Fee and is meant to cover the costs associated with setting up the new Member’s Account and providing any necessary equipment or materials.
  • For example, a club might charge a sign-up fee of $50 to new members, in addition to the monthly membership fee of $50.
  • The sign-up fee might cover the cost of providing an access card or Key Fob, printing Membership materials, or conducting an initial fitness assessment.
    Membership Payment and Fees
    Add Membership to Member

SMS

  • “Short Message Service,” is text messaging. allowing club managers to communicate with their Members via text message.
  • GymMaster’s SMS feature enables the club to send personalized messages to their members for a variety of purposes, such as reminders about upcoming Classes, Promotions or special offers, Payment reminders, or general announcements.
  • These messages can be sent to individual members or to groups of members, and can be scheduled in advance or sent in real-time.
    Communication
    SMS Templates
    Automate SMS Messaging

SMS Opt-Out

  • The option for a Member to halt non-critical communication from your club. this option can be attached to the end of every SMS message.
    Unsubscribe

Sort Order

  • The order in which information is organized and presented to the user in the Member Portal, such as the order of Membership plans or the order of Members within a category.
  • For example, if a club has multiple membership plans, they may choose to organize them in a certain order, such as alphabetically by plan name or by increasing price.

Staff

Staff Permissions

  • The permissions and privileges granted to Staff members to perform certain actions within GymMaster.
  • These rights can be customized by admin to ensure that staff members only have access to the features and data that are relevant to their job responsibilities.
    Staff Permissions

Start Date

Start Time

Statement

  • A member’s statement will show all transactions from their account history within a specified date range.
  • Member’s often request these so that they can verify what they’re paying matches what they’re getting charged for.
  • You can generate a statement by clicking the statement button at the top of the account’s tab, then selecting a date range.
  • This can then be printed, or emailed to your member.

Stock

  • The inventory of Products or items that a club offers for sale to its Members.
  • This may include items such as supplements, apparel, equipment, and accessories.
    Stock

Stocktake

  • The process of manually counting and recording the inventory levels of Products or items in a club, such as supplements, equipment, or other retail items.
    Stock

Tailgating

  • Refers to the illegal practice of one person following closely behind another person to enter a club without proper access or authorization.
  • This can occur when a Member enters a club using their membership card or Key Fob, and another person follows closely behind them to enter without scanning their own card or fob.
  • This practice is prohibited in most clubs as it can compromise the security and safety of the facility, and can result in unauthorized access and use by non-members.

Tasks

  • A feature that allows club managers to create and manage automated alerts to Staff of action required, and communication to Member.
  • Tasks can be used to help club managers keep track of important deadlines, upcoming events, maintenance schedules, and other tasks and responsibilities related to managing a club.
  • Tasks can be assigned to specific staff members, and can be set up to recur on a regular basis, such as daily, weekly, or monthly.
    Tasks
    Automated Tasks
    Staff Action Tasks
    View and Complete Tasks

Templates

  • Pre-designed forms or layouts that can be used to create consistent and professional-looking documents or communications.
  • Templates can be used for a variety of purposes in GymMaster, such as creating customized workout plans for Members, designing marketing materials or flyers, or creating Invoices or receipts.
  • By using pre-designed templates, club managers can save time and ensure that their documents and communications have a consistent and professional look and feel.
    Templates and Communication

Termination Date

  • The date on which a Member’s Membership is ended, as a result of either the club or the member choosing to Cancel this membership.
  • The End Date of memberships is inclusive.
  • For example, a membership with end date 31st March will allow the member to use Benefits such as door access up to and including on the 31st, but from 1st April they will be denied access.

Terms and Conditions

Text Input Field

  • Type of form field where club Staff or Members can type or enter text information, such as names, addresses, phone numbers, emails, notes, or comments.
    Custom Member Fields

Thermal Receipt Printer

  • A type of printer that uses heat to transfer ink onto paper, creating a printed Receipt or document.
  • Thermal receipt printers are commonly used in retail and service industries, including clubs, to print out receipts, Invoices, and other transactional documents.
  • They offer several advantages over other types of printers, including faster printing speeds, lower maintenance requirements, and higher print quality.
    Point of Sale Stations

Till

Timesheet

Tooltips

  • Help-text messages or pop-up windows that appear when a user hovers their mouse over an icon, button, or other interface element.
  • Tooltips are designed to provide additional support and context about a particular feature or function within GymMaster, helping users to understand how to use the software and what different features do.

Trainer

Trial Membership

  • Short term membership trial
  • Designed for prospects to trial your club
  • Expires in selected number of days, cannot be renewed
    Membership Basis

Unsubscribe

  • Process by which a Member or contact requests to no longer receive non-critical SMS or other forms of communication from the club.
    Unsubscribe SMS

Upfront Fee

User Administration

  • A feature that enable club managers to manage user accounts and access levels within the GymMaster software.
  • User Administration allows club managers to create, modify, and delete Staff accounts, as well as to control the permissions and access levels that each staff member has within the system.
  • This can include things like setting up user roles and permissions, managing user passwords, and defining who has access to different areas of the software and facility.
    User Administration

Visits

  • A visit is recorded when a member enters the club

Note that;

  • Checking into a booking within the same entry does not create another visit
  • Multiple entries in one day may count as separate visits, depending on the swipe timeout setting
  • Brief re-entries (e.g., returning after grabbing an item from the car) are not counted as new visits
  • Bringing a friend can optionally record two visits
  • No-shows to a booking and manual check-ins by staff register as visits
  • Passing through multiple access points in one session counts as a single visit
  • The visit can be logged under the applicable membership type:
    • Classes can use benefit from main membership, or a class pack
    • Workout uses the main membership

Waitlist

  • A list of Members who wanting to enrol in a specific Membership program or Service, but are currently unable to do so because the program or service has reached its Enrollment Limit.
  • When a Class or service has reached its maximum capacity, the club can offer the option for members to join the waitlist, allowing them to be notified if a spot becomes available due to a Cancellation or if the club decides to add more spots.

Waiver

  • A legal document club users are required to sign before using the Facilities.
  • The waiver typically outlines the risks and responsibilities associated with using the club equipment and facilities.
  • By signing the waiver, the Member acknowledges and accepts these terms, and agrees to release the club from any liability for injury or damages that may result from their use of the facilities.
  • Waivers are an important legal protection for clubs, and are typically required by law in many jurisdictions.
    Forms and Waivers
    Attach Forms to Class / Service
    Attach Forms to Membership

Weekly Billing Day

  • The specific day of the week on which a club bills its Members for their weekly / fortnightly Membership Fees or other Charges.
  • For example, if a club’s weekly billing day is Thursday, then members will be charged for their weekly / fortnightly membership fees on a Thursday.
    Billing Setup

Workouts

  • Exercise routines and programs designed for Members to achieve their fitness goals.
  • Workouts can be designed for individuals, groups, or Classes and can vary depending on the fitness level, goals, and preferences of the member.
  • GymMaster provides tools and features to help Trainers and instructors create and manage workouts for members, including the ability to create and schedule workouts, assign specific exercises and equipment, and track progress over time.
  • Workouts can be customized to meet the specific needs of each member, whether they are looking to lose weight, build muscle, improve their endurance, or simply maintain their fitness level.

X Report

  • A Report showing transactions processed from the start of the day to the time the X Report is run.
  • Intended to be run at the end of each shift to obtain shift sales.
    Till Take Report

Z Report

  • A Report showing transactions processed since last Z Report was run.
  • Intended at the end of the each day.
    Till Take Report

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