A gym sells two different things that most software treats as one. A class is a fixed number of places at a fixed time, and it is either full or it is not. Access to the floor or the pool is not a time at all, it is permission to turn up, limited by how many people can be in there at once. Running both off the same booking model is why so many gyms end up with a class list in one app and a member list in another.
The two lists nobody can join up
And the member is the one who notices.
- Classes are booked in a group chat or a comment thread, and the register is written out by the instructor
- Membership is a card, a name the receptionist recognises, or a photo in a folder
- Nobody knows real attendance, only sign-ups, so a class that books out and half empties looks healthy
- A drop-in visitor is cash in a drawer and no record at all
Fourteen mats on the floor is the capacity. Everything else is a preference.
Booked is not the same as attended
Sign-ups are the number most gyms report and the least useful one they have. A class that books out and runs at half strength is two problems wearing one costume: members who cannot get into a class they wanted, and an instructor teaching to an empty room.
The fix is that attendance comes from the door rather than from a clipboard. The same scan that lets somebody in marks them present, so the register is a by-product of entry rather than a task. After a few weeks the gap between booked and attended is visible per class and per member, which is the number that tells you whether to add a second session or drop one.
What you get
Classes, floor access and passes on one system and one door.
- A weekly class timetable with real capacity, duration and turnaround, generated from a pattern rather than typed out
- Occupancy counting for the floor, the pool or the sauna, where the limit is people at once rather than start times
- Day passes, multi-visit books, season passes and memberships, with the scan rule set per product
- Capacity rules and closures for holidays, maintenance, or the month an instructor is away
- Attendance from the scanner, so the register and the door are the same action
- A member record that shows what they book, what they attend, and when they stopped coming
The number that predicts a cancellation
A member who stops coming cancels months later, and by then the conversation is about money rather than about why they drifted. Because attendance is recorded at the door rather than self-reported, the record shows the gap opening: somebody who came three times a week in March and twice in May is visible in May. That is a segment you can act on while it is still a habit problem, which is a considerably cheaper conversation than a retention offer after they have decided.
Common questions
Can members book classes and non-members pay per class?
Yes, and both come off the same class capacity. A membership is a pass whose code keeps working for its life, a drop-in is a single-use ticket, and a class has one number of places regardless of which of the two took them. What differs is price and eligibility, which are rules rather than separate products.
What about somebody who just turns up?
Sold at the counter on the same system, so a place actually leaves the class or the floor count, a code is issued, and they get a record. That last part is the one gyms usually miss: a cash drop-in with no record is a customer you cannot invite back.
Our floor and pool have limits, not timetables.
Then set them to count people rather than sessions. Occupancy mode limits how many are inside at once rather than how many start together, which is the right model for a gym floor, a pool or a sauna. Classes on the timetable stay fixed-place, and both run on the same door.
Do memberships charge automatically each month?
No. A membership is bought for a period and ends when that period ends; there is no recurring charge against a saved card today. You can see who is expiring and carry them as a segment to send the renewal to, but the charge itself is a new purchase. If automatic billing is essential to your model, that is worth establishing before anything else.
How do we get a register?
You do not collect one. The scan at the door is the register: whoever came in is marked present against what they booked, so attendance and entry are one action. The gap between booked and attended then becomes something you can see per class, per instructor and per member.
Other industries we work with
Courses and workshops
Enrol once and be on the roster for every session, not booked week by week.
Read more
Kids and family activities
Sessions, party slots, and the details you actually need from a parent.
Read more
Restaurants and dining experiences
Set menus, tasting nights and brunch sittings sold as timed seats, paid for up front.
Read moreTell us about the event
Send your class timetable, how many each class takes, and what a membership is allowed to do. If you run an open floor as well, tell us what the comfortable number in the room is.
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