Gym management software that takes the pressure off your front desk

What a typical gym struggles with

A gym lives on open memberships and on the after-work rush. When five people are queuing at the front desk at half past five, every minute spent looking up a name is a minute of frustration for members and staff alike. On top of that come the problems that are hard to keep under control without a proper tool:

• ✓Queues at the door because every membership has to be checked by hand.
• ✓Membership cards lent to friends, so nobody really knows who is training.
• ✓Freezes for holidays or injuries tracked on paper, with no limits and no history.
• ✓No early warning about members who are drifting away before they cancel for good.

Gym membership software with every member in one profile

Every member has a profile with their current status and full membership history. You can sell time-based memberships (for example 30 days of open access), visit packs such as 10 visits, single day passes and subscription-style memberships. How each type is configured is explained on our membership management page.

Freezes are applied at the front desk and extend the membership by the frozen period. You decide the rules – how many times and for how long a member can freeze – so there are no arguments and no special exceptions for friends of the staff.

How does QR check-in work in gym management software?

Members show a QR code in the member app and the front desk scans it, getting an instant answer: entry accepted, or entry refused with a clear reason – membership expired, no visits left or membership frozen. The code rotates every 30 seconds, so a screenshot sent to a friend simply will not work, and all check-ins appear live on a single screen.

Turnstiles with QR readers and standalone QR readers are available as an add-on service. Turnstile integration is currently in pilot deployments, so today check-in is handled by the front desk scanning the member's code.

What do the gym reports show?

The KPI dashboard shows active members, churn, sales and the average number of visits per member per week, each compared with the previous period. A separate list highlights members at risk – people who have not been in for 14 days – so you can get in touch before their membership quietly runs out.

The attendance heatmap shows which days and hours are packed and when the floor is empty. That helps with front desk rotas, off-peak promotions and decisions about opening hours.

Group classes and multiple locations

Plenty of gyms also run classes such as spinning, circuit training or back care. Flexatiq handles rooms, class types, recurring classes and class caps. Members book from their phone, and when a class is full they join the waitlist and are moved onto the class list automatically when someone cancels. See class booking for the details.

If you run more than one gym, every location is managed from one account, and the Network plan has no limit on active members.

Where is gym member data stored?

Member data is stored on servers in the European Union and processed in line with GDPR. Each club's data is isolated, keys and tokens are encrypted, and staff only see what their role allows: owner, manager, front desk or instructor. You can export your data as CSV whenever you need it.

Getting started

When you create your account, you choose the type of facility – a gym. Flexatiq then switches on sensible default features and starter memberships that you can adjust in a few minutes. Moving from another system or from a spreadsheet? Our team migrates your members and memberships from a CSV file or an export of your current software, free of charge. Staff are invited by email, and the panel and member app are available in English and Polish.

You can use Flexatiq free for 30 days with no commitment. Contact us for pricing or book a demo, and we will walk you through it with your own membership types.