Isaac Buchanan

Anna Gertsen

Learn how to manage users, check history and segment user lists.

Account Management

Manage your gym staff, including controlling what actions they can take.

Staff

Give access to the Gymflow platform to staff and trainers.

Add A Staff Member

Assign roles to your staff members so that they only have permission access what they need on Gymflow.

Manage Staff Roles

Find out where to download the Gymflow Staff app to manage bookings on the go.

Download The Gymflow Staff App

Create, edit, manage and delete accounts.

Accounts & Passwords

Learn how accounts and profiles work in Gymflow. 

User Accounts & Profiles

Setup a new user account in the staff web portal.

Create A User Account

Learn how to create a user profile if a customer already has an account in another location

Multi-Site: Create A New User Profile

See how to update an account password, email and name. 

Update An Account

See how to change a users profile information. 

Update A Users Profile

See how you can update a profiles marketing and communication preferences. 

Manage Profile Marketing Preferences

Delete a user

Add a payment method (credit or debit card) to a user's account so they can make purchases.

Manage User Payment Methods

For multi site brands, allow users to use their account at another location.

Create a profile for a user at another location (beta) 

Other Actions

Add notes, documents and images to a user's profile for reference later.

Add Notes To A User

Give trainers access to a client profile in the Gymflow Staff app.

Assign a trainer to a user

Change a users home club to allow them to be managed by another location in your brand.

Switch a users home club

Learn how to add custom information to a member's invoices, to help them claim on their health insurance and more.

Add Custom Information to a Member's Invoice

Email a user

Add a waiver for guest to acknowledge before they attend your club.

Guest Registration

Refund a Payment

Learn how to segment your user list and send mass emails.

User Lists

What is a user and how are they automatically segmented.

User types

The ultimate overview of everything you need to get started!

Getting Started

Everything you need to setup your business on Gymflow for the first time.

Getting Started with Gymflow 🚀

Explore the different membership types you can create and sell.

Getting Started With Memberships 💳

Learn how to create and manage booking packs in Gymflow.

Getting Started With Credit Packs 📦

Learn how to set up your calendar and start to take bookings.

Getting Started With Classes 💪

Learn how to accept bookings for personal services and room rental.

Getting Started with Appointments 🧘‍♀️

Learn how to maximise sales by capturing, promoting and tracking your leads.

Getting Started With Leads

Learn how to apply custom branding and use links or embeds to enable online sales and bookings.

Getting Started With Website Links & Embeds 🔗

Create and manage your products and services. 

Products & Services

Creating Memberships

Understand the different membership options possible.

Membership Types

Build your membership offering and start selling memberships.

Create a Recurring Membership

Create pre-paid memberships, sometimes known as paid-in-full or passes.

Create a Pre-Paid Membership

Sell a discounted or free trial membership to generate more leads.

Create a Trial Membership

Adjust existing membership pricing, descriptions and billing.

Edit an Existing Membership

Add or remove a joining fee to a membership.

Add or remove a joining fee

Include booking rights for classes and appointments (credit packs) with a membership.

Add or remove a membership inclusion

Clean up your memberships lists by deleting or disabling a membership.

Delete or Disable a Membership

Learn how recurring membership billing works.

Membership Billing

Membership Billing Overview

Learn how to change a membership billing date.

Change the billing date of a Membership

Write off an overdue or upcoming membership payment.

Write off an overdue invoice

Make a one-off change to the cost of an upcoming membership payment.

Apply a credit to an Invoice

Change the price of a recurring membership after it's been sold.

Adjust the Price of a Membership

Collect an overdue invoice

Learn how Gymflow helps you manage failed payments.

Manage Failed Payments

Learn how to implement failed payment fees to reduce overdue payments and increase revenue. 

Late Payment Fees

Learn what the most common reasons payments fail are

The most common reasons payments fail

Managing Memberships

Read about the different membership statuses and what they mean.

Membership Status Definitions

Learn how to cancel immediately or schedule a membership cancellation.

Cancel a Membership

Learn how to upgrade or downgrade a membership.

Change a Membership

Learn how to pause or schedule a pause for a membership.

Pause a Membership

Learn how you and your members can resume their membership.

Resume a Membership

Learn how to expire a pre-paid membership or trial or change its expiry date.

Change the expiry date of a Membership

Learn how to offer couples and family memberships.

Share a membership with another user

Learn how to renew or change a memberships contract expiry date.

Change the contract end date of a Membership

Learn how to change the start date of a pending membership.

Edit the start date for a Pending Membership

Find out where you can view a memberships agreed terms.

Update or View the agreed terms for a membership

Allow members to cancel, upgrade or downgrade their subscription from the members app or customer portal.

Self Service Membership Management

Learn how you can waive the membership pro-rata payment

Waive Membership Pro-Rata Payment

Creating Credit Packs

Understand how credit packs work to book classes and appointments and whether they're suitable for your gym.

Credit pack overview

Build your credit packs to allow users to buy class packs and book classes.

Create a class package

Build your credit packs to allow users to buy appointment packs and book classes.

Create an appointment package

Control what classes a user can book using credit packs and class categories.

Class categories

Control what appointments a user can book using credit packs and appointment categories.

Appointment categories

Edit Credit Packs

Clean up and manage your credit packs by hiding and unhiding them.

Disable or enable a credit pack

Manage credit packs after they've been sold.

Manage Credit Packs

Tracking Credit Usage

Adjust a credit pack

Expire a credit pack to remove it from use.

Expire a credit pack

Learn how to re-activate an expired credit pack.

Reactivate an expired credit pack

Change a credit pack's expiry date

Learn how to enable, sell and redeem gift vouchers

Gift Vouchers

Learn how to enable gift vouchers for your club.

Enabling Gift Vouchers

Learn how you can sell gift vouchers from the staff and customer areas.

Selling Gift Vouchers

Redeeming Gift Vouchers

Learn how to track all the vouchers sold at your club.

Tracking Redemptions

Learn how to create products and manage inventory. 

Products

Create and edit products in order to generate revenue from joining fees, merchandise, food, drink and much more.

Create or edit a product

Clean up your product list by disabling products you no longer need.

Disable or enable a product

Create a custom charge and then charge this to a user and take payment.

Custom charges

Offer class and appointment bookings and manage everything from the calendar..

Calendar & Bookings

Learn to create and manage a class schedule, accept bookings and manage check ins.

Classes

Create your class options that you will add to your schedule.

Create Your Class Types

Create spaces used for accepting bookings for classes or appointments.

Create Your Facilities

Control how far in advance users can book classes and noticed required to cancel.

Class Booking Rules

Find out how to charge for late cancellations and no-shows to improve attendance and boost revenue.

Late Cancellations

Increase class attendance and revenue by charging members a fee when they don't show up for a class.

No Shows

Schedule Classes

Cancel A Class

Learn how to manage users bookings and take attendance.

Manage Class Attendance

Use waitlists to maximise class attendance. Automatically book users into a class if a spot becomes available.

Class Waitlists

Track your users efforts and provide rewards and recognition

Class Milestone Tracking

Learn how users can check themselves into classes using the self check-in kiosk.

Self Check-In Kiosk

Learn how staff can add users to event or class manually, if the user hasn't booked themselves in.

Add Users to a Class

Learn how to send email or SMS to class participants

Communiсate with class participants

Learn how to create appointment types to offer users and how to manage appointment bookings and payments.

Appointments

Learn how to book a user in for an appointment.

Book an Appointment

Cancel, reschedule and record attendance for a booked apppointment.

Manage An Appointment Booking

Collect payment, either in currency or credits, for an unpaid appointment.