Getting started with the Gym module in ChecKmate

The Gym module is for gyms, fitness studios and personal trainers. It keeps your members, their memberships and what they owe in one place. You can also check members in at the door, run classes and track personal training sessions.

Before you start

• On your Dashboard, go to the Property & Services section and open Gym Management. It is part of the Enterprise plan.
• Use Select Location at the top to pick the business and branch you are working in.
• You don't need to switch anything on in Settings.

The module has these tabs: Dashboard, Members, Plans, Memberships, Check-In, Classes, Trainers, PT Sessions, Reports and Audit.

Step 1: Create your membership plans

A plan is what you sell, for example Monthly Full Access or 3-Month Classes Pass.

1. Go to the Plans tab and click New Plan.
2. Enter the Plan Name.
3. Choose the Duration Type: Monthly, Quarterly, Yearly or Custom.
4. Enter the Duration (days), such as 30, 90 or 365. ChecKmate uses this number to work out when the membership ends, so make sure it matches the duration type.
5. Enter the Price.
6. Choose the Access Type: Full Gym, Classes Only or Personal Training Only.
7. Fill in Session Limit if the plan only covers a set number of visits. Leave it blank for unlimited.
8. Set Freeze Days, the most days a member on this plan can freeze. Leave it at 0 if the plan can't be frozen. Add a Description if you like, then click Create Plan.

Each plan shows as a card with its price, length and access. Click the pencil button to edit a plan.

Step 2: Add your members

1. Go to the Members tab and click Add Member.
2. Enter the Full Name. Add the Phone, Email, Date of Birth, Gender and Address.
3. Fill in the Emergency Contact and any Medical Notes, such as asthma or a bad knee, so your trainers know.
4. Click Create Member.

ChecKmate gives every member a member number. You can search members by name, member number or phone.

Each member has a status of active, frozen or cancelled. Use the snowflake button to freeze a member (for example, while they travel) and press it again to unfreeze them. A member can only be frozen if their plan has Freeze Days, and when you unfreeze them the days they were frozen are added to the end of their membership, up to the plan's limit. The red button cancels the member. Only active members can be checked in, given a membership or booked into classes.

Step 3: Give the member a membership and take payment

1. Go to the Memberships tab and click Assign Membership.
2. Pick the Member and the Plan, then click Assign.

The membership starts today and ends after the plan's number of days. It starts as unpaid, and the plan price shows as due.

To take payment, click the dollar button on the membership. In Record Payment, the Amount fills in with the full balance. Change it if the member is paying part now, then click Pay. The membership shows as partial until the balance reaches zero, then paid.

Step 4: Check members in at the door

1. Open the Check-In tab.
2. Under Quick Check-In, type at least two letters or numbers of the member's name, member number or phone.
3. Click Check In beside the right person.

ChecKmate checks the membership before letting them in. If the member is frozen or cancelled, has no membership, their membership has expired, or they have used up the plan's Session Limit, you'll see Check-in refused with the reason. A manager can let them in anyway with Override with manager PIN.

Today's Attendance lists everyone who has checked in today and what time they came.

Step 5: Add trainers and classes

Trainers: on the Trainers tab, click Add Trainer. Enter the Full Name, Specialty, Phone, Email and Commission %.

Classes: on the Classes tab, click New Class. Enter the Class Name and pick the Instructor. Set the Capacity, Duration (min) and Price. Type the Schedule in your own words, for example Mon/Wed/Fri 6:00 AM. Click Create Class.

To put a member in a class, click Book Class. Pick the Class, the Member and the Date, then click Book. Each class card shows how many places are booked out of its capacity.

Step 6: Track personal training

On the PT Sessions tab, click New Session. Pick the Member and Trainer, set the Date/Time and Fee, and add any Notes. Click Create Session. Each session shows in the list with the trainer, the time, the fee and whether it has been paid.

Step 7: Renewals and keeping track

The Dashboard tab gives you a quick view: Active Members, Expiring Soon (memberships ending in the next 7 days), Checked In Today, Monthly Revenue, Outstanding, Active Trainers, Active Classes and New This Month.

To renew, tap Renew on the member's membership. The new period starts the day after the current one ends, or today if it has already expired. Then record their payment as usual. Memberships past their end date show as expired.

The Reports tab shows Membership Revenue, Attendance Trends, Membership by Plan and a Trainer Commission Report.

The Audit tab keeps a record of members added, frozen and cancelled, memberships assigned and renewed, payments and check-ins, with who did each one.

Tips

• Check Expiring Soon on the Dashboard every Monday and call or message those members before their membership runs out.
• Keep an eye on Outstanding. It is the total still owed on memberships.
• Freeze a member instead of cancelling when they are only away for a while.
• Always fill in the emergency contact. You hope you never need it.
• Set each trainer's Commission % before you log their sessions, so the commission report is right.

Related

• Point of Sale: sell drinks, supplements and gear at the front desk.
• Customers & Invoicing: keep customer records and send invoices.
• Appointments: take bookings for one-on-one services.
• Reports: your overall sales and business reports.