# Gym step 8: online memberships and reminders

> Let members buy or renew a gym plan in the SmartPOS Shopper app or the customer portal and pay before it starts, and send automatic expiry reminders.

Source: https://docs.smartposhub.com/business-types/gym/step-8-online-memberships-and-shopper-app/  
Last updated: 2026-10-30  
Product: SmartPOS Hub (https://smartposhub.com)

Let people join or renew at midnight instead of queuing at the desk. This page switches on **online memberships** that start once paid, shows what members see in the **SmartPOS Shopper** app, and turns on **expiry reminders**. It is for the owner.

## Before you start

- A card gateway or an offline method (bank transfer) is set up in **Finance › Payments › Payments & gateways** ([Payments hub](https://docs.smartposhub.com/modules/payments-hub/)).
- Your store is visible in the Shopper app ([Shopper app for your store](https://docs.smartposhub.com/online/shopper-app-for-your-store/)), or customers use the [customer portal](https://docs.smartposhub.com/customers/customer-portal/).

## Set the online membership rule

> **How to turn it on**
> 1. **Plan:** Payments plus the Gym management module
> 2. **Switch:** Payment to confirm — Membership card in Gym › Settings
> 3. **Permission:** Booking payments: view / manage; receipts need Review payment proofs
> - **Mobile app:** Members buy in the SmartPOS Shopper app or the customer portal

1. Open **Gym › Settings** and scroll to **Payment to confirm — Membership**.
2. Set **Payment required** to **Full payment** (or a deposit).
3. Under **When it is due**, choose **Pay within a number of hours** and enter **Hours to pay**, for example 24.
4. Tick **Also for renewals** if members may renew online.
5. Tick the **Allowed payment methods** (none ticked = every method attached to memberships in **Finance › Payments › Payments & gateways**).
6. Write the **Refund and cancellation policy (shown to customers)** and save.

![Gym settings with the Payment to confirm membership card below the tabs: full payment, pay within 24 hours, an Also for renewals option, allowed payment methods and a refund policy](https://docs.smartposhub.com/_astro/gym-settings-attendance.C9Esbfr9.png) (web app page: `/gym/settings`)
*The Payment to confirm — Membership card sits below the Gym settings tabs.*

## What members see

In the **SmartPOS Shopper** app ([Google Play](https://play.google.com/store/apps/details?id=com.smartposhub.shopper)), your gym page shows **Become a member**, **Buy or renew online** with your payment rule, your plans with **Buy** or **Join with this plan**, and **See the class timetable**. The customer portal has the same **Buy or renew a plan online** option.

![Shopper app gym page with Become a member, a Buy or renew online box with full payment within 48 hours, Buy buttons on plans and Join with this plan buttons](https://docs.smartposhub.com/_astro/shopper-gym-plans.C1dCrW33.png)
*The gym page in the SmartPOS Shopper app.*

## Follow online payments

New online memberships wait as pending payment. Follow them in **Finance › Payments › Booking payments**, approve bank receipts in **Receipts to review**, or use **Mark as paid** when the member paid at the desk. Once paid, the membership becomes **Active** and its sale and payment are recorded like a desk sale. More: [Booking payments](https://docs.smartposhub.com/modules/booking-payments/).

**Note:** 
Members also get messages through the six **Booking payment** templates in **Notification Templates** (waiting for payment, receipt received, paid and confirmed, receipt not approved, time running out, expired).

## Expiry reminders

1. Set the **Expiry reminder window (days)** in **Gym › Settings › Membership rules**, for example 7.
2. Open **Notification Templates**, find **Gym: membership expiry reminder**, check the text and turn on auto-send.
3. Make sure email is set up for your business. Each membership gets the reminder once.

The dashboard's **Expiring in 7 days** card and the **Expiring & expired** report (with **Renew** links) let the front desk call members too.

  - [Shopper help: rooms, gym and repairs](https://shopper.smartposhub.com/bookings/rooms-gym-and-repairs/)
  - [Daily operations](https://docs.smartposhub.com/business-types/gym/daily-operations/)

## Frequently asked questions

### How do members buy a plan online?

Turn on a Payment to confirm rule for memberships in Gym › Settings. Members then see Buy or renew online in the SmartPOS Shopper app and the customer portal, pick a plan and pay.

### When does an online membership start?

The membership waits as pending payment. Once the payment succeeds, or you approve an uploaded bank receipt, it becomes active and the member is active.

### What if the member never pays?

The hold expires at the deadline you set (for example 24 hours) and the pending membership is cancelled. Nothing is charged.

### Can renewals be paid online too?

Yes, when Also for renewals is ticked on the membership rule.

### How do expiry reminders work?

In Notification Templates, turn on auto-send for Gym: membership expiry reminder. Each membership gets one email when it enters the expiry window set in Gym settings, if email is set up for your business.

### Can members see the class timetable in the app?

Yes. The gym page in the SmartPOS Shopper app has See the class timetable next to the plans.