Gym module – members, memberships and check-in desk

View as .mdUpdated Oct 30, 2026

The Gym management module runs a gym or fitness studio in SmartPOS Hub: membership packages, member profiles, a front-desk check-in screen that works with card scanners, classes and timetable, trainers, workout and diet plans, body measurements and gym reports. Membership sales are ordinary sales, so they show in your ledgers and profit and loss.

What the module includes

Menu item under Gym	What it does
Dashboard	Active members, new this month, expiring soon, expired, check-ins today, in the gym now, revenue and dues, with charts
Check-in desk	Scan a member card or search; check in, check out or renew
Members	Member profiles linked to customer contacts: photo, code, health notes, trainer, goals
Memberships	Sell, renew, change plan, freeze and cancel
Membership packages	The plans you sell: duration, price, admission fee, session limits, class access, access hours
Attendance history	Every check-in and check-out
Classes & schedule	Classes, weekly time slots, rosters and attendance
Trainers	Trainers linked to users, with commission and assigned members
Workout & diet plans	Day-by-day plans you assign to members
Body measurements	Weight, BMI, body fat and other measurements with a progress chart
Reports / Settings	Gym reports and settings

First-time setup

While packages, trainers, classes, members or sales are missing, the Gym dashboard shows a Set up your gym checklist with links.

Switch the module on: Settings › Business Settings › Modules, turn on Gym management module, and click Update settings.
Open Gym › Settings. Set your member code prefix and default tax on General, then check Membership rules (admission fee, grace days, renew from), Freeze, Attendance & access (one or more check-ins a day, auto check-out, what blocks entry), Locations & rooms and Cards & receipts. Click Update.
Open Gym › Membership packages and click Add package (or Import prebuilt). Enter name, duration, price, admission fee, tax, session limit, class access and access hours.
Add trainers under Trainers, and classes and time slots under Classes & schedule.
Add members under Members (or import them), then sell each one a membership.

Membership packages list with Basic Monthly, All-Access Monthly, Student and Off-Peak plans, duration, price, admission fee and active members — Membership packages are the plans you sell. A package in use is deactivated instead of deleted.

Everyday use

Check members in at the front desk

Open Gym › Check-in desk (or click Open check-in desk on the dashboard).
Scan the member card, or type a name, member code or phone number and press Enter.
The card shows the photo, plan, end date, days left, sessions, dues and any medical note, with allowed or blocked and the reasons.
Click Check in. If the plan has expired, click Renew to sell a new period on the spot. Use Manual entry for a check-in you forgot to record.

Front desk check-in page with a large scan card or search member box and a list of members currently in the gym — The check-in desk. Members currently in the gym are listed on the right with a check-out button.

Sell or renew a membership

From the member page or Memberships, choose Sell membership, pick a package and start date (renewals start after the current end date), and take payment now or later.
From the POS, pick the customer and click Gym membership in the POS toolbar.
Unpaid amounts show as Outstanding dues; collect them later with the normal add-payment window.

Gym dashboard with active members, expiring in 7 days, check-ins today, revenue this month and outstanding dues, plus revenue and members charts — The Gym dashboard shows what needs attention today: expiring plans, dues and who is in.

Settings explained

Gym settings General tab with member code prefix, member code digits, membership reference prefix and default tax rate — Gym settings tabs: General, Membership rules, Freeze, Attendance & access, Locations & rooms, Cards & receipts.

Tab	Main options
General	Member code prefix and digits, membership reference prefix, default tax rate
Membership rules	Default admission fee and whether it is charged once per member, grace days, expiry warning window, renew from end date or today
Freeze	Freezing on or off, minimum and maximum days, maximum freezes
Attendance & access	One or several check-ins per day, auto check-out after hours, block entry on expired plan, dues or session limit
Locations & rooms	Where members train
Cards & receipts	Member card and receipt options

The Payment to confirm — Membership section below the tabs lets customers buy or renew online and pay before the plan starts. See Booking payments.

Permissions

On the Roles page	What it allows
View gym dashboard	The Gym dashboard
Members: view / add & import / edit / delete	Member profiles
Memberships: view	Memberships and receipts
Memberships: sell, renew & change plan	Selling memberships (also the POS button)
Memberships: freeze & unfreeze / Memberships: cancel & delete	Freeze and cancel
Membership packages: manage	Packages
Membership payments: add / edit / delete	Payments on memberships
Attendance: use the check-in desk / Attendance: view history	Check-in desk and history
Classes: view timetable / book members into classes / manage classes & schedule	Classes
Trainers: manage	Trainers
Workout & diet plans: manage and assign	Plans
Body measurements: manage	Measurements
Gym reports / Gym settings	Reports and settings

A front-desk role usually needs Attendance: use the check-in desk, Members: view and Memberships: sell, renew & change plan. Admins have every permission.

In the SmartPOS Business app

Front-desk staff check members in by scanning their card with the phone camera. The app shows Allowed to enter or the reason entry is blocked, plus any outstanding dues. Members, renewals and class rosters are in the app too.

Tips and mistakes to avoid

Print member cards with their code so the check-in desk can scan them; typing names is slower at busy times.
Decide early whether expired members or members with dues are blocked; staff can still override at the desk.
Use packages for every variation (student, off-peak, quarterly) instead of manual discounts, so reports by plan stay clear.

Booking paymentsLet members buy or renew online and pay before the plan starts.

Customer ledgerSee dues and payments for each member.

Bookings, hotel, gym & repair in the appUse the Gym screens on your phone.

All modulesEvery module and how to switch it on.

Frequently asked questions

Who is the Gym module for?

Gyms, fitness studios, yoga and martial-arts studios, swimming clubs and sports clubs that sell memberships and check members in at the door.

Can I sell a membership from the POS?

Yes. Pick the customer on the POS and click Gym membership. Choose a package, check the start date and price, and take payment now or later.

How does check-in work with a card scanner?

Open Gym › Check-in desk. A barcode or QR scanner that types like a keyboard scans the member card and presses Enter; if the member is allowed, they are checked in straight away. Otherwise the desk shows why, for example an expired plan or dues.

Can a member freeze their membership?

Yes, when freezing is allowed in Gym settings and on the package. The frozen days are added to the end date.

What happens when a member changes plan?

Use change plan on the membership. Unused days of the old plan are credited against the new one.

Does gym revenue show in my accounts?

Yes. Membership sales are normal sales with payments, so they appear in the member's ledger, cash register and a Gym membership revenue row in the Profit / Loss Report.

Do members get expiry reminders?

Yes, by email, when you turn on auto-send for the Gym membership expiry reminder in Notification Templates and email is set up for your business.

Can I limit visits per week?

Yes. Each package can have a session limit for the whole membership, per week or per month, class access and access hours such as off-peak.