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In Progress
Additional Membership Reports
Churn/Attrition Rates Average Membership Length Average Membership Yield Monthly Recurring Revenue (MRR) Monthly Recurring Revenue Change Memberships By Status Summary Predict future revenue (multiple invoices) based on current memberships, contract end dates etc.
Client Age Restrictions
Add option for clubs to set their own minimum age restrictions for their club. For example, so that if they are under 16, they are informed with a message that they are unable to join or use the facilities once they enter their birthdate. *Consider if this restriction will come before or after purchase. Perhaps an option to move this pre-purchase. Note some clubs also may want a minimum age (for example can’t get the cheaper student rate as you’re over 17)
In Progress
Appointment / Class Booking Reports
Reports for all appointments run including who the users and trainers are, the value of the appointment and the commission if any. Create a report by trainer and includes: - Classes held that month - Total number of booked users - Total credits spent Occupancy Report - Can be used for occupancy/utilization for any resource (facility or staff member) - Potential heat-map of days of the week vs hours in the day showing busier and quieter times Example use case: We then apply each trainer’s commission rate to the total number of credits spent that month to calculate their payout. This report should remain private to each individual trainer. Would be nice if you could see bookings / member - filter by member
Scheduled
Limit Number of Trial Membership/Credit Packs Sold
When creating membership/credit pack trial, add an option to limit the number of times a user can purchase it. If the member tries to buy the membership more times than they're allowed, show an error message explaining why they can't buy it. If the staff member tries to sell the membership to someone who's already bought it the maximum amount of times, warn them but let them still sell the membership if they want to (e.g. if the member had bought the trial before but not used it, and now the staff want them to have another opportunity).
Beta Testing
Product Shop For Web & Fulfillment tracking + Product Links
Add a product shop for the website pages include a notification when an order is placed and option to mark the order as fulfilled. Create direct purchase links for Products, so that clients can directly send users to specific product purchase pages Ability to use QR code to get to product link and pay from the app
Lead Management Improvements
Improve the UI/UX of the leads pipeline to more easily manage leads, including: Showing the last note created on the lead card so it can be viewed without needing to open the lead Add the ability to log call activity on the lead include the outcome e.g Call - No Answer, Call - Left VM, Call - Spoke To, Ability to see the activity on the lead in an easier way than navigating to the leads profile and back. Change the sorting in the Trial column. Currently, leads are sorted by their profile creation date, but it would be more useful to sort them by the date they were added to the Trial column. This way, if a lead uses a promo code and lands in the Trial column, they will appear at the top of the list—even if their profile was created some time ago. It’s worth considering applying similar logic to the rest of the default columns.
Make Full Membership History Visible
To give staff an audit trail on what happened we should save some history of what happened, when and by who to be displayed, this would include: Subscription Price Change Subscription Pause, Cancel, Change (there needs to be visibility into who scheduled/undid a cancellation, pause, etc. ) Subscription Status Change (We have this already) Contract End Date updates
POS & Checkout Improvements
Scanning barcodes to enroll a product/scanning it to sell it (ensuring the right product is sold and preventing human error when selling and tracking stock) Not having to create an account to sell e.g just a general guest checkout. Ability to add delivery address and shipping costs (for those that want to ship) Ability to add multiple items at checkout
Allow Appointments To Have Multiple Participants
Objective: Allow staff to set the capacity of an appointment to be more than 1 to allow for small group training or similar type of bookings with the flexibility of the appointment booking system. Feature: Add ability to set capacity of appointment to more than one Add a guest list to the appointment to see who is booked in
Tagging System
It would be useful to be able to tag users, memberships and credit packs. These tags could then be used to filter reports, amongst other things. For instance, it would be useful to be able to tag certain leads and then exclude those leads from lead reporting, so they don't affect metrics like the close ratio. This could also be used to filter the user group easily to send a bulk email / SMS to a custom group.
Improve User Search
Add ability to see all search results for a search term rather than just the first 5. For clubs that have more than 5 users with a similar name this makes searching difficult if they dont have the full name or email.
Choose default version of membership terms
Ability to select default/existing terms when creating additional memberships. Right now the system automatically creates the membership terms which is great for most clubs, though as a multi-location club I’d like to use the same approved terms across multiple memberships. If I could create and save the waiver to be re-used on other memberships that would be helpful.
Additional User List Filters
Age Credit Pack (Include “None” to see those without credit packs) Last Visit Date Last Booking Date No Purchases
Add Notes / Additional Question To Contact Us Forms (Separate from Onboarding)
Option to add what they are enquiring about for instance classes, memberships or 1:1’s When leads come through now, we dont have a way of differentiating what they're contacting us for (i.e. membership info, lessons, programs, etc). So if we had the opportunity for them to select that when they send their information that would be great. Example options: I am interested in a membership I am interested in a program I am interested in Lessons I am interested in Fittings
Categorize memberships / Membership Varients
As a gym owner, I want to categorize my memberships, so I can easily filter reports by particular sets of memberships, or create custom web links to offer a set of memberships to prospective customers. Allow creation of memberships with one main option (same inclusions) though offered with different variables (Price options, Commitment periods) - and have this displayed nicely on the membership page. For example, a drop down to choose the commitment period, which would update the price - instead of having 3 memberships listed, it could be 1 membership with 3 options.
Download Multiple Receipts At Once
A common request for us is to provide tax receipts for a full quarter of financial year. Members use this for insurance claims. Current process is to expect them to download up to 26 different invoices, or for us to manually make one up. Would be great if the option existed to group a bunch of payments onto the one doc. Thanks
Cancel bookings when membership is paused or cancelled
When members book classes / appointments and then their memberships is paused or cancelled, those bookings currently remain booked. We should add some logic/options for this: From Admin/For Staff: When pausing or scheduling a pause, staff should have the option to cancel user bookings within the paused period (Default to cancelling) When cancelling or scheduling a cancellation, staff should have the option to cancel user bookings after the cancellation period (Default to cancelling) From Members App/Customer Portal: If self serve membership cancel is on - When cancelling, all member bookings should be cancelled that are after the cancellation period. (e.g. they cancel, their bookings should be cancelled)
No Show, Late Cancellation and Waitlist Rules
Currently, the system handles late cancellations and no-shows by penalising members in two ways: Pass-Paying Customers lose their class pass, and if a fee is introduced, they would also pay this fee. Unlimited Membership Customers are only charged a fee without any additional impact. This creates an imbalance, as pass-paying customers face a double penalty (loss of pass + fee), whereas unlimited members are only charged the fee. Without the fee, pass-paying customers still lose their pass, while unlimited members face no consequences, which could be perceived as unfair. The Late Cancellation and No Show feature is a great tool to help automate what is a time consuming process, and has great potential. However for us, in the current form, it creates an imbalance that would be ill received by members. Feature Request To introduce separate rules for handling late cancellations and no-shows that ensure fairness between pass-paying customers and unlimited membership customers while preserving accountability. Potential Solution Separate Policies Based on Membership Type: Pass-Paying Customers Retain the current penalty of losing their pass for late cancellations or no-shows. Do not charge an additional fee, as the loss of the pass is already a significant consequence. Unlimited Membership Customers Introduce a fee for late cancellations or no-shows to hold them accountable. Optionally, include escalating penalties for repeat offences to encourage responsible behaviour (e.g., a higher fee after three instances in a month). Benefits Fairness: By tailoring penalties to membership type, the system ensures that all members are held accountable without disproportionately penalising one group. Improved Member Satisfaction: Customers are more likely to view the system as equitable, reducing complaints about perceived unfairness. Retention: Addressing these concerns could improve member retention by demonstrating responsiveness to their needs. Waitlist Considerations For members who join a class from a waitlist, the circumstances around cancellations or no-shows may differ from standard bookings. Late Notification of Waitlist Promotion Members may not have sufficient time to plan for attendance if they are promoted into a class from the waitlist at the last minute. Penalizing these members could feel unfair if they were unable to confirm attendance. Passive Waitlist Enrolment Some systems automatically promote waitlisted members without requiring confirmation. In these cases, members might be added to the class without their explicit acknowledgment, leading to unintentional no-shows or late cancellations. Potential Solutions for Waitlisted Members Notification Period for Waitlist Promotion Grace Period for Late Cancellations/No-Shows: Offer a short grace period (e.g., 2-3 hours) after being promoted from the waitlist. If a member cannot attend and cancels within this window, no penalty is applied. Advance Notification: Send an automated reminder when members are high on the waitlist, encouraging them to confirm or withdraw their interest. Confi
Ability To Customise Staff Permissions
GymFlow currently offers four pre-set user roles (Owner, Manager, Reception, Trainer). It would be great to have more flexibility by allowing us to create custom user roles. In our case, we’d be interested in creating a custom user role based on the ‘Trainer’ role, but with added permissions to create and manage their associated facilities as well as the names and descriptions of their classes.
Enable custom product categories
Add and edit your own product categories, which are used for filters in the product shop. We have many products (Specific supplements, drinks etc) would like customize the categories, as well as add sub-categories. Would also be great to have a separate menu (Menu’s like Square)