Release Notes

Say hello to the Members Inbox, a brand-new way for your team to message users directly from Gymflow, with delivery straight to their phone via push notification and a dedicated inbox inside the member app and web portal. No more switching to email, SMS, or a third-party tools for quick, in-product communication.

This feature update allows you to:

• Send individual push notifications

• Send bulk push notifications

Notifications include deep links so when they are tapped they guide the user straight to the inbox to see the full message.

If a member doesn’t have push notifications enabled they will still always get the message delivered their their inbox which is accessable from the members app or members web portal. Making inbox messages one of the most reliable ways to get your message across!

Please note to receive push notifications you app users need to allow them. We have been requesting these permissions in app for the last week but it will take time for existing users.

You see how to start sending message now in our guide.

This is just the start —replies, automated system messages (like booking confirmations), and a single combined view of all comms are all on the roadmap. For now, give the inbox a spin and let your members know there's a new way to hear from you.

If you have any questions, don't hesitate to reach out!

Kind regards,

The Gymflow Team

One of the most common admin requests just got a self-service option. Members can now pause and resume their own subscriptions directly from their profile — within the rules you set per membership. Less admin overhead for your team, more flexibility for your members.

⚙️ Set the rules per membership

You're in control of who can pause, for how long, and how often. On each membership plan you can now configure:

• Self-service pausing on/off — toggle it per plan, so it only applies where you want it to.

• Minimum & maximum pause duration — set the shortest and longest single pause a member can request (in days, weeks, or months).

• Rolling 12-month allowance — cap the total paused time a member can take across any rolling 12-month period.

⏸️ Members can pause from their profile

On plans where self-service pausing is enabled, members will see new options on the subscription card in the customer portal and the Members App:

• Pause — pick a start date and an end date within the min/max bounds. The membership auto-resumes when the pause ends.

• Resume early — end an active pause at any time.

• Cancel a scheduled pause — back out of a pause that hasn't started yet.

• Extend an active pause — push the end date further if they still have allowance remaining.

📊 Transparent allowance tracking

Members always know where they stand. The subscription card shows their remaining pause allowance for the current rolling 12-month window. If they've used it all up, the pause option is disabled with a clear explanation of when allowance becomes available again — no need to contact the club.

👀 Staff still see (and control) everything

When you view or manage a member's pauses from the staff portal or Staff App, you'll now see the plan's self-service rules and the member's current usage against them at a glance. Staff actions remain completely unrestricted — you can still pause or resume any member regardless of allowance.

We expect this to be a big time-saver for studios with members who travel, take seasonal breaks, or just need a bit of breathing room. Let us know how it lands.

Kind regards,
The Gymflow Team

Product sales have officially arrived on your Gymflow website! Previously, your Product sales were limited to the staff portal and the members app. With this update, we’ve brought everything into alignment. Now, your leads and members can enjoy the exact same seamless shopping experience on the web as they do in the app, sitting right alongside your Memberships, Credit Packs, and Gift Vouchers.

✨ Built for Conversions & Easy Admin

• No Login Walls: Anyone can browse your catalogue and build a cart as a guest. The sign-in step only appears at checkout, and their cart carries over automatically.

• Smart Member Pricing: The moment a member signs in during checkout, any special member discounts you've set up are applied instantly.

• Zero Extra Admin: Purchases flow directly into the same invoices, payment methods, tax settings, and sales reports you already use.

🛒 How to Get Started

Setting up your online shop only takes a few minutes:

1. Go to Settings > Website and switch on the Products toggle under your Page Menu settings to add the shop to your navigation.

2. Go to Settings > Products and ensure the specific items you want to sell online have the "On Web" toggle turned on.

3. Grab your Products Link or Embed Code to share it on your main website or social media!

🔮 What’s Next?

• Direct Product Links: Just like you can currently share direct purchase links for specific Memberships or Credit Packs, we will soon be adding individual product purchase links so you can link customers directly to a specific item.

• Order Fulfillment: We are also hard at work on a dedicated workflow to mark online orders as collected or shipped.

Expect both of these updates to go live before the end of June!

Have a play, share the link with your members, and as always — if anything looks off, drop us a message.

Kind regards,
The Gymflow Team

Following on from full member and lead management, we've now brought the entire Sell experience to the Gymflow Staff App. Your team can now sell memberships, credit packs, products and gift vouchers directly from their phone from anywhere!

If you're not already using the staff app, you can download for iOS or Android and sign in with your existing email and password.

🛒 Sell From Any User Or Lead Profile

A new Sell Item action is now available on every user and lead profile. Tap it, pick what you're selling, and you're straight into checkout — no need to switch back to the portal.

• Sell from a user profile — opens the shop flow with the user's context already loaded

• Sell from a lead profile — automatically converts the lead to a user behind the scenes, then opens the same shop flow. No extra steps for staff, no half-finished records

• Item type picker — choose between Memberships, Credit Packs, Products or Gift Vouchers from a single shop screen

💳 Browse & Sell Every Item Type

Every sellable item from the staff portal is now available in the app, with the same browsing experience your team is used to.

• Memberships — browse Recurring, Pre-Paid and Trial memberships using filter tabs, with search to quickly find the right plan

• Credit Packs — browse all available packs with name and price at a glance

• Products — browse your full product catalogue

• Gift Vouchers — set a custom voucher amount with full currency formatting and validation

🧾 Full Checkout In Your Pocket

The checkout screen brings the complete portal experience to mobile, with no compromises on what staff can do.

• All payment methods supported — charge a saved card on file, mark as paid in person (cash or terminal), or pay using the member's wallet balance

• Promo codes — apply a promo code at checkout and see the discount reflected immediately in the order summary

• Wallet balance — apply available wallet credit toward the total, with the remaining amount due clearly displayed

• Order summary — service name, subtotal, tax and amount due always visible so staff and members are clear on what's being charged

• Membership start dates — pick a custom start date for new memberships at the point of sale

✏️ Override Prices At Checkout

Staff can adjust the price of an item directly at checkout — perfect for negotiations, special deals, or one-off corrections.

• Editable price field on the checkout screen

• Original price stays visible for reference so there's a clear audit of the change

• Works alongside promo codes and wallet balance — the override sets the base price, discounts apply on top

• Available across item types, including appointment checkouts

This update closes the last major gap between the staff portal and the staff app. Whether your team is at the front desk, on the gym floor, or running a class, they can now manage members, take bookings, and process sales — all from their phone.

If you have any questions, don't hesitate to reach out!

Kind regards,

The Gymflow Team

We've brought full member and lead management to the Gymflow Staff App. Everything you can do in the staff portal for managing users — you can now do on the go, right from your phone!

If you’re not already using the staff app, you can download for iOS or Android and sign in with your existing email and password now!

👤 Redesigned Users Tab & Profiles

The Users tab has been completely redesigned with a new layout, global search, and quick actions. Finding and managing members is now faster than ever.

• Global search for multi site clubs with recent search history so you can quickly find members you've looked up before

• Create new users and leads directly from the Users tab — no need to switch to the portal

• Redesigned user and lead profiles with a clear info block showing membership status, badges, and key details at a glance

• Quick actions on every profile — edit, call, email, SMS, check in, or create a task without leaving the app

💳 Complete Membership Management

Staff can now manage every aspect of a member's subscription directly from the app — the same actions available in the staff portal are now in your pocket.

• View membership status with all states clearly displayed — active, pending, paused, cancelling, overdue, and more

• Cancel Membership - Schedule or cancel a membership immediately and collect cancellation reason.

• Pause Membership - Schedule or start a membership pause, resume and collect pro-rated fees.

• Update Details like prices, billing dates, contract length or change start dates.

• Change membership — switch a member to a different plan with a full comparison summary

• Share membership with another member (e.g. family or corporate sharing)

• Apply or remove promo codes on active subscriptions

• Collect overdue payments with a dedicated Collect button on overdue membership cards

• View full membership history — see all current and past memberships for any member

📅 Bookings — Classes & Appointments

View a member's complete booking history for both classes and appointments, with filtering and upcoming/past tabs.

• Classes — see upcoming and past class bookings with filter options

• Appointments — view upcoming and past one-on-one sessions (e.g. personal training)

🎟️ Credit Packs

Full credit pack lifecycle management is now available in the staff app.

• View current and previous credit packs with usage details

• Adjust quantity, edit expiry, expire, or re-activate packs — all from your phone

📝 Notes

Add context to any member or lead profile with full notes management.

• View, add, edit, and delete notes on user and lead profiles

• Supports text content and file attachments

🚪 Visits & Access

Track member check-ins and manage access credentials without touching the portal.

• View full visit history for any member

• Setup access or reset access directly from the app

💰 Wallet & Payments

Manage a member's financial details on the go.

• Wallet — view balance, transaction history, and collect payments including voucher code redemption

• Payment methods — view, add, set default, or delete a member's payment methods

• Invoices — view invoices in all states, issue refunds, adjust invoices, and collect overdue payments

✅ Tasks

Create and manage tasks linked to member profiles with the updated task design.

• Create and edit tasks directly from a member's profile

• Updated task form matches the latest design

This update means there's nothing you can do in the staff portal for user management that you can't now do from the staff app. Your team can manage members from anywhere — the front desk, the gym floor, or on the move.

If you have any questions, don't hesitate to reach out!

Kind regards,

The Gymflow Team

We've overhauled membership pausing completely, simplifying logic for most membership types, improving it for pro-rated memberships and granted staff way more flexibility as requested!

This new flexibly is only available in the staff portal and we have further updates coming enable self service pause for members within club rules and limits.

⏸️ Pause For Any Period You Want

Previously, pauses had to align with the membership's billing cycle. That's no longer the case. You can now pause a membership for any number of days — 10 days, 3 weeks, whatever the member needs. No more forcing pauses to fit around billing dates.

✏️ Edit an Existing Pause

Plans change. If a pause has already been scheduled or a membership is already paused, you can now edit it directly:

• Before it starts: Update the pause start date, the resume date, or switch between a specific date and indefinite.

• After it starts: Update the resume date or switch to an indefinite pause. The start date is locked once the pause is underway.

🧠 Updated Logic

We’ve improve paused/resume logic to make it simpler and more accurate when managing billing, here’s a high level view of whats changed and how it works:

• Flexible Billing Dates: When resuming the next billing date is simply pushed by the amount of days paid but not used (saved days). 

• Fixed Billing Dates (Pro-Rated): Billing date is retained and either:

  • A Pro-Rated payment is collected on resume date for any un-paid days between resume date and next billing date OR

  • Next scheduled billing amount is reduce by an amount if there are less days till the next billing date that was saved.

• Pre-Paid Memberships: Expiration date is extended by amount of days paused (within the limit of total days paid).

⏸️ Pause A Pre-Paid Membership

You can now pause a pre-paid membership, given more flexibility to those selling paid in full memberships.

We've updated our help centre with a full guide on pausing memberships — including how resume charges are calculated and how credits and bookings are affected. Check it out here.

⚙️ Track & Customise Pause Reasons

You can now manage the list of pause reasons that appear when staff pause a membership. Add, edit, or remove reasons to match how your club actually operates — simply select Manage Reasons from the pause reason dropdown.

📋 Contract Periods Automatically Extended

Memberships that have minimum terms will automatically have their term extended by any period the memberships is paused to ensure minimum terms are properly un-held.

♾️ Pause Indefinitely

If a member doesn't know when they'll be back — due to injury, travel, or anything else — you can now pause their membership indefinitely. It will stay paused and excluded from billing until a staff member manually resumes it. Perfect for situations where a specific return date just isn't known yet.

If you have any questions, don't hesitate to reach out!

Kind regards,

The Gymflow team

Here's a roundup of what's new in Gymflow this March — a mix of staff app improvements, smarter automations, and better member management tools.

🗓️ Add To Calendar – Staff App

Staff can now add bookings and appointments directly to their personal calendar from the staff app — keeping their schedule in sync and reducing missed sessions.

• Tap Add to Calendar from any booking or appointment in the staff app

• Adds the booking to the staffs native phone calendar

• Reduces scheduling confusion for staff managing multiple appointments

💰 Wallet Balance Adjustments by Staff

Staff can now manually add credit to a member's wallet directly from their profile — making it easy to reward members without any workarounds.

• Add credit as a reward, goodwill gesture, or referral bonus

• Reasons are required meaning you can always track who made the adjustment and why

• Manual adjustments are not recorded as a sale, keeping your revenue reporting clean and accurate

• Members can use their balance to pay for anything at your club — memberships, credit packs, products and more

⚡ New Zapier Trigger – Cancellation Submitted

We've added a new Zapier trigger that fires the moment a cancellation is requested — before it actually takes effect. This gives you a crucial window to step in and try to save the membership.

• Fires when a cancellation is scheduled, not when it happens — giving you time to act

• Automatically send a personalised save email, notify a staff member, or update your CRM

• Build win-back workflows that kick in at exactly the right moment

🎯 Lead Source & Marketing Preferences

We’ve listened to your feedback about moving lead source and marketing permissions to later in the onboarding process and added these back to the initial registration form.

• Record where the lead came from (e.g. Instagram, walk-in, referral) at the point of capture

• Capture marketing preferences and point of capture so you know how best to communicate to them.

• Better data from the start means better targeting and more effective follow-up

🔍 Multi Club Search Updates

We've made further improvements to the multi-club search experience — finding members across locations is now faster and more direct.

• Accounts from other clubs are now clickable

• You can see which clubs the account has profiles at and where they have a membership

• If you have permission to, you can quickly navigate to their profile in any club.

🔑 Improved Reset Password Experience

We've overhauled the password reset flow to be more reliable and more user-friendly — for both members and staff.

• Improved email delivery reliability — reset emails are more likely to land in the inbox, not spam

• Members can now resend the reset email themselves if they don't receive it — no need to contact support

• Cleaner, clearer experience throughout the reset process

That's it for March, but loads more coming next week! As always, if you have any questions don't hesitate to reach out.

Kind regards,
Gymflow Team

We’ve introduced major improvements for multi-site brands. Customers can now seamlessly interact with multiple locations under the same brand — without duplicated accounts.

1️⃣ Universal Accounts: One Login, Multiple Clubs

Users can now use the Member App to switch between different locations within your brand without having to have a separate account or having to sign in again. All their account details including Email, Password, Payment Methods, and Device (for access control) stay with them.

2️⃣ Search The Entire Brand

When searching, staff can now see if the account already exists at another brand. This helps avoid creating duplicates or getting those pesky “email already in use” errors.

3️⃣ Sell Services Across Clubs

Users can now easily purchase any product or service at any club within your brand. This includes:

• Having multiple memberships (1 per location)

• Purchasing credit packs and attending classes or appointments at other locations)

4️⃣ Localised Records Per Club

Whilst the user can easily switch clubs, records of the user are stored on their club profile. This includes all the users purchases, bookings, notes, tasks and visits.

This ensures that information specific to a club is not accidentally shared with another franchise owner or with a staff member that shouldn’t have access.

This ensures staff at one club cannot take actions on a user for another club, unless they have been given the correct permissions to do so.

We’ve updated our collection of articles for account management, so please feel free to check these for more information.

If you have any questions at all, please don’t hesitate to reach out!

Kind regards,

The Gymflow team