April 29th, 2026
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
April 24th, 2026
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
April 13th, 2026
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
March 30th, 2026
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
Outcome: Staff stay better organised and you see fewer no-shows.
💰 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
💡 Perfect for clubs running referral programmes or wanting to offer incentives without distorting their sales figures.
⚡ 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
💡 Even recovering a small percentage of cancellations can have a significant impact on monthly revenue. This trigger gives you the tools to make that happen automatically.
🎯 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
💡 Fewer "I didn't get the email" support tickets and more members independently regaining access to their accounts.
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
February 19th, 2026
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.
Booking Limitations
This update does not give a user the possibility to use their membership or credit pack to book classes or appointments at another location.
To book classes or appointments at another location they would need to have a suitable membership or package at that location first.
Sharing booking rights across locations will be tackled in this feature update: Membership & Package Reciprocity across locations
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
February 10th, 2026
Our team has been working behind the scenes for a long time to fundamentally improve how Gymflow handles pricing and taxes. We are excited to announce that this massive update —one of our most significant infrastructure improvements to date — is nearly ready for launch.
⚠️ Action Required Before Feb 16th
We will officially release this feature on Feb 16th. Because this update changes how the system processes financial data, you must take the following action before the release date:
Review Your Promo Codes: With this release, all fixed-amount discounts (e.g., $10 off or £10 off) will be calculated based on the price excluding tax, rather than the total price including tax.
Adjust if Necessary: Please audit your active promo codes within the next week to ensure the final discounted amounts align with your expectations once the new logic goes live.
Global Requirement: This review is necessary for all clubs — including those in the UK, Europe, and Australia — to ensure your discount logic remains accurate.
Please check this updated guide to see how discounts in Gymflow work.
What will change when we release this update?
🌎 Global Flexibility: Tax-Inclusive vs. Tax-Exclusive
Previously, all prices in Gymflow were inclusive of tax. With this update, you will be able to choose exactly how your customers see your prices. This is a game-changer for our North American clients and any club that prefers to show ex tax pricing upfront. You will now be able to toggle your preference in Club Settings to align with your local market standards. Here’s how to turn this option on.
💡 Default Display Update: When this feature launches, prices for US-based clubs will switch to a tax-exclusive display by default. For European, UK, and Australian clubs, prices will remain tax-inclusive. Please note that this only changes how prices are shown; the final amount paid by your members remains the same.
🧾 Checkout Summaries
Regardless of how you choose to display your prices on your website or app, we’ve upgraded the checkout experience for all clubs. To ensure total transparency and reduce billing inquiries, every checkout will include a detailed summary:
Subtotal: The ex tax price of all items
Tax: The exact amount of tax being charged for that transaction.
Total Amount Due: The final inclusive of tax price
This ensures your members know exactly what they are paying for, every single time.
📉 Improved: Smarter More Accurate Discount Logic
We have upgraded our Promo Code engine to be more financially accurate. Discounts are now calculated based on the Price Exclusive of Tax.
Why this is a win for you: Previously, discounting a tax-inclusive price often meant the business was still liable for a higher tax portion. By applying the discount to the ex tax price, the system correctly reduces the taxable amount — meaning you keep more of your revenue and pay only the necessary tax on the final discounted price.
If you have any questions, please don’t hesitate to reach out!
Kind regards,
The Gymflow team
January 9th, 2026
⚡️ Product Improvements & Quick Wins
Excited to announce a collection of smaller updates that can make a big difference — streamlining booking flows, improving access clarity, and giving you more control across web and mobile.
📅 Appointment Booking Improvements
We’ve simplified and tightened the booking experience end-to-end:
No more pre-selection screens → details are now built directly into the flow
Fewer steps = faster bookings
Host selection is automatically selected when only one host is available
Improved embedded booking component
New user registration now happens at the end of the booking flow
Outcome: Higher conversion rates on bookings, especially on sales tours as the process is quick and user is invested before requiring any details.
🔓 Access Visibility for Memberships & Facilities
You can now instantly see where door access has been applied:
Clear visual checkmarks show which memberships (and facilities for booking based access) have door access enabled
No more guessing or double-checking configurations
🌍 Membership & Credit Pack Visibility on Web & Mobile
More control over where your offers appear:
Choose whether memberships and/or credit packs are available on Web, Mobile, or both
Ideal for channel-specific offers
🗓️ Add to Calendar for Bookings
After making a booking, members can now:
Tap Add to Calendar directly from the booking page in the app
Reduces missed sessions and no-shows
🔐 Access Control Improvements
Behind-the-scenes upgrades for smoother access management:
Users now sync automatically in the background
Proactive monitoring for access issues (e.g. access not assigned)
Retry logic for automatically resolve access issues with third party providers
More obvious when access for a booking has been granted (see below)
🔍 Filter Improvements
Small tweaks, big usability wins:
Reset filters on the Users list with one click
New filter for memberships allow you to choose both enabled or disabled memberships
These updates are all about speed, clarity, and reliability — and there’s more coming soon 💪
Gymflow Team
December 27th, 2025
We’re excited to introduce PDK (ProdataKey) — a powerful new access control integration now available in Gymflow.
PDK gives you modern, reliable mobile-based door access, tightly connected to memberships, bookings, and attendance.
Here’s what you need to know 👇
📱 Mobile App Door Access
Mobile access is the primary access method with PDK and offers:
A seamless, app-first access experience through the members app
Ideal setup for 24/7 and unstaffed gyms
Compatible with legacy key fobs, cards and pin code access
🎟️ Automatic Membership & Booking-Based Access
Members can only enter when their membership is active
Optionally restrict access to bookings only
Perfect for classes, PT sessions and unstaffed open gym facilities.
✅ Automatic Check-In (Club & Classes/Appointments)
When a member unlocks the door:
Club visits are checked in automatically
Class & Appointment attendance is recorded instantly
💰 Pricing Overview
PDK offers enterprise-grade access control at a competitive price:
From ~$14 per month
Once-off hardware cost from ~$1,550 for a single-door setup
Installation costs vary per location
Final pricing may vary depending on configuration and dealer.
🤝 Need a PDK Dealer?
If you’d like help sourcing or installing PDK hardware, we can connect you with a local dealer.
📩 Contact support@gymflow.io
🔄 Switching from Kisi?
👉 We’ve put together a step-by-step guide to make switching to PDK simple and stress-free.
We’re excited to bring PDK to Gymflow and give clubs another best-in-class access control option — built for modern, mobile-first member experiences 💪
Kind regards,
Gymflow Team
December 5th, 2025
We've just released a set of updates for the user accounts, adding a Wallet to each user account that can be topped up by the user or staff and use to purchase anything at your club.
Here’s what you need to know:
📍 Where to find user wallets
Users will now see their Wallet balance, along with a “Top Up” button from the payment method section in their profile. Staff can find them in the same location.
🎁 A User Wallet is a place where Gift Voucher funds are redeemed and stored. When users redeem say a $50 gift card, this $50 will be held in their wallet.
✅ Once a User has a Wallet Balance, they can use it to pay for anything through the app or web portal during checkout. This includes everything from memberships, to credit packs, to products, see how in this guide.
🔄 Recurring membership payments will automatically take the funds first from the User Wallet first if available, and from the default payment method if not. This allows users to top up their wallet balance to effectively pre-pay future membership costs if desired.
📅 Coming Soon: This update lays the ground work for our automated referral rewards program. A system which will allow clubs to specific referral bonus using a unique referral code that will issue rewards via the balance.
📘 Want to learn more?
You can find detailed instructions on User Wallets in our Knowledge Base.
We are very excited to see how you use the new User Wallets feature! 💪
Kind Regards,
Gymflow Team
December 2nd, 2025
We’ve lost count of how many times this feature has been requested — and we’re thrilled to announce that it’s finally live!!
We’ve prepared detailed how-to guides, but here’s a quick summary of what’s new:
Your customers can now purchase gift vouchers just like they purchase memberships, credit packs, or products.
It’s possible to choose a preset amount (e.g., £25, £50, £100) or specify a custom monetary value.
Once someone buys a gift voucher, they’ll receive an email with a unique code that they can forward to the recipient, along with a redemption link.
The recipient simply needs to click the redemption link, register or sign in and the voucher balance will then be added to their Gymflow wallet and can be used to purchase any membership, credit pack, or product.
We anticipate this feature will be a fantastic way to acquire new customers and boost sales during peak gifting seasons🎄