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🎄
November 21st, 2025
There might be less sunshine in the autumn, but definitely not fewer updates in Gymflow! Check out what’s new — from improved automations to sleek email templates.
🧾 View Invoices From Anywhere
Faster workflow and less clutter! You no longer need to download a PDF just to check an invoice's details. Quickly view invoices by clicking the invoice number anywhere you see it.
❌ Block Time Across Multiple Resources
We've made facility management easier when running events or maintenance. Go to Calendar > Add > Block time > For facilities and select as many resources/facilities as you need. All will be blocked simultaneously. You can now block time directly from the Staff App as well.
🧪 HTML Email Templates (Experimental Feature)
We’ve released an experimental feature that we would love for you to help us test to see if it adds value. This update has the potential to speed up email template creation and increase the quality of these templates. You now have the option to use HTML email templates for your automated & templated messages. This allows for professionally designed, aesthetically pleasing, and branded emails.
We've added a guide to talk you through this feature and how to use AI tools to create these templates.
🗓️ Improved Date Picker
Access key time periods instantly! Now, you can pull data for the last 7 days, 4 weeks, and more with just a single click, saving you time scrolling and manually setting dates.
⚙️New Membership Status Trigger in Zapier
If you’re using Zapier for automations, you can now replace multiple triggers with just one. This makes it easier r to sync members and their membership statuses with your favorite marketing or CRM tools.
Kind regards,
The Gymflow team
November 6th, 2025
Every club is unique, and now you have the freedom to make your Members App reflect that! With our new drag-and-drop widgets, you can fully customise the Homepage to match your club’s needs and create the experience you want your members to have the moment they open the app.
Key updates:
🧩 Fully Customizable Homepage
You decide what your members will (and won’t) see. Arrange widgets in any order to design a Homepage that perfectly fits your club’s identity and priorities.
🏋️ Real-Time Club Capacity Meter
Empower your members to choose their preferred workout times. The new Club Capacity widget provides a real-time visualization of how busy your facility is, helping members select quieter slots for a more comfortable experience.
To use this feature, you’d need to go to Settings > Club and set your clubs maximum capacity first.
🗓️ Default Class View Option
You can now set the default class view on the Homepage. This is especially useful for clubs in pre-sales that don’t have any classes scheduled until a specific date, or for clubs that dont have classes every day. Instead of the Calendar view—where members need to select a date to see available classes—you can set the List View as the default option. This way, customers will immediately see upcoming classes without the extra step of selecting a date.
🎯 Add Your Own Call to Action
Whether your club relies on membership purchases or credit pack top-ups (or both), you can now place a compelling prompt at the top of the screen to guide members toward their next purchase.
CTA require that your shop tab be turned on, and that you have at least 1 thing available for sale, ensure to check your navigation settings for your app before enabling.
✅ Member Self Check-In
Don’t use access control but still want to track visits and attendance automatically? Enable the Member Self Check-In button so members can check themselves in when they arrive. Here’s how it works.
🏅 Attendance Counters
Keep your members motivated! Show the number of attended classes, appointments, or gym visits right on the Homepage so they can easily track their progress.
October 20th, 2025
We're on a mission to make the Members App the best in the industry — and we're thrilled to announce the next big step on this journey: the updated Profile Page!
🖌️ Modern Look & Feel: The Profile Page has been completely refreshed with a modern, sleek design that's easier to navigate and beautiful to look at. We're sure your members will love the new experience!
📅 Updated Class & Appointment Booking pages: We’ve refreshed the design and functionality for the members upcoming bookings to make it easier for them to view and manage their bookings.
🏆 Member Stats: Your customers might be busy adults with careers and mortgages, but when it comes to high active they are, we know they’re as excited as kids! Now they can track their progress right in the app — whether number of gym visits or number of bookings.
These badges are dynamic, meaning if you dont offer classes/appointments etc then they wont be shown automatically.
👤 Clarity on Membership: No more digging for details. We've made it simple to view important information about membership terms, contracts, and the next scheduled billing date, all in one easy-to-find place, with highlight important actions. More transparency = Less Questions and more reliable payment collection.
✅ More Self Service: If your club allows self-service changes, your members can now manage upgrades/downgrades and handle cancellations in just a few taps. It’s membership management made simple and fast.
🪙 Updated credits page: We’ve rolled out the updated credits pack page to the profile page so members can much better track their credit usages and history.
We hope you’re as excited about this page’s new look as we are!
Kind regards,
Anna
September 19th, 2025
We've just released a set of updates for the Members App focused on improving user access through our Kisi integration.
These updates will require the user to update their app via the app store, the app will automatically prompt them to do so.
Here’s what’s been improved:
📍 Guided First-Time Setup: If a customer is setting up their access for the first time, they’ll now be prompted directly from the Home page. This way, there’s almost no chance members will miss where they need to provide the right permissions to get access to the gym:
📅 Guided Access for Bookings: If a member has a booking that includes access, the Home page will now clearly show the exact time window during which they can access the space. This removes any confusion about when they can enter the facility for their scheduled session.
⭐ Simplified "Favorite Doors" Setup: The app now automatically prompts members to pin their most-used doors to home screen during the initial setup process. This makes it easier for them to quickly access the right doors and improves their overall experience from day one.
💡 Smarter Troubleshooting Alerts: We've replaced generic error messages with specific, actionable alerts. For example, members will now see clear notifications like "Location Permission Not Set to 'Always'" if their app permissions are incorrect. This allows them to self-diagnose and fix common issues, significantly reducing unnecessary support inquiries to your team.
If you aren't already using our Kisi integration for access management but are interested in doing so, we'd love to help you get started.
This integration simplifies your operations and provides a more seamless experience for your members. Just reply to this message, and we'll guide you through the setup process.
Kind regards,
Anna