# Gym module – members, memberships and check-in desk

> Run a gym or fitness studio - membership packages, members, front-desk check-in with card scanning, classes, trainers, plans and gym reports.

Source: https://docs.smartposhub.com/modules/gym/  
Last updated: 2026-10-30  
Product: SmartPOS Hub (https://smartposhub.com)

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.

> **How to turn it on**
> 1. **Plan:** Included in some plans. Check Settings › Package Subscription; if the card says Not in your plan, upgrade or contact support.
> 2. **Switch:** Settings › Business Settings › Modules › Industry modules › Gym management module, then Update settings
> 3. **Permission:** Roles › Gym management module: View gym dashboard, Members, Memberships, Attendance and the other Gym permissions
> - **Mobile app:** Gym screens (check-in, members, renewals, classes) in the SmartPOS Business app

## 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.

1. Switch the module on: **Settings › Business Settings › Modules**, turn on **Gym management module**, and click **Update settings**.
2. 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**.
3. 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.
4. Add trainers under **Trainers**, and classes and time slots under **Classes & schedule**.
5. 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](https://docs.smartposhub.com/_astro/membership-packages.C84ESczZ.png) (web app page: `/gym/packages`)
*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

1. Open **Gym › Check-in desk** (or click **Open check-in desk** on the dashboard).
2. Scan the member card, or type a name, member code or phone number and press Enter.
3. The card shows the photo, plan, end date, days left, sessions, dues and any medical note, with **allowed** or **blocked** and the reasons.
4. 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](https://docs.smartposhub.com/_astro/gym-check-in-desk.CXCuy0z0.png) (web app page: `/gym/attendance/desk`)
*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](https://docs.smartposhub.com/_astro/gym-dashboard.DgO1_CSK.png) (web app page: `/gym`)
*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](https://docs.smartposhub.com/_astro/gym-settings.C0B3DRdo.png) (web app page: `/gym/settings`)
*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](https://docs.smartposhub.com/modules/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.

![Member check-in screen in the SmartPOS Business app showing Allowed to enter, the member's plan and days left, an outstanding dues warning and a Check in button](https://docs.smartposhub.com/_astro/gym-check-in.DmG8UlxE.png)
*Member check-in in the SmartPOS Business app.*

## 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.

## Related pages

  - [Booking payments](https://docs.smartposhub.com/modules/booking-payments/) — Let members buy or renew online and pay before the plan starts.
  - [Customer ledger](https://docs.smartposhub.com/customers/customer-ledger/) — See dues and payments for each member.
  - [Bookings, hotel, gym & repair in the app](https://docs.smartposhub.com/business-app/bookings-hotel-gym-repair/) — Use the Gym screens on your phone.
  - [All modules](https://docs.smartposhub.com/modules/) — Every 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.