This is such a disastrous situation for a gym owner. Only a missed payment and some billing disputes. And it is enough to disrupt the operations of even an organized gym. These challenges do not only waste time; they can hurt cash flow and damage trust with your members. 

That is when gym billing software saves you. With the right tools, you can streamline payments, reducing errors. Considering the pains and needs of gym owners, billing software simplifies the process. And this blog will guide you on how you can use gym billing software. 

1. Choose the right billing software

The first step in solving these problems is picking the right billing software. And only a robust solution can handle payments, reduce errors, and give you peace of mind. So, here is what to look for:

1. Automation

Choose software that automates recurring payments, sends reminders, and updates real-time payment statuses. This eliminates the need for manual follow-ups. 

2. Flexible payment options

Great billing software never limits you to one thing. It supports more than one payment method. These include credit cards and digital payments using Stripe, GoCardless, and Paytabs. Offering flexibility makes it easier for gym owners and members. So allow them to pay in any region without geographical restrictions.  

3. Seamless integrations

Also, make sure that billing software integrates with booking, attendance tools, and CRMs. This streamlines your entire workflow. But what if the billing software contains all the features? The process gets even more streamlined, and that is something better. 

4. Scalability

As your gym grows, make sure your billing system grows too. This means look for a solution that does not limit you to one option. Rather, it should support multi-locations and various membership tiers. 

5. Security standards

Ensure the software complies with PCI DSS (Payment Card Industry Data Security Standards). And it uses encryption to protect member data. 

2. Setting up your gym billing software

Next, successful implementation is the key to reaping the benefits of billing software. Here is how to do it best:

1. Organize member information

Collect accurate members’ data, including payment preferences, contact details, and billing details. Organizing and importing this information into the system will make the process error-free. 

2. Customize membership plans

Once done, you can set up flexible payment options and more membership tiers. You can offer monthly, quarterly, yearly, or pay-as-you-go plans. 

3. Automate payment schedules

Configure the system to handle recurring payments on automation. Automation ensures on-time payments, reducing the risk of human error. This way, no payments fail without notification. 

4. Test transactions

At this level, you are good to test your system before rolling it out to members. Simulate payments, refunds, and failed transactions to ensure everything works as intended. 

5. Train your team

Now, train your staff to get their hands on using the system. Address member queries and troubleshooting issues. Get them familiar with the billing software to ensure the operations go flawless. 

3. Simplifying payment for members

The purpose of gym billing software is to enhance members’ experience. This means the process is frictionless, making billing and payments painless for members. Here is how you can achieve that:

1. Provide multi-payment terminals

Whether online, in-person, or via mobile app, allow members to pay at their ease. Offer them payment terminals like Stripe, PayTabs, or GoCardless. This way, you operate without limiting them to only one option. This also reduces your dependency on only one method, giving ease to you and members alike, 

2. Give a self-service portal/mobile app

Allow members to manage their accounts and view invoices and payments through a portal. This reduces administrative tasks for your team. At the same time, your members pay through a few taps using easy-to-operate options.

3. Offer multi-payment options.

Many members prefer more than one option. This means you need to offer partial, split payment methods besides cash and credit. This gives your members more convenience and freedom. 

4. Automate payment reminders 

No more missed payments without reminders. Send automated reminders via SMS, push notifications, or emails before payment due dates. Use a friendly tone to keep members mindful of their due payments. This way, you get paid without sounding intrusive. 

4. Leveraging insights for smart management

Gym billing software is not only a payment collection tool. Instead, it is a goldmine of data that allows you to track and optimize your payments. Here is how you can take the edge of comprehensive billing software for the gym:

1. Track payments in real-time

Get a quick live view of your gym’s revenue: pending dues, paid fees, and failed payments. This way, you keep your books aligned in real time. 

2. Track members’ payment histories 

The built-in dashboard gives you a clear view of your members’ payment histories. You can see their payment patterns, membership status, and preferred methods. So you can offer a personalized experience to your members.

3. Get detailed reports

Create detailed reports to track trends, such as the most popular membership plans. You can also get insights into the peak times of the year generating revenue. 

4. Manage refunds and disputes

Handle payment-related issues, like refunds or missed payments, in a professional manner. Keep the process streamlined for members’ satisfaction. 

5. Forecast revenue 

Use payment data to predict future income and identify growth opportunities. Get new ideas for launching new membership plans or promotional offers. 

5. Ensuring security and building trust

Trust is the foundation of any membership-based business. And that is what members need to feel that payment information is safe with you. It is as simple as ensuring their security and winning their trust. Here is how you can boost that trust using billing software:

1. Adhere to industry standards

Choose gym billing software that complies with PCI DSS to protect cardholder data. 

2. Encrypt transactions

Encryption ensures sensitive information is secure during transactions. Even if data is intercepted, it is of no use. 

3. Update your software

Keep your billing software up-to-date with the latest security patches because outdated systems are more vulnerable to breaches. 

4. Ensure transparency about security

Communicate your security measures to members for more transparency. Knowing their data is safe builds trust and confidence. 

6. Scaling your gym with a flexible system

As your gym grows, your payment system should adapt to meet new demands. Sticking to outdated processes can slow your efficiency and growth. Here’s how gym billing software supports your expansions: 

1. Launch promotions without effort

Introduce seasonal discounts or referral bonuses without disrupting your existing memberships. Run limited-time offers and discounts to members and new signed-up members. 

2. Manage multi-location gyms

A scalable billing system is great for expanding your gym to more than one location. It ensures consistency across branches and keeps you updated on payments and finances. 

3. Create new revenue streams

Integrate extra services like personal training packages, and training online. Also sell gym gear in retail stores. Keep growing your revenue streams with a flexible billing system. 

4. Stay ahead of trends

Adopt new payment methods and put into place new trends using AI-driven billing tools. Stay competitive in the fitness industry using the advanced billing system. 

Wrap up

Dealing with failed or missed payments does not need to be a regular dispute. You can avoid the unwanted mess using the right gym billing software. A comprehensive gym billing system automates processes and reduces errors. This way, it creates a seamless experience for both you and your members. 

By following this guide to gym billing software, solve billing issues and grow better. So, it is time to replace manual payment processes with the best gym billing software. 

See how Wellyx gym billing software can help.

The post A step-by-step guide to using gym billing software  appeared first on Wellyx.

From battlefield to bench press (A new mission for Dustin)

After a tour in Afghanistan, Dustin Burnside wasn’t exactly thinking about building a gym. He and his wife Brandi were settling into a comfortable family life, and Dustin had already launched a home inspection business. The idea of running a gym was a long way off.

A leap of faith (and fitness)

Joining both a gym and a local church, Dustin began to notice how his mental health flourished through both pursuits. Being a collegiate helpful sort of person with some good handyman skills he offered help to the gym that often needed something repaired or sorted out.

It wasn’t long before he had the obvious thought:  “If I’m offering to do all this work for my local gym, why don’t I open my own?” Apart from the handyman side both Dustin and his wife were armed with good business school degrees, and this was a perfect opportunity to put the theory into practice. 

With those thoughts in mind, SocialFlex was born.

From savings to sauna (Building SocialFlex)

They dipped into their savings, pulled out $200,000, and set up shop in Hillsborough, North Carolina. Brandi led the interior design, and soon, they had a logo, painted walls, and a mission to bring people together. Today, SocialFlex isn’t just a gym; it’s a haven for those seeking a meaningful workout, mentally and physically.

A gym that practically runs itself

For Dustin and Brandi, SocialFlex is something of a passion project. Dustin’s main focus is still on home inspections, so they designed the gym to operate with minimal supervision, allowing for passive income without constant presence. “We want to run it like an adventure,” Dustin explains. “But it had to run without us being there physically the whole time, and that was very important.”

With automated access control from Wellyx, members come and go on their own schedules there are no attendants, and everything seems to work well.

Fitness, faith, and an “Ecology of Practices”

If you ask Dustin, SocialFlex isn’t just about getting physically fit; it’s about spiritual growth too. Inspired by lectures on YouTube by Professor John Vervaeke, Dustin sees SocialFlex as part of an “ecology of practices,” a way to combine physical exercise with spiritual reflection. About 20% of the members are local churchgoers, bringing a sense of community that’s unique to SocialFlex.

The SocialFlex code (Lifting weights and spirits)

Here, it’s not about who can lift the heaviest weights; it’s about who can lift each other up. The gym has one unique rule:

“Introduce yourself to new members, encourage a positive environment, and be respectful of others’ opinions.”

It’s simple, effective, and keeps the gym feeling more like a close-knit community than a regular gym.

A sauna for the soul

As the ultimate relaxation space, the sauna (hand-built by Dustin himself) has become a big USP. The house rules are that something ‘more than underwear’ is required if you’re going to use the facility.

Dustin says that SocialFlex his gym is about connection as much as fitness. Right now his membership is edging past 173 members, he’s in profit and looking forward to the January push. The case for connection has never felt stronger.

The post Building not just muscles, but meaning: The story of SocialFlex gym appeared first on Wellyx.

Apart from ensuring top-notch equipment and personal trainers, I realized that having an automated system to streamline gym operations is also necessary. My team and I did market research to find the best software at that time that understood my business requirements and added value to the lives of my gym members. 

When I was doing research for the best software, my team and I came across multiple software programs that were trending at that time. I noticed how backward those software programs were. For example: 

• Gym management software ensured a POS system but lacked an access control system. 
• Another software ensured an access control system but was unable to provide class scheduling. 
• Similarly, fitness management software provided inventory management but lacked automated payments. 

After researching the best software solution, I concluded that if I wanted to ensure a good fitness experience for my members, I had to use all these software. However, using these software was not economical and also decreased the efficiency of my work. Out of frustration and complexity of using all these solutions, I decided to build my own management software that covers all the essential aspects of my gym.

Market research for an all-in-one gym management software

Don’t find customers for your products, find products for your customers- Seth Godin 

After deciding to make my own gym management software, all I needed to do was conduct a market analysis again to understand what the requirements were. So, I visited the local market and met other gym owners to understand their perspectives regarding a complete solution. My team and I conducted around 100 interviews to get an idea of what gym owners wanted in an ideal gym management software. The questions in the interview covered the requirements of the gym owners, staff, and fitness freaks. Here are some of the suggestions gym owners gave me to include in the fitness software. 

• Add a POS system for seamless transactions
• Integrate a reporting and tracking system to analyze KPIs
• Make the gym’s software interface (UI) easy to understand and convenient. 
• Integrating marketing features and lead tracking within the software. 
• Offer a built-in access control system because it’s in trend. 

After aligning all these suggestions with my vision of gym management software, I started to find a developer who could make my vision a reality. I discussed this idea with my close friends, and one of them referred me to a full-stack developer with 7 years of industry experience and expertise in developing SaaS platforms. I discussed my idea with that developer and soon got my project lead developer. We had a discussion about the initial version of the Wellyx as I realized that it would take more money and time to design all the modules. 

So, my lead developer recruited a team of 5 people initially, but by the time we finalized the initial version of Wellyx, our team of developers had reached 80 people. In 2016, we launched the first version of Wellyx, which has all the features required by gym owners. 

The first version of Wellyx highlights

When Wellyx was launched in 2016, we offered the following features to meet the requirements of gym owners. 

• Class management 
• Membership subscriptions
• Staff management 
• Point-of-sale 
• Booking services 

With all these basic features, we created software that could help gym owners streamline their operations. These features enabled gym owners to take one step ahead and ensured a more convenient and remarkable fitness experience for their customers. After releasing the first version of Wellyx, we immediately started working on the second version, which had more updated features. 

The second version of Wellyx highlights

The second version of Wellyx was released in 2017. In this version, we added additional features along with the older ones to cover the entire spectrum of gym operations. Here are the highlights of the second version of the Wellyx. 

• Members lead management 
• Staff and customer applications  
• Reports 
• Branch management 

Thus, these additional features enabled the gym owners to track the overall performance, whether they owned a single gym or had multiple gym franchises. These two versions allowed us to establish Wellyx as a renowned name in the fitness industry.

A gym management software that prioritizes gym owners and staff 

Having Wellyx on board is like having a dedicated team member who understands our needs, anticipates our challenges and empowers us to reach our goals. It’s a software that puts people first.- Henry Kavin, CEO ATX 

With all these versions that were released back in 2017, We appeared as a software solution that enabled gym owners to streamline their studio operations while reducing the time interval. Moreover, our software allowed our gym members to reduce frustration by providing them with a dashboard with a user-friendly interface on which they could make entries with ease. 

However, by introducing features like staff management, we enabled the owners to enhance the productivity of their staff by managing them efficiently. With this staff management feature, gym owners could manage staff shifts. They could also schedule their staff classes without any clashes between the two classes. Thus, all these features introduced by Wellyx became an instant hit and enabled us to attract a number of gym owners who wanted to reduce the administrative burden from their shoulders and ensure a more remarkable user experience for their members. 

Long-standing clients of Wellyx

These initial features enabled us to attract several clients, and we entertained them since 2017. All these clients helped us to grow and made us what we are today. Some of the honorable mentions of the long-standing clients of Wellyx are: 

• Fitness in Motion 
• Whydrate 
• Freedom Lifestyle and Fitness
• 10 Fitness 

All these clients took the early version of the Wellyx and enabled us to update with their timely feedback. While focusing on timely feedback, we built a close relationship with our clients. For me, they are not clients. They are my confidants and friends. To ensure a more convenient user experience for our clients, we started to provide them with customer support over email and phone calls. Whenever they face any issue with the Wellyx, they simply call or email us to report the issue. This exceptional customer support system enabled us to gain our client’s loyalty and trust. 

Wellyx’s customer support service has been a game-changer for our gym. Their dedication to assisting homeowners like myself is unparalleled. They truly understand the needs of the fitness industry and go above and beyond to ensure our success. –Tiffany Javernick, CEO FIT101 

We made sure that we created an environment for our clients to start their fitness journey with Wellyx by providing them with free demos. Apart from free demos, we also ensured the third-party integration of Stripe with our software to avoid vendor lock-in with member payment information. 

Case study of client

If you wait until there is another case study in your industry, you will be too late!- Seth Godin 

During our journey to become the best all-in-one gym management software, we analyzed several case studies of gym owners and enabled them to rectify their problems. We learned lessons from their problems, and my team made sure to answer the questions that had not arisen yet. Thus, it enables us to enroll features that answer the questions of our clients and ensure a good fitness experience for their members. 

Fitness in Motion 

I am writing the case study of Fitness in Motion, a renowned client that started working in the fitness industry in early 2021, during the post-pandemic era. It was launched with the vision of motivating fitness freaks to begin their fitness journey after the pandemic so that they could find new hope. Fitness in Motion joined us in 2022. Before joining us, Fitness in Motion faced many challenges, such as ensuring a secure environment where customers could start their fitness journey. 

The challenges 

Despite its strong mission and customer-focused approach, Fitness in Motion had to face many challenges in establishing its identity among its potential leads. Apart from having world-class trainers and equipment, the gym owner was still facing issues in streamlining class schedules, payments, online bookings, and ensuring the security of gym premises. These challenges diverted the attention of the gym owner and led to decreased member retention rates. The following were the challenges that the Fitness in Motion gym owner faced: 

• Access control 
• Online booking 
• Members management 
• Lead management 

The solution

In order to rectify all the challenges, Fitness in Motion required the all-in-one gym management software. With Wellyx’s upgraded version and up-to-date features like class scheduling, integrated payments to dashboards, members and staff management, etc, it achieved the desired results and fostered a long-lasting relationship with member. 

1. Access control: With a gym access control system, the gym owner not only ensured the security of its fitness center but also opens doors for members who want to workout late at night. Thus, Wellyx enabled the gym owner to provide services to members 24/7, allowing the studio to attract new customers. 
2. Lead management: The intelligent lead management module enabled the gym owner to understand insights into lead behavior. Thus, it enabled the gym owner to increase conversion, improving Fitness in Motion sales. 
3. Personalized fitness experience: By using Wellyx, Fitness in Motion was able to offer its members a number of features for seamless fitness experiences, such as specific recommendations, hassle-free payments, online bookings, and 24/7 fitness services. 

Results

After implementing Wellyx in their fitness center, Fitness in Motion achieved drastic results that not only enabled them to attract new members but also boosted their member retention rate. The gym was able to manage its members and staff effectively, keeping both of them engaged and happy. Within one year of implementing Wellyx, Fitness in Motion witnessed the following: 

• 80% increase in member retention rates 
• 50% increase in class attendance 
• 90% decrease in gym operations workload 
• 50% increase in new members. 

So, after implementing Wellyx in the gym, the gym owner not only achieved its mission but also enabled him to create a stress-free environment where both its members and staff practice fitness workouts while adapting to the growing demands of the industry. 

Wellyx gives us the wings to fly high in the sky and achieve the results that we always dreamed of – Maxim Minin, CEO of Fitness in Motion 

Client’s testimonials 

The ease of use and reliability of Wellyx have been key factors in our business success. It allowed us to focus on providing top-notch services to our members while Wellyx takes care of the rest. –Brett Snellgrove, Managing Director of Whydrate Group

Wellyx’s marketing and promotion tools have helped us to attract new members and retain existing ones. It’s been a catalyst for our business growth and expansion.- Nicole Carlile, CEO of Freedom Lifestyle & Fitness 

Wellyx’s reporting and analytics tools have provided valuable insights into our business performance. With this data-driven approach, we’ve been able to make informed decisions and drive business growth.- Michael Steve, MD of Motivation Gym 

Thanks to Wellyx, our business has seen exponential growth. The robust features have streamlined our operations and allowed us to focus more on delivering exceptional service to our members. – Sarah Michael, CEO of VFIT 

Constantly adapting nature of Wellyx 

Innovation distinguishes between a leader and a follower- Steve Jobs, Co-founder of Apple

We believe that constant learning and adapting to market trends not only enabled us to survive hardships but also enabled us to give the best results to our clients. For this, we constantly asked for their feedback and included features they required or were looking for. So, our clients find solutions to all their problems under the roof of Wellyx. Our journey and growth, as per market trends, are categorized into three phases. 

• Pre-pandemic
• Pandemic 
• Post-pandemic 

With each phase, we bought the features that helped the gym owners at the time to ensure a seamless and exceptional fitness experience for their customers. 

Pre-pandemic era 

From 2016 till the start of 2020, we worked on different features and issued several updates that enabled our clients to implement new features to keep up with the market trends and streamline their studio operations. Major feature highlights of this era were: 

• Access control 
• Inventory tracking 
• Mobile apps 
• Membership subscription 
• Point-of-sale 

All these features in Wellyx’s cart enabled our clients to ensure an environment where their members could settle payments and have access to the gym premises 24/7. Moreover, from the gym owner’s point of view, these features allowed them to maintain a clear record of inventory and handle the subscription.  

Between 2018 and 2019, the majority of people worldwide started to use mobile phones to surf the internet. As per Statista’s research, in 2019, around 0.95 billion people used mobile phones to settle online payments, while this number changed to 1 billion in 2020. So, we launched mobile apps to ensure we move with the market trends and enabled our clients to settle accounts via mobile phones. 

Pandemic era 

At the start of 2020, the world was enjoying life at its fullest till COVID-19 appeared in February 2020, leading to the lockdown. This lockdown prevented people from entering markets and led to the closure of businesses. The majority of businesses had to face huge losses as people were not able to buy their products or services. The same situation happened with our clients, who had to shut down their gyms. As per RunRepeat’s research, around 38,000 gyms had to be closed down because of the virus. However, in this dark era, My team came up with the idea of virtual fitness classes, and soon we launched a video-on-demand feature. 

This video-on-demand feature enabled gym owners to conduct virtual classes during the hard days of COVID and separate their path from the 38,000 gyms that were closed due to COVID-19. Moreover, during the pandemic, we also launched the feature of online bookings and appointments to ensure that gym owners could easily manage and book classes and streamline their fitness studio operations. 

Post-pandemic era 

When lockdown was called off on 9th May 2021, our clients’ gyms had established a strong network of virtual classes that enabled them to survive the hardships of the pandemic. However, even after the coronavirus lockdown was called off, people still hesitated to visit the gym and do physical workouts. Our clients suggested that we launch the feature to attract customers to their gym. Then we launched features like

• Promo Codes 
• Loyalty Program 
• Gift Cards 

All these features enabled our clients to attract members to their gyms. Moreover, apart from implementing loyalty program features, our clients also demanded that a feature be included that enabled them to market their gyms without any extra effort. In order to assist our clients, we launched a marketing feature that enables our clients to market their brands and target their audience. 

Believe in yourself, you will be unstoppable- Unknown 

Thus, all these innovative features enabled our clients to improve member retention rates and ensure a more seamless fitness experience.

Where are we now? 

During the past 8 years since Wellyx’s first version was launched, we have upgraded our software as per the market trends from time to time. But we are still in the learning phase. This phase enables us to take regular feedback from our clients, which not only enables us to improve our services but also helps us to include new features as per the market trends. We have a vision that enables our clients to ensure a remarkable fitness experience for their members, and we continuously work hard to achieve our vision. 

The post The story behind building Wellyx, The best all-in-one gym management software appeared first on Wellyx.