In this guide 6 sections
Review six numbers each month. They are members whose check-ins dropped, renewals due next month, trial passes that converted, unused PT sessions, dues outstanding, and open freezes or transfers. Most already sit in your register and biometric log. GullySystem’s Gym Management Software keeps them on one member record.
Members who have gone quiet
Members stop attending before they stop paying. Footfall falls for weeks, and the renewal call comes too late. The biometric door already holds the evidence.
Each month, list members whose visits have dropped against their usual pattern. Call them before their plan ends, not after. A short call asking what changed is the first step.
- Members with no check-in for two weeks
- Members whose weekly visits have halved
- New members who stopped after the first month
Renewals and dues
List every plan ending next month, sorted by how often the member comes. Active members renew with a reminder. Quiet ones need a conversation.
Dues sit beside renewals. Part payments, cheques still awaited and UPI transfers promised at the counter add up across a month, and nobody sees the total until someone reads the list. Read the balance list by age, oldest first.
Trial passes and enquiries
Count the enquiries that came in, the trial passes issued and the members who joined from them. Split them by source: walk-in, Instagram or referral.
A trial pass that never got a follow-up call is the commonest gap. Each one should carry a follow-up date until the person joins or drops out.
PT sessions sold but not used
Personal training packs are paid in advance. Count them. Sessions left on a pack are a promise the gym still owes. When they sit in a trainer’s notebook, they leave with the trainer.
Each month, read sessions sold, completed and left, per trainer and per client. Trainer commission at month end then comes from the same record.
- Sessions sold and completed per trainer
- Clients with sessions left but no booking
- Packs close to their end date
Freezes, transfers and the supplement counter
Freezes and balance transfers cause arguments when the register shows neither. Note each one against the member with its dates. Check the list monthly for freezes that never ended.
The supplement counter is small but leaks quietly. Compare stock sold with stock received, item by item.
A gym with a few dozen members and no trainers on commission can do all of this in a register. The work grows with members, trainers and branches.
Monthly gym review sheet
One page with six boxes: quiet members, renewals due, dues by age, trial conversions, PT sessions left and open freezes. Write the count in each box and the three names to call first. Keep each month’s sheet for comparison.
Open a blank worksheet to printQuestions owners ask
Can members see their own dues and PT balance in an app?
Not in GullySystem’s gym product. Owners, the desk and trainers use the system. A member-facing app would be separate work, if it is needed at all.
Can it read check-ins from our biometric machine?
Often, depending on the make. The device model is checked during scoping, before any promise is made.
Are fees auto-debited at renewal?
No. UPI AutoPay and gateway mandates are not part of the gym product. A payment is recorded when the member pays.
Should yoga and Pilates studios track the same numbers?
Mostly, with class passes in place of plans. Studios selling passes by session have their own product versions for that.