One connected system for memberships, renewals, check-ins and trainers.
Manage a gym in one system. Enquiries, joining forms, plan fees and renewal dates sit on each member’s record. Check-ins are counted at the door, personal training sessions are logged against a trainer, and lockers and supplement stock are tracked beside them.
- Plans, batches, lockers and trainer pay rules entered as your gym sells them
- Member list, plan dates and dues migrated from your register or sheet
- Later edits to plans and fees carried out for you when you ask
Memberships, renewals and check-ins sit on one record in Gym Management Software, which GullySystem sets up for a gym. Owners, trainers and counter staff use it. It holds enquiry leads, joining forms, plan fees, door check-ins, personal training packs, locker deposits and supplement stock. Decide how trainer commission is worked out before launch.
What goes wrong before the software.
How the work flows through it, step by step.
- 1
Enquiry
A walk-in or a call is recorded with the person’s goal and source. A trial pass is issued and the follow-up date is set.
- 2
Joining
The member takes a plan, such as monthly, quarterly or annual. The joining form, photo, start date and fee are recorded on one profile.
- 3
Daily visits
The member checks in at the door by card, fingerprint or phone number. The visit is counted and a lapsed plan is flagged at the desk.
- 4
Training and classes
Personal training sessions are logged against a trainer. Batch and class bookings are held for the Zumba, spinning or functional slots the gym runs.
- 5
Renewal
Members near expiry are listed with their balance. The desk calls or sends a reminder, and the renewal is billed from the same record.
- 6
Month end
Fees collected, dues outstanding, trainer commission and supplement stock are read from the day’s entries and handed to the accountant.
What is inside.
Every module can be switched on, left out or changed to match how your team already works.
Enquiries and trial passes
Record walk-in and phone enquiries as leads, issue trial passes and set follow-up dates until the person joins or drops out.
Learn morePlans and joining
Set up monthly, quarterly, half-yearly and annual plans, joining fees and freezes, and enrol a member with a joining form and photo.
Learn moreMember records
Keep contact details, plan history, body measurements, goals, emergency contact and notes on one profile for each member.
Learn moreCheck-in and attendance
Count visits at the door with an RFID card, a biometric fingerprint reader or a phone number, and flag members whose plan has lapsed or who have stopped coming.
Learn moreRenewals and expiry
List members by plan end date, record reminder calls and bill the renewal from the existing record. Missed renewals and lapsed members stay visible, which is where retention calls start.
Learn morePersonal training
Sell session packs, book each session with a trainer, and count sessions used and left for every client.
Learn moreClasses and batches
Schedule group classes and batch timings, hold limited places and record who attended each class.
Learn moreLockers
Allocate lockers and keys to members, record the deposit and the end date, and see which lockers are free.
Learn moreFees, dues and payments
Bill plans, personal training and add-ons, take part payments by cash or UPI, and track every member’s balance due so fee leakage is visible.
Learn moreSupplement and shop stock
Track protein, drinks and merchandise sold at the counter, with reorder levels and sales by item.
Learn moreTrainer pay and commission
Work out each trainer’s commission from completed sessions and plan sign-ups, using the rules the gym pays by.
Learn moreThe business modules it is built from.
Each one is also available on its own, or inside a system built for you.
- Lead Management
Front-desk staff record walk-in and phone enquiries, issue trial passes and set follow-up dates until the person joins or drops out.
- Attendance & Time Tracking
Visits are counted at the door by RFID card, fingerprint reader or phone number, and members whose plan lapsed or who stopped coming are flagged.
- Service Reminders
Members are listed by plan end date, reminder calls are recorded, and the renewal is billed from the existing record.
- Resource and Room Booking
Group classes and batch timings are scheduled with limited places held, and attendance is recorded for every class.
- Receipts Management
Plans, personal training and add-ons are billed, part payments by cash or UPI are receipted, and each member’s balance due stays visible.
- Commission and Incentives
Each trainer’s commission is worked out from completed sessions and plan sign-ups, following the rules the gym pays by.
- Collections and Payment Follow-Up
Members with a balance due appear as a follow-up list, built from the fee records, so the desk knows whom to call about dues.
How we would put it in.
Setup, data migration, integrations and anything built on top.
Topics beyond the modules.
Each page covers one part of how the system is used, connected or controlled.
Gym Software Views for Owners, Desk and Trainers
A gym has several people who handle the same member, and every role gets its own screens.
Learn moreReports for Gym Owners and Managers
These reports come from the plans, check-ins, payments and sessions that the desk and trainers already enter.
Learn moreGym Software Connections to WhatsApp, UPI and Door Devices
The gym system connects to the messaging, payment and door devices that a gym already uses.
Learn moreOne system, each person sees their part.
For owners
See active members, renewals due, fees collected, dues outstanding and the hours when the floor is busiest.
For the front desk
Enrol members, check in visitors, take payments, issue lockers and make renewal calls from one list.
For trainers
See your personal training clients, the sessions booked for the day, sessions left on each pack and commission earned.
For branch managers
See check-ins, class attendance, locker use, supplement stock and the day’s collection for the branch.
The numbers the owner asks for.
- Active, expired and frozen members by plan
- Renewals due and renewals missed
- Fees collected and dues outstanding
- Check-ins by day and by hour
- Personal training sessions used and left
- Trainer commission payable
- Supplement sales and stock to reorder
Who this is built for.
- Single-branch gyms with a monthly or quarterly plan base
- Multi-branch gym groups sharing one member list
- Weight training and cardio gyms with personal training
- Gyms running group classes such as Zumba, spinning and functional batches
- Gyms attached to a hotel, apartment complex or club
When it is not the right choice.
- A small gym with a few dozen members and no trainers on commission can manage with a register and UPI.
- Yoga and pilates studios that sell class passes by session will find the Yoga Studio Management Software fits them better.
- A gym that wants members to see dues and sessions left in their own app will not get that here. Owners, the desk and trainers use the system.
Adapted to your business before it goes live.
You are not handed a login and left to it. The product is set up around your records, your people and the tools you already use.
Works alongside
- SMS and email
- UPI and payment gateway
- Biometric or RFID door devices
- Tally export
Questions owners ask before a demo.
Will the desk be warned when a plan has expired?
Yes. At check-in, a lapsed plan is flagged, and the desk can renew from the same screen.
Does it send renewal reminders?
Yes. Members near plan end are listed, and reminders go over WhatsApp, SMS or email. Fees are not auto-debited. UPI AutoPay and gateway mandates are not part of this, so a payment is recorded when the member pays.
Are personal training sessions tracked?
Yes. Each pack is sold once, and every session is booked and counted against a trainer. Sessions left show on the client’s record. Workout and diet plans are not written here; a trainer keeps those separately.
Can members pay part of a fee and the rest later?
Yes. A part payment is entered on the member’s plan, and the balance stays on the member’s record until it is cleared.
Does it work with a biometric or RFID reader?
Often. It depends on the make of the fingerprint or card device, so the model is confirmed during scoping before any promise is made.
Can it handle more than one branch?
Yes. Branches share one member list, and each branch sees its own check-ins, lockers and stock. Owners can see all branches together.
Is there a link to Tally?
Not built in. Fees and sales reports are available to your accountant. A Tally export is a separate item, sized once your accountant explains the ledgers.
Can existing members be moved over?
Yes. Names, phone numbers, plan dates and balances come across from your existing notebook or spreadsheet, and the desk checks the list before go-live.
Who owns the member data?
You do. The way your member and fee records leave with you is put in the proposal before any work begins.
What does it cost?
No price is published. Branches, devices and set-up all shape the figure. You watch a working demo first, and the amount arrives in a written proposal.
Wondering what it costs? Six questions give you a written scope and the buckets any quote should separate.
Written for this trade.
Practical notes on running the business, not product marketing.
How to Automate a Gym Business From Enquiry to Renewal
A plan for gym owners in India: what to record for enquiries, plans, check-ins, personal training and dues, and when a register is still enough.
Learn moreHow Should a Gym Handle Membership Renewals and Overdue Payments?
How gym owners can list members by plan end date, send reminders, log renewal calls and track part payments and dues from one member record.
Learn moreBusinesses that use this.
Related products.
Selling these goods online as well?
These e-commerce pages describe the online side: the storefront, dealer ordering and the connections to a system like this one.
See Gym Management Software with your own data.
Tell us how you run things today. We’ll show you the parts that matter to you and say plainly what would need changing.
- No obligation
- A reply within one business day
- Your details stay private