Gym management software for independent and 24/7 gyms
Memberships, payments, door access, classes, the till, stock ordering and a member app, all on 1 system. Built and tested inside a working 24/7 gym.
A small number of UK gyms can join as founding gyms before launch.
Dashboard
Visits by hour
Live door feed
What GymStrato does
Members, payments, the door, the timetable, the till and your stock share the same records, so nothing is typed in twice.
Memberships and payments
Any plan and payment pattern, collected daily through your own Stripe account. Failed payments are retried at the right time and members with a dead card are chased for a new one.
24/7 door access
A check in screen that opens the door, shows the member's photo and turns away anyone unpaid. App passes change every 30 seconds and the door keeps working offline.
Member app
Members join, pay, book classes, open the door, send guest passes and message the gym. Streaks, achievements and leaderboards keep them coming back.
Classes and sunbeds
Timetable, rooms and capacity, waiting lists that fill themselves, and late cancel and no show fees. Classes sold as credits, pay as you go or included in a plan.
Till and shop
Barcode scanning, sizes and flavours, split payments, parked sales, automatic staff discount, gift cards and a store credit balance for every member.
Stock and supplier ordering
Supplier prices checked every week. Low stock goes into the cheapest supplier's basket, rounded up to full packs and filled on their website ready to check out.
Automations
Welcomes, win backs, birthdays, failed payments and members who stop coming in, each with its own settings and editable email. A test mode keeps real members out of it.
Sales and referrals
Enquiries tracked to the first payment, free trials, and referral rewards for both the member and the friend they bring in.
Contracts and disputes
Terms written from each plan, signed on screen and saved with time, device, location and card. A dispute pack is ready if a payment is challenged.
Reports and alerts
Money collected, debts, profit and loss and forecasts, a nightly billing check, 21 staff alerts and a record of every change with who made it.
Staff and security
Roles that control what each person can use, 2 step login for managers, and optional modules for rotas, holidays, shift tasks and a staff chat.
Moving across
Members, plans, saved cards, visits and payment history brought across and kept in sync every night until you switch.
The member app
Members use the app to get in, book classes, track their visits and streaks, and send guest passes to friends. New members join, pay and sign their contract on their phone, so there is no paperwork at the desk.
- Join and pay online
- Entry pass that changes every 30 seconds
- Class bookings and class credits
- Guest pass codes to send to a friend
- Messages to the gym, with read receipts
- Weekly streaks, achievements and opt in leaderboards
- Automatic check out by GPS when they leave
Tonight 18:30, Studio
Goal: 12
Share a code with a friend
24/7 door access
The check in screen runs in a web browser on the reception computer and opens the door through your door relay. Nothing to install and no separate access company to pay.
- Welcome screen with photo, name and membership
- Unpaid, frozen and cancelled members kept out automatically
- Entry held until required details and the contract are done
- Keeps letting members in if the internet drops
- Free trials, day passes and guest passes honoured
- Every entry and refusal logged with the reason
Welcome back, Sam
Door openStock and supplier ordering
GymStrato reads your suppliers' online shops every week, matches their items to your products and keeps your cost prices current. When stock runs low, the order is ready to place.
- Reorder levels per product and size, with a low stock alert
- The cheapest supplier with the item in stock picked automatically
- Products with a low margin flagged
- Purchase orders, deliveries and stock takes
Staff request stock from the till
Repeat requests for the same item top up 1 request instead of creating another.
You approve it
It goes into the preferred supplier's basket, rounded up to full packs, with a bar showing how close the order is to free delivery.
The basket fills on their website
Check out with the supplier as normal, or send them the order list by email. The order then becomes a purchase order to receive against.
Why gyms change software
We read the reviews, help guides and update notes for 17 of the systems UK gyms use. The same complaints came up again and again.
Slow, old screens
Pages are slow to load, and simple jobs like freezing a membership sit several menus deep.
Hard to leave
Exports come out incomplete, so moving to another system means typing records in again by hand.
A member app nobody uses
The app is a standard template with the gym's logo on it. Members download it once and stop opening it.
Slow support
Support tickets wait days for a reply while members are stuck at the door or have been charged twice.
Moving your gym across
Members, plans, payment history, visits and saved cards are copied from your current system and kept in sync every night. New members join on GymStrato straight away and existing members move over in small groups, on the same card, amount and payment date.
Your data is copied and checked
Members, plans, visit history and payment records are brought across and checked against your current system.
New members join on GymStrato
Your current system keeps billing existing members while the numbers are checked.
Members move in small groups
The smallest plans go first. The card, amount and date stay the same, and members are only emailed if you choose.
Questions gym owners ask
Who is GymStrato for?
Independent gyms, 24/7 gyms and boutique studios in the UK, especially those running memberships, classes, a shop and a door from 1 front desk.
Is it live yet?
Not to the public. It is in final testing inside a working 24/7 gym, where every feature is tried on real members first. A small group of founding gyms comes next.
Do my members have to do anything when I switch?
No. Members, plans, visit history and saved cards are moved across in small groups. Payments keep the same amount, date and card, and no member is emailed unless you choose to.
Who holds the payments?
You do. GymStrato connects to your own Stripe account, so the money and the payment data stay yours if you ever leave.
Which door systems does it work with?
Nortech door relays today. Kisi, Paxton and other access systems are on the roadmap. Tell us what you have when you book a demo.
How much does it cost?
Founding gym pricing is agreed with each gym on the demo call, based on size and what you need.
Become a founding gym
A small number of gyms can join before launch, with the full system and the switchover done with you.