A Maintenance Fee is an optional charge that can be added on top of a member’s regular membership payments. Many clubs use this for things like facility upkeep, equipment maintenance, or annual club costs.
GymMaster allows you to apply this fee automatically based on Membership Categories, so you can charge specific groups of members differently. The maintenance fee can also be charged manually.
Automate Maintenance Fees
If you’d like GymMaster to handle this for you, you can enable automated maintenance fees.
- Go to Settings > Club Details > Maintenance Fee
- Enable the Maintenance Fee setting
- Enter the fee amount and set the timing conditions
Activate Maintenance Fee
Maintenance fees are activated at the Membership Category level.
Only memberships belonging to categories with this option enabled will be included in automated maintenance fee charges.
To activate;
- Go to Settings > Membership Types > Categories
- Edit the Category you want to configure
- Tick Maintenance Fee Enabled
- If required, adjust fee per category using Maintenance Fee Amount Override
- Save
Example Fee:
- A $60 maintenance fee can be charged 90 days after a member first starts their membership
- One year later, if the member still has a membership in that category, they’ll be charged $60 again
- This check continues each year on the same anniversary while the membership remains active
- The charge will only apply if the membership belongs to a Membership Category with maintenance fees enabled
Check Maintenance Fee Schedule
If you want to see when a member will next be charged a maintenance fee:
- Open the Member Profile
- Go to the Accounts and Billing tab
- Select Debt Collection
This section shows upcoming scheduled charges, including maintenance fees.
Manual Maintenance Fees
If you prefer to manage maintenance fees yourself, you can also apply them manually.
A typical process would be:
- Run a report to identify the members you want to charge
- Add a one-time charge to those members’ accounts
This method can work well if you:
- Want to charge all members at the same time
- Need to apply different amounts in different situations
Just keep in mind that manual fees require you to schedule your own reminders to run the report and apply the charge each time the fee is due.
Once enabled, ensure the maintenance fee is included in the contract summary for any membership categories it applies to.
Common Questions this Covers
- How to set annual fee
- How to set maintenance fee