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.
Automated 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
For example:
A $60 maintenance fee can be charged 90 days after a member first starts their membership.
The charge will only apply if the membership belongs to a Membership Category with maintenance fees enabled.
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.
This approach keeps things simple and ensures maintenance fees are applied consistently without needing manual intervention.
Enable Maintenance Fee per Membership Category
Maintenance fees are controlled at the Membership Category level.
To enable them:
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
If needed, you can link membership types to a category by editing the membership type and selecting the appropriate Membership Category.
Only memberships belonging to categories with this option enabled will be included in automated maintenance fee charges.
Checking a Member’s 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