This guide walks you through the key settings to get your GymMaster system set up and ready to go. These are the same core areas we cover during one-on-one onboarding session, designed to help you build your setup in the right order and avoid headaches later on.

We recommend working through each section step by step, whether you’re setting things up yourself or alongside your training sessions. This ensures everything is configured to suit your club from day one.

If you’d like a hand along the way, you can book onboarding sessions at any time. And if you prefer to explore at your own pace, this guide will keep you on track.

You can access all settings from the top right of your GymMaster page.

User Administration

Start by adding your team and setting up access.

Add all staff who will use GymMaster, including trainers, and assign access based on their role.

Add User

• Click Invite New User, enter their details, and send the invite.
  They’ll receive an email to set their password and log in.

Set Access

• Edit a user to update their permissions, details, or reset their password.
  Access rights control what each staff member can see and do.

Add Trainers

• If a staff member needs to be bookable, enable Is a Trainer under the Trainer tab so they appear in the schedule.

More:  Setup New Staff User Guide

Watch: Staff Accounts Video
 

Financial Configuration

Set up your billing and tax rates early. They flow through everything, including memberships, services, classes, and product sales.

Billing Provider

Once you’ve signed up with a billing provider, details need to be entered into GymMaster. 

Go to Settings > Financial Configuration > Billing Settings. From here;

• Select Add Billing Provider

Tax Rates

Getting this right now keeps your pricing and reporting accurate from the start.

• Go to: Settings > Financial Configuration > Tax Rates > Adjust Tax Rates

• Make sure to save as you go.

You’ll need tax rates in place before creating memberships, services, or products.
 

More:  Setting up your Billing Provider

More: Tax Rates Guide

Watch:  Tax Rates Video

Roster and Open Hours

Rosters are used within GymMaster to set access hours for members and staff, and trainer availability for bookings on the schedule.
Note - Rosters in the context of GymMaster are not referring to daily working hours of your staff.

What to set up

• Club open and staffed hours
• Access options such as off-peak, weekends, or under 18s - as many options as required to suit membership access rules
• Trainer availability for the schedule
  • Staff will only appear here if they’ve been set as a Trainer in User Administration.

A 24/7 roster is already included by default.
 

Watch:  Rosters and Open Hours

Club Details

Here you’ll enter the core details about your business, such as; 

• Contact info
• Club information
• Key graphics
• Create your club email template design

More: Setting up your clubs Email Template Design

Watch  Club Template

Advanced Configuration

This is where most of your system settings live. What you set here shapes how your club runs day to day, so it’s worth taking the time to get it right.

Use the search icon to quickly find settings, or browse through the categories on the left. Work through this section at your own pace, using the help notes as you go

Key areas to review

• Billing defaults and billing dates
• Overdue rules and access restrictions
• Online booking settings
• Membership hold defaults

If you’re unsure about a setting, reach out or cover it during onboarding. A quick check now can save a lot of time later.

More:  How to block access to Members who owe too much

Watch: Advanced Configuration

Forms and Waivers

Create the key documents your members will complete during sign-up and bookings, including contracts, waivers, terms and conditions, and questionnaires.

• Agreements for waivers and terms and conditions
• Contract summaries using GymMaster templates
• Questionnaires for medical, fitness, or background information

You can create different forms for different memberships, classes, or services.

• Template fields can be used to personalise forms with member details.

• Attach forms to memberships or bookings so members can complete them during sign-up or before attending.

GymMaster provides contract templates to get you started. Waivers and terms and conditions should be customised to suit your business and local requirements.

More: Personalising communication: Using template fields

Watch: Forms and Waivers
 

Bookings and Classes

This is the engine behind your schedule. If a class or service isn’t set up here, it won’t appear as a bookable option. Set this up properly and your day to day bookings will run smoothly.

The setup here is divided into four sections. We recommend completing them in this order:

• Facilities - Define the spaces where sessions take place, such as studios or courts. Each facility has its own schedule.

• Staff - Add trainers as bookable resources so they can run sessions.

• Classes - Group sessions that multiple members can book into.

• Services - Private bookings, such as one on one or small group sessions.

Set the price per session for each class or service. Session packs, such as a 10 pack of PT, are set up under memberships, not here.

Once configured, your classes and services will be ready to appear on your schedule, Member Portal, and Member App.

Watch:  Classes and Services
 

Membership Types

This is where you build your core offerings. Set up each membership with the structure, pricing, and access that fits your club.

Create Memberships

Set up each membership step by step, including:

• Duration and payment frequency
• Pricing and billing setup
• Access hours and benefits
• Limits, discounts, and inclusions
• Attach any required Forms and Waivers to your memberships
  These are automatically sent to members during sign-up.

If you offer the same membership across different payment schedules, create a separate membership type for each.

Membership Categories

Use Categories on the left to group your memberships, for example Gym, Tennis, or Swim. These categories also appear online, along with your membership descriptions.

More:  Create a Membership Type

More:  Membership Agreements: Terms and Conditions & Waivers

More:  Create a Membership Division

Watch Membership Types
 

Member Portal Configuration

Note: Features enabled in the member portal will also impact the member app.

The Member Portal is where your members can log into their account either through your website on a browser or via the Member App.
From there, they can check out your class schedule, make and cancel bookings, purchase memberships, and view their account info—easy!
Much of this configuration also applies to the Member App, so it’s important to complete this section before your members download the App

Take your time through this section.
We advise covering this section during your training sessions to make sure your setup is spot on.

Settings here determine what your members can and can’t do online, including:

• Booking classes and/or services
• Cancelling bookings
• Adding membership holds
• Purchasing or renewing memberships

You can also customize terminology and color scheme within the portal to match your brand and tone.

Integrating the Member Portal to your website

You can integrate your Member Portal and Class Calendar with your website - this is done on your end, generally by your web developer.

There are instructions for this on the support page of our website: https://www.gymmaster.com/gymmaster-online-module-setup/

Log in as a member or use your portal signup page to see exactly what your members will see.

More: Login to the Members Portal as a member

Watch Member Portal Configuration
 

Templates

Templates are your ready-to-use emails and SMS messages, designed to keep communication consistent and save you from rewriting the same messages again and again.  They  allow you to send bulk or automated messages that still feel personal. Using template fields, each message can automatically include member-specific details.

GymMaster includes preloaded examples to help you get up and running quickly. You can:

• Review existing templates
• Copy and adjust them
• Tailor wording to match your club’s voice

Once ready, templates can be:

• Assigned through Advanced Configuration (specific templates only)
• Used in Task Automation to create automated messaging

More: Personalising communication: Using template field

Watch Email Templates

Task Automations

Task Automations take your templates, and other actions,  and run them automatically in the background, so communication and system responses happen without manual effort. Automations send a message / create an action in regards to  the right member at the right time, based on what’s happening in their account.

Common examples

• Welcome emails
• Birthday messages
• Failed payment notifications
• Low class pack balance alerts
• Milestone visits (for example 100 visits)

GymMaster includes a library of pre-built automations you can use straight away. You can also customise or build your own to suit how your club operates.

Once set up, Task Automations keep your communication consistent, timely, and fully hands-off.

More: Setting up a new Task Type

Watch: Task Automation
 

Products

Not every club sells products, but if you do, this is where you set everything up.

Create anything you sell through your club, such as:

• Apparel
• Supplements
• Towels
• Water bottles
• Merchandise

Use Product Types to group items into categories for easier management.

Stock tracking

If you want to track stock, each variation must be added separately. For example, a T-shirt would need separate entries for each size or style to keep stock accurate.

Once set up, products can be sold:

• In person via the POS
• Online through the Member Portal

Keep an eye on stock levels once you start selling. Staying on top of inventory keeps things running smoothly.

More: Adding product stock to GymMaster

More:  Using the Point of Sale

Watch: Add Products
 

Foundation Setup Complete

Common Questions this Covers

• Where do we start
• How to setup Gymmaster
• What are the first steps to setup