Stop chasing late payments. Automate your membership fees, generate invoices, and track your revenue with Gym Admin.
Many gym owners start by accepting cash, paper checks, Venmo, Zelle, or manual card payments. While this works for the first 10 students, it quickly becomes a nightmare as you grow.
Without automated billing, you end up spending hours every month texting students who forgot to pay. It’s awkward, time-consuming, and unprofessional. Worse, it leads to inconsistent cash flow that makes it hard to pay your own rent and bills.
Gym Admin's billing software allows you to set up a recurring payment plan once. Whether it's weekly, bi-weekly, or monthly, the system charges the student's card or bank account (ACH Direct Debit) automatically. If a payment fails, the system retries automatically and notifies the student, saving you from having the uncomfortable conversation.
Beyond memberships, you likely sell gear, supplements, or private lessons. Our system generates professional invoices for these one-off purchases, keeping your financial records clean and making tax time a breeze.
Watch our guide on solving late payments and automated billing.
Financial tools designed to improve your cash flow and reduce admin work.
Set up weekly, bi-weekly, or monthly billing cycles. The system handles the rest automatically.
Automatically generate and send invoices to your members. Keep your records professional and organized.
Understand your financial health with clear reports on income, failed payments, and projected revenue.
Easily manage different membership tiers, family plans, and discounts all in one place.
See instantly who has paid and who owes money. Follow up with outstanding accounts easily.
Use all our billing and management features for free if you have under 50 students.
Student App & Self-Service
Student details management
Kiosk mode (Self check-in)
Belt history
Automated payment setup
Manage student pauses or time-off
Gym App Upcoming features
Email/SMS communications - message new or absent students
KPIs and analytics
Automated billing is the foundation of a stable and predictable gym business. Gym Admin integrates payment gateways to automate membership collections, failed payment retries, and invoice reporting.
Different members prefer different payment schedules. Gym Admin allows you to offer weekly, bi-weekly (fortnightly), or monthly membership cycles. You can set customized startup or sign-up fees and define exact contract terms directly in the plan builder, allowing you to tailor options to your community's needs.
Manually chasing declined cards is uncomfortable and time-consuming. Gym Admin runs smart dunning workflows via Stripe. If a card payment fails, the system automatically sends a friendly notification to the member, prompts them to update their card in the app, and retries the transaction at optimized intervals. If payments remain unresolved, the system automatically flags the student profile.
Keep clean accounting records without using spreadsheets. Gym Admin generates detailed payout summaries, monitors active recurring revenue (MRR), and separates membership fees from one-time store purchases. You can set tax rates for your region, ensuring that tax reporting is accurate and ready for tax time.
We make setup seamless whether you're switching systems or just starting out.
Getting started on Gym Admin App is super simple and you can do it yourself. Simply download the app, create your gym profile, a timetable and set up your membership payments on Stripe.
Open the App nowWe offer full migration support to move your existing student details, attendance records, and billing history across safely and accurately.
Get in touch nowWe'll give you full setup support. Contact us and let us help you set up your billings and timetable from scratch, ensuring everything is perfect on day one.
Contact us to get startedChoose the plan that fits your growth stage.
Starter
Free
For up to 50 students
Core feature access
Comprehensive billing features
Attendance & rank tracking
Student App Access
No credit card required
Truly free forever for up to 50 active students — no trial limits, no contracts, and no credit card required. We only grow when you grow.
Pro Plan
*billed monthly in USD, 1% Transaction fee + Stripe fees
The perfect solution for growing and large gyms with unlimited students.
Analyzes your gym's attendance, retention, and revenue to pinpoint what works, what doesn't, and actionable growth steps.
Unlimited students
Up to 1000 Email per month
Kiosk Mode with Custom Logo
And all other premium features
Get in touch with us today.
Gym Admin is an app that helps you manage your gym operations like billings and payments, class scheduling, student attendance and self check-in, belt and rank tracking, and sending communications to students who are new, absent, or to inform them of upcoming competitions and events.
Yes! It is truly 100% free with no time limit for up to 50 active students — no credit card required. We want to support new dojos and boutique academies as they get off the ground. You only upgrade to the Pro plan once you exceed 50 students or want advanced features like broadcast email campaigns.
Absolutely not! Our plan is paid monthly. You can cancel your subscription at any time from your account settings. No hidden fees or lock-in periods.
Yes, you can set up your belt system or other rankings and be notified when your students are ready to graduate.
Staff can mark attendance manually on the app or students can check in by themselves after they download the app and set up their Student profile.
We integrate directly with Stripe to support Credit Cards, Debit Cards, low-fee ACH Direct Debit (US Bank Transfers), Apple Pay, and Google Pay. All payments are processed securely with bank-grade encryption.
We charge a simple 1% fee for each transaction plus standard Stripe processing fees (including low-fee ACH bank transfers capped at $5). There are no expensive hidden monthly software leases or lock-in contracts. For Stripe's detailed pricing, visit here.
Yes! We offer full migration support to safely and accurately move your existing student details and attendance records. Just contact us through the form to discuss your specific migration needs.
Yes! Students can sign digital liability waivers and membership agreements directly from their mobile phone during onboarding or at your front desk kiosk before stepping on the mats.
Gym Admin features embedded AI directly in the app to analyze your gym's unique attendance, retention, and revenue data. It highlights what is working, identifies what is not working, and generates clear recommendations to grow your gym. This feature is exclusive to our Pro Plan, with more advanced AI tools coming soon!
"I’ve spent over 20 years on the mats and just as long working in software for the world’s biggest tech companies. I know that running a gym is a labour of love, but the admin shouldn't be a fight.
My partner Mariana and I built Gym Admin to bring enterprise-grade reliability to community-focused gyms. We don't just write the code; we live the lifestyle. We are committed to helping you spend less time on screens and more time with your students."
Anderson & Mariana
Co-Founders, Gym Admin
Android
iPhone / iPad / Mac