Everything the front desk does in a day
Selling, letting people in, keeping track of who paid and chasing the ones who did not. One system for the lot, whether you run one gym or several.
One system, every job
What a gym touches every day, from the first check-in of the morning to the month-end invoice run — and a the same time , the week’s work schedules, marketing and website management.
Point of sale
Made to handle the busy hours of the day, wired into serial cards: sell a card and it is on the customer before they leave the desk.
Serial cards
Monthly and yearly passes, punch cards, value cards, time-limited, night, morning and forever cards — several types side by side.
Partner gyms
Two gyms can honour each other's serial cards and memberships: the home gym takes the visit, both keep their own record, and a monthly report with CSV settles the month. No customer data changes hands.
Door access
Members open the doors with their own phone, on the membership or card they already hold. Up to 16 doors, on a schedule you set.
Entry gates
Turnstiles and gates read a QR code straight off the member's phone, so the gym can let people in with nobody standing at the desk.
Digital waivers
Add customers to your database in a breeze, and onto the mailing list too when they say yes.
Courses
Registration, member pricing, waiting lists and online payments — with an agreed price for one participant when special pricing is needed.
Restaurant
A waiter opens a table on a phone or tablet, takes the order and sends it to the kitchen and the bar, each with its own ticket board. The tab stays open through the evening and the table pays all at once or split, every payment becoming an ordinary POS receipt. Recipes give the cost per portion, and the 14 EU allergens are tracked per dish.
Product registry
Unlimited variants, automatic label printing and a fast stock count, working with invoices, sales orders, purchase orders and price quotations.
Invoicing
Recurring invoices for a thousand members in a blink — or skip the invoice and charge the card automatically through Stripe or Paytrail.
Shifts
Staff rotation schedules built from weekly templates, per location, with the swaps your team members requests and you approve.
Marketing
Audiences built from rules, emails that send themselves on a trigger, and the numbers on what each campaign did.
Your website
A straightforward CMS for your own site — pages, menus and testimonials — edited in the same place you run everything else.
AI assistant (early access)
Connect an AI assistant such as Claude to GymKeeper and set things up by describing them: a whole booking system with prices, times and a website widget, or a pause on a customer's cards. Your own rules and the key's permissions still apply. A first version, with more to come.
Support desk
Take tickets, answer them, and keep the whole conversation in one place for every member of staff to see.
Whatever your customers book, it fits
Time slots, whole days, classes, tickets, products and memberships all run on the same customer register, the same payments and the same door. This is what it is used for today.
Racket sports venues
Squash, badminton and other racket courts on an hourly grid, one tab per sport. Member prices, off-peak rates and discount codes are applied for you, and a booking can be paid by card, a pass or a membership.
Paddle sports
Tennis, padel and pickleball courts on an hourly grid, one tab per sport. Member prices, off-peak rates and discount codes are applied for you, and a booking can be paid by card, a pass or a membership.
Barber shops and beauty salons
Chairs, rooms or stylists as bookable resources, each service with its own length and price. Customers pick the time themselves and get a confirmation by email.
Guided hours and classes
A timetable of drop-in sessions with a capacity and a waiting list. Customers book with a membership or a punch card, or pay per visit.
Shops with vouchers, cards and products
A web shop that sells gift vouchers, serial cards and ordinary products next to the bookings, with one cart and one checkout for all of it.
Events
Your events on the public booking page, picked from the same calendar your staff already keep.
Rentals
Kayaks, bikes, SUP boards, fatbikes, mountain bikes and the like, by the hour or by the day, with a date-range calendar for longer hire. Different fleets sit side by side, and extras such as helmets or life jackets can be added to the booking.
General rentals
Crash pads, cars, scooters, tools and anything else that goes out and comes back. Booked by the hour or the day, priced per period, with pickup and return recorded on each booking.
Room reservation tablet
The room reservation tablet is a wall-mounted tablet at a room, any Android or iOS tablet or a browser, that shows the room's weekly calendar with free and reserved times. A visitor taps a free slot, picks one of the lengths set for that room and scans the QR code with their phone to enter details, accept the terms and pay; the tablet shows the time as reserved only once the booking is confirmed. It suits a standalone sauna, treatment room, studio or court, comes in 11 languages and returns to the calendar after a minute of inactivity.
Flotation tanks
One tank, one session at a time, with a turnaround time built in between bookings so there is always room to clean and reset.
Wakeboard parks
Sessions by the hour, equipment hire and waivers signed digitally on arrival, with season passes and punch cards for the regulars.
Waterparks
Day tickets, season passes and punch cards, sold online or at the desk and checked at the gate by QR code or turnstile.
Gyms with memberships
Memberships and passes with automatic invoicing, door access that follows the membership, class bookings and a member app.
Sport gyms
Hyrox, ninja skills, OCR and CrossFit gyms and boxes. Book classes and drop-in sessions with a capacity and a waiting list, sell memberships, punch cards and single visits, and let members in at the door.
Saunas and spas
Sauna turns booked by time and number of guests, priced per person, with extras like breakfast or a swimsuit rental added to the same booking.
Golf courses
Tee times with several players per start. Set the players per start and the gap between starts, and customers book one to four places or the whole start.
Not on the list? A booking is usually a resource, a price and a few rules. Tell us what you run and we will show you how it fits.
Four pillars, zero compromises
Serve the queue, not the software
The point of sale was built for a busy hour: sell a card and it attaches to the customer immediately, and when somebody goes back for a forgotten item you park the sale and serve the next person.
- Payment terminals, receipt printers and cash drawers
- Park a sale and pick it up when they return
- Serial cards attach to the customer automatically
- A kiosk on any Android or iOS tablet, no special hardware
The phone in their pocket is the key
Members open the doors with the membership, serial card or single pass they already hold. No keyfobs and no bulky keys, on whatever weekly schedule you set — and unlimited cards for 24/7 entry.
- Up to 16 doors or entry gates
- QR codes, NFC, RFID, barcodes or magnetic stripes
- Weekly opening hours per door
- Optional camera check when somebody comes in
- Courses and bookings open the door just as passes do
The same app, still
Shop
Serial cards, memberships, courses and products are bought in the app, and the card attaches itself the moment it is paid for.
Stats
Members see their own visits and how they are trending, without asking anyone at the desk.
Community
The gym's own discussion: members post, you answer, per location.
News
Announcements land in the app, and anything urgent is pushed to the front — a closed wall or a burst pipe reaches people before they set off.
Invoice a thousand members in a blink
Recurring invoices at any scale, integrated with third-party e-invoicing so payment status updates itself. Or take the invoice out of it entirely: members save a card once and Stripe or Paytrail charges it on the billing date.
- Automatic card charging through Stripe and Paytrail
- A failed charge emails the member a link to update their card
- Recurring billing for the whole membership
- E-invoicing, with payment status reconciled automatically
The email that wins them back sends itself
Build an audience from a rule — cards running low, nobody seen for six weeks, a birthday this month — and let an automation send to it on the trigger you choose. Campaigns go out through your own mail provider, and webhooks post the same events to whatever else you run.
- Audiences defined by rules, not by exporting a list every time
- Triggers for birthdays, days since a visit, and cards running low or about to expire
- Email through your own provider, with templates and campaign analytics
- Webhooks post events to your own endpoints, with a delivery log
Basic and Pro, side by side
The whole list, so you can check the thing you actually need is on it.
| Feature | Basic | Pro | What it does |
|---|---|---|---|
| API | A real API, not a stub — and if it's missing something you need, tell us. | ||
| App for customers | No app store, just a link. Serial cards, the shop, course and resource bookings, personal stats, news and the gym's own community feed. | ||
| Automatic card charging | Stripe and Paytrail charge saved cards on the billing date. | ||
| Bookable resources | Turn any product into something bookable — a kayak, a birthday room, a crash pad — with its own calendar, and bundle several into one package booking. | ||
| Card pauses and transfers | Freeze a card for injury or travel; billing shifts with it. | ||
| CMS for your own website | Pages, navigation menus and testimonials, edited alongside everything else. | ||
| Courses | Registration, member pricing, waiting lists, discount codes and online payment. | ||
| Customer register | One record per person, carrying their cards, visits, purchases and consents. | ||
| Digital waivers | Signed on arrival, straight into the customer register. | ||
| Door access | Up to 16 doors or gates, opened by phone, on your weekly schedule. | ||
| E-invoicing | Third-party integrations, with payment status reconciled automatically. | ||
| Entry gates and turnstiles | Opened by a QR code from the member's own phone. | ||
| Entry video check | Record who comes in, and have it checked that they came alone rather than with a friend. | ||
| Feedback terminal | Remember those happy faces? "How did we do today?" — on a tablet, with as many questions as you want and a trend line per location. | ||
| Gear management | Track harnesses, ropes and belay devices through service, repair and eventual retirement, with an alert before a discard date arrives unannounced. | ||
| Gift vouchers | Redeem partially with no limit, sell through the POS, web shop or OpenAir, and see what's still unredeemed in the accounting reports. | ||
| Hour reporting | Clocked hours from shift check-in and check-out, exported in the format your accounting or payroll already expects. | ||
| Identification your way | NFC, RFID, barcodes, magnetic stripes or QR codes. | ||
| Invoicing | Recurring invoices for the whole membership at once. Invoice companies just as easily — as an e-invoice, by email, even by post — and if you would rather not wait for the money, an integration can sell the invoices on to a third party. | ||
| Kiosk | Register customers and sell passes on any Android or iOS tablet. | ||
| Marketing automation | Rule-based audiences, triggered emails and campaign analytics. | ||
| Member wizard | Contracts, emails and renewals handled automatically instead of one member at a time. | ||
| Multiple card types side by side | Yoga, climbing and jiu-jitsu on the same customer. | ||
| Partner gyms | Honour another gym's passes, with a two-sided visit report and monthly reconciliation. | ||
| Payment terminals and receipt printers | Integrated terminals, receipt printers and cash drawers. | ||
| Personal notes | A private scratchpad for each staff member, in the same rich editor as the internal documentation. | ||
| Point of sale | Built for a busy hour, with parked sales and cards that attach themselves. | ||
| Product registry | Unlimited variants, label printing and a fast stock count. | ||
| Purchase orders | Send them to suppliers as a PDF or spreadsheet, print the labels when goods arrive, and let the reorder helper tell you what to buy next. | ||
| Reports | Over 50 built in. Need one that doesn't exist yet? Ask. | ||
| Restaurant | Table orders on a phone, kitchen and bar boards, split payments on the POS, and recipes with food cost and allergens. | ||
| Sales orders and quotes | Turn a quote into a sales order and an invoice in one click; mark it delivered and the warehouse saldo follows. | ||
| Self-service terminal | Customers punch their own card and skip the queue, with a staff view of who came in. | ||
| Serial cards | Punch, value, monthly, yearly, time-limited, night, morning and forever cards. | ||
| Staff chat | Groups, DMs and threaded replies, a room auto-created for every location, and an email nudge if a mention goes unread. | ||
| Staff shifts | Week templates, allocations, swap requests and approvals, per location. | ||
| Support desk | Tickets and the whole conversation, visible to every member of staff. | ||
| Tasks | A kanban or a list, assigned to a person or a location, recurring for the ones that never end, with a check-in type where everyone who needs to read something has to say so. | ||
| Transfer orders | Move stock between your own locations with an earmarked transport attached to the order, not just a saldo that quietly changes. | ||
| Unlimited users, devices and gyms | No per-seat pricing, no matter many people need to log in. | ||
| Web shop | Passes, courses, gift vouchers and products, against the same stock. | ||
| Webhooks | Fire an event to Zapier, Make.com or your own endpoint the moment something happens, complete with a delivery log and a test send. |
Unless you didn't notice, the Pro version is the same as the Basic. Or is the Basic version the Pro version?
Ready to start the journey with GymKeeper?
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