Stop paying every month for gym software that almost fits
You already have a membership system. You also have the workarounds, the spreadsheet exports, and a bill that climbs as you grow. The alternative: a system tailored to exactly how your gym runs — that you own outright, and that AI keeps up to date for you.
If you run a gym, you're almost certainly renting software already — and paying properly for it, often per member, so the bill grows with your success. And you've learned to live with the bits that don't fit: the pricing rule it can't express, the report you rebuild in a spreadsheet every month, the door policy your front desk enforces from memory because the system doesn't know about it. Asking the vendor to change any of it means a feature request into a void and a "that's on our roadmap".
Here's the alternative. The building blocks — memberships, the door, renewals, bookings, invoicing, member email — are already built and tested, so you're not paying for a six-month bespoke build either. They get configured to your exact rules, and then two things are different from anything you've rented:
You own it. The system is yours — it exports as standard code you can take anywhere, and your member data lives in your database, not a vendor's. No per-member pricing, no subscription that holds your gym hostage, no losing everything if you leave.
AI manages it. When something needs to change — a new membership tier, a different chase-up window, a report you wish you had — you describe it in plain English and the AI makes the change. No support tickets, no waiting on someone else's roadmap, no developer day-rates for a ten-minute tweak.
What's already built
| The job | What it does | What you tell us |
|---|---|---|
| Memberships | Sign-up with your membership tiers, and monthly payments that extend cover from the right date — pay early and the month is added to the end, never lost; a lapsed member who pays is active again automatically | Your membership types and what each costs a month |
| The door | Check-in at the front desk: paid-up members walk through, cancelled or unpaid members are refused with the reason on screen — and every attempt, allowed or refused, is recorded | Nothing extra — it works from your memberships |
| Renewals & chasing | A live list of who owes you: new joiners who never paid and members about to expire, each with the fee due — ready for a mail merge | How far ahead you chase renewals |
| Courts & classes | Bookings for squash courts, studios and classes with clash detection — no double-booked slots, ever | Your facilities, your slots, your prices |
| Invoicing & debtors | Unbilled court bookings become invoices in one action, plus batch runs, payments, a live debtors list and per-customer statements | Your payment terms and invoice details |
| Member email | A welcome email the moment someone joins, reminders and letters through your own email provider, with every send logged | Your wording and your sender address |
The front desk gets one screen with the day at a glance: footfall (visits and refusals), renewals due, and the full member roster with each person's status. And there's more on the shelf when you need it: a waitlist for the class that always fills, member surveys to catch problems before people quit, and an audit trail that records every enrolment, payment and cancellation across the lot.
It already works together
These aren't six separate products with six logins. The door reads your memberships. A member who turns up unpaid isn't just refused — they're automatically marked lapsed and appear on your renewals list, so nobody has to notice and nobody slips through unchased. In our live demo data that exact flow has already happened: a member arrived with an expired membership, was refused at the door with the reason on screen, and was sitting on the chase-up list before the front desk had looked up. One payment later, she's active again.
What we'd need from you
Honestly? A conversation. What memberships you offer and what they cost, which courts and classes you run, how far ahead you like to chase renewals — and, just as useful, what your current system gets wrong, because that's the part we tailor around. Bring an export of your member list and your members come across with you. Tell the AI directly, or tell us and we'll do it with you. Requirements in, working system out.
And the honest boundary: turnstiles and door hardware, card terminals at the desk, and Direct Debit collection are integrations on top — we'll tell you plainly what's covered and what isn't before you commit to anything.
Try it
You can see the modules for yourself in the catalogue, or just get in touch and tell us about your gym — and what your current system costs you: matthew.anderson@stellisoft.com. Trying it costs nothing — 20 AI messages a month free, no card: stellisoft.com.