Industries · Gyms & fitness centres
Keep memberslong afterJanuary.
We build gym systems that connect leads and trials, memberships and freezes, class bookings, personal training, check-ins and renewals — so you can see who is drifting away while there is still time to keep them.
- Leads & trials
- Memberships & freezes
- Class bookings
- PT packages
- Check-ins
- Renewals & payments
- Branch dashboards
01Where gyms lose members
Sign-ups are loud. Cancellations are silent.
Most gyms know how many people joined this month. Far fewer know who stopped coming three weeks ago — until the renewal fails.
01Trial passes and tours aren't followed up
What happens
Leads arrive from Instagram ads, walk-ins, the website and corporate partners. Tours are logged on a sheet at the front desk, and follow-ups depend on which sales advisor was on shift.
What it costs
Paid ad leads go cold, people who loved the trial join somewhere closer to home, and nobody can say which campaign actually produced members.
With one system
Every lead lands in one pipeline with its source, an advisor and a next step. Trials, tours and follow-ups are scheduled and visible, and conversions trace back to the campaign.
02Members drift away before anyone notices
What happens
Check-in data sits in the access system, class attendance in the booking app and payments in the billing tool. Nobody puts them together until the member cancels.
What it costs
Members on annual contracts quietly stop visiting in month three, and the first conversation the gym has with them is about cancelling.
With one system
Visits, bookings and payments live on one member record. Members whose attendance drops are flagged to the team with a suggested check-in message, while there's still time.
03Freezes, upgrades and transfers are handled by email
What happens
Summer freezes, medical holds, branch transfers and plan upgrades are approved in messages and applied by hand in two systems.
What it costs
Members billed during a freeze, end dates calculated wrongly, and front-desk staff who can't see what was agreed.
With one system
Every membership change is a request with rules, approval and an audit trail. End dates, billing and access update together.
04Popular classes overflow while others run half-empty
What happens
Bookings, waitlists and no-shows are managed in the class app; instructor cover is arranged in a WhatsApp group.
What it costs
Members can't get into the 18:00 class, the 07:00 slot runs with four people, and late cancellations go unrecorded.
With one system
Class capacity, waitlists, no-show rules and instructor cover in one timetable — with fill rates by class, time and coach.
05PT packages and commissions live in a spreadsheet
What happens
Personal training sessions are tracked by each coach, packages are sold on paper and commission is worked out at month end.
What it costs
Sessions delivered after a package has run out, disputes about what's left, and coaches who don't trust their commission sheet.
With one system
Packages, sessions and coach commission on one record. Balances update as sessions are signed off, and expiring packages are flagged for renewal.
06Failed payments are found weeks later
What happens
Recurring card payments fail quietly; the list is exported from the payment provider and someone works through it when they can.
What it costs
Members keep training on unpaid memberships, and recovery calls happen when the card is long cancelled.
With one system
Failed payments appear on the member record the same day, with a retry schedule, a payment link ready to send and access rules you control.
02Gym platform preview
What your gym system could look like.
Switch between the screens your front desk, sales team, coaches and owner would use every day. Every view is designed per gym in discovery.
Illustrative interface with sample data — your system is designed around your memberships, branches and team.
Illustrative demo · sample dataCan you picture your own gym on it?
Build your gym system03Solutions
The parts of a gym system — chosen for your gym.
Every lead followed up, every campaign traced
Leads, tours & trials
Leads from ads, walk-ins, the website and corporate partners arrive in one pipeline with an advisor, a next step and a source — through tour, trial and sign-up.
- Source and campaign tracking
- Trial and tour booking
- Advisor follow-up tasks
- Corporate and referral leads
Every lead followed up, every campaign traced
Leads, tours & trials
Leads from ads, walk-ins, the website and corporate partners arrive in one pipeline with an advisor, a next step and a source — through tour, trial and sign-up.
- Source and campaign tracking
- Trial and tour booking
- Advisor follow-up tasks
- Corporate and referral leads
Not every gym needs every module. We scope the ones your operation actually uses, and add the rest when you need them.
04AI inside the system
AI that helps your team keep members.
AI in your gym system works on your own records — leads, visits, bookings, payments and packages. It spots patterns, drafts messages and answers questions; your team decides what happens.
AI here supports sales, scheduling and member service. It doesn't give medical, injury or nutrition advice, and it never reviews health questionnaires — those go to qualified staff. Messages are sent and membership changes made only after a team member approves them.
- 01
Drifting-member flags
Coaches decide who to contactWho has stopped coming in the last three weeks?Lists members whose visits dropped against their own usual pattern, with their plan, renewal date and usual coach — so the right person can reach out personally.
- 02
Lead follow-up drafts
Sent after reviewDraft follow-ups for yesterday's trials.Writes a short message per lead based on the class they tried and the question they asked, using your current offer. Advisors edit and send from the pipeline.
- 03
Cover finder
Coach S. is sick tomorrow. What needs cover?Lists the affected classes and PT sessions, suggests qualified instructors who are free, and drafts the cover requests and member notices — nothing changes until a manager approves.
- 04
Membership request triage
Staff approve changesSort this week's freeze and cancellation requests.Groups requests by type, checks each against your contract rules and notes what the member is entitled to. Requests that mention injury or health are routed to the club manager.
- 05
Enquiry replies
Approved answers onlySomeone on WhatsApp asks about off-peak prices and ladies-only classes.Answers from your approved price list and timetable, offers a trial slot from the live schedule and hands the lead to an advisor.
- 06
Reporting in plain language
Which classes bring in members who stay longest?Answers from your own bookings and retention data, showing the classes and the member counts behind them, so the owner can ask without building a report.
05A day with ORCHESTR
One Monday at the club, two ways.
- 06:00Cover sorted overnightThe absence was logged at 22:00, a qualified coach accepted the cover request and booked members were told.
- 09:30Failed payments on each memberFailed payments are already on each member record with a payment link ready; the front desk sees them at check-in.
- 12:00Tour logged with a next stepThe tour is logged with source and interests, and a trial is booked into tonight's spin class.
- 15:00Freezes approved by ruleRequests are checked against contract rules; the manager approves them in one go and billing updates automatically.
- 18:15Waitlist moves on its ownLate cancellations released spots to the waitlist two hours before class, and no-shows are recorded.
- 20:30PT balances signed offEach session is signed off on the floor, balances update and three low packages are flagged for renewal.
- 22:00Owner checks net membersJoins, leavers, trials and revenue by branch are on the owner's phone, traced to the campaign.
An illustrative day — every system is designed around how your team actually works.
06Integrations
Works with what your gym already uses.
Integrations depend on what each provider exposes — we confirm every connection in scoping before committing to it. Names are examples of categories we work with, not partnerships.
- Access & check-in
- Turnstiles and access control (where an API is available)QR and card check-inLocker systems (via export)
- Messaging
- WhatsApp Business APIEmailSMS gatewaysPush notifications
- Payments
- Recurring card billing gatewaysPayment linksPOS for shop and café
- Booking & aggregators
- Existing class booking apps (via API or export)Class aggregator platforms (where they offer an API)
- Marketing
- Meta lead formsGoogle Ads lead formsWebsite forms
- Accounting
- Zoho BooksQuickBooksXero
- Data
- Spreadsheets & exportsExisting databasesBI tools
07How we build your system
Built around your gym — not a template.
- 01
Understand your business
We learn how the business actually runs — people, tools, hand-offs and where time is lost — before proposing anything. - 02
Map your workflows
Every workflow is mapped end to end: who does what, when, with which information, and what should happen automatically. - 03
Design your system
Screens, records, permissions and integrations are designed around those workflows, and the scope is agreed in writing. - 04
Build and integrate
We build in stages and connect the tools you keep, so your team sees working software early and gives feedback as we go. - 05
Test and launch
We test with real scenarios, migrate the agreed data, set up roles and access, and onboard the team. - 06
Support and improve
After launch we support the system under an agreed arrangement and extend it as the business changes.
08Why it matters
What changes for the gym.
We don't quote savings we haven't measured. In discovery we baseline how your team works today, so improvements can be tracked against your own numbers.
Earlier conversations with members
Drifting attendance is visible weeks before a cancellation request.Leads that don't go cold
Every trial and tour has an owner and a next step, traced back to the campaign that paid for it.Membership changes done once
Freezes, upgrades and transfers update billing, end dates and access together.Classes that fill fairly
Waitlists, no-show rules and cover requests run from the same timetable.PT that adds up
Packages, sessions and commission come from the same signed-off records.The owner's real numbers
Net members, retention and recurring revenue by branch without waiting for month end.
09Possible use cases
How different gyms could use it.
Examples of what we could build — not completed client projects.
Classes and packs, under control
Class packs, memberships, waitlists and instructor cover for a single-studio HIIT, spin or yoga brand that has outgrown its booking app.
Every branch on one picture
Shared membership rules, branch-level capacity and staff, a central sales pipeline and a group dashboard for the owners.
Coaches, clients and commission
Package sales, session sign-off, programme check-ins and coach commission for a gym where personal training is most of the revenue.
Members who feel known
Onboarding journeys, attendance-based check-ins and family or group memberships for a club built on community.
Company accounts done properly
Employee eligibility, corporate rates, monthly invoicing and usage reports for each partner company.
FAQs
Gym owner questions, answered.
Healthcare & wellness
01We already have gym software. Why would we build something?
Off-the-shelf gym software covers the basics well. Owners usually come to us when it can't follow their own membership rules, multi-branch setup, PT commission or retention process — or when data is split across three tools. We can build around your current software through its API or exports, or replace it where that's the better answer. We'll tell you which in discovery.
02Can it connect to our turnstiles and access control?
Often, yes — many access systems expose an API or a check-in export. We confirm what yours allows before scoping it, and if direct integration isn't possible we can use QR or card check-in at reception instead.
03How do freezes and medical holds work?
Each freeze is a request with your rules — minimum and maximum length, fees, how many per year. Once approved, the end date, billing and access update together. Requests that mention a health reason go to the club manager, and any documents are stored with restricted access.
04Will the AI message our members?
Only as drafts your team approves, unless you decide that specific messages — like a class waitlist notice — can go automatically. It never gives training, injury or nutrition advice.
05Can we move our existing members, contracts and PT balances?
Usually, from your current system's exports or API. We map members, plans, end dates, freezes and package balances, reconcile them with your payment provider and agree the migration scope before go-live.
06Does it handle several branches and different membership types?
Yes. Branches can have their own timetables, capacity, staff and pricing, with single-branch and all-access plans, corporate memberships and add-ons all running on the same rules engine.
07How is member payment data handled?
Card details stay with your payment provider; the system stores the status of each payment, not the card itself. Access to member records is role-based, and hosting and retention are agreed in scoping.
08How is a gym system priced?
We quote after a discovery call, based on the modules, integrations and branches involved. Hosting and ongoing support are agreed separately and in writing.
09Can members book from their phones?
Yes — through an optional member portal or app connected to the same records, for class bookings, freezes, card updates and PT balances.
Start here
Let's mapyour gym.
Tell us how your gym runs today. We'll come back with how one system could connect sales, the floor, billing and your owner's view.
- 01We get back to you to arrange a call.
- 02A focused conversation about how your gym runs today.
- 03If there's a fit, a written scope and quote — no obligation.
Related guides