What This Screen Does
This is where you set up a brand-new gym location in the system. Think of it like filling out a registration form for a new branch of your fitness business. You enter the gym’s name, address, opening hours, payment details, and configure how it handles memberships, emails, and tasks. Once you save, the gym is live and ready for members and staff.
How to Get There
Open the dashboard.
In the left-hand menu, click Gym.
Click the + New Gym button (or equivalent create action) in the top-right corner.
You are now on the Create Gym screen.
Step-by-Step Guide
1. Gym Profile
This section covers the basic identity of your gym — its name, tax info, descriptions, and images.
Name and VAT
Field | Required | What to Enter |
Gym Name | Yes | The official name of this gym location. This is what members and staff will see. |
VAT Number | Yes | Your value-added tax identification number, used for billing and invoicing. |
Descriptions
Field | Required | What to Enter |
Short Description | No | A brief summary that appears in gym listings and previews. Up to a few sentences. |
Full Description | No | A detailed write-up about the gym, its facilities, and services. Uses a rich-text editor so you can add formatting, links, and lists. |
Logo and Images
Gym Logo (Required)
Click the upload area to select a square logo image.
Minimum size: 250×250 pixels.
The image will be cropped to a 1:1 square ratio.
This logo is used for branding throughout the system.
Gym Images (Required — at least one)
Upload one or more photos showcasing the gym’s facilities and equipment.
Minimum size per image: 320×240 pixels.
Images are cropped to a 4:3 ratio.
You can remove individual images or remove all at once.
Access System IDs (conditional)
These fields only appear if your chain uses a supported access system (door locks).
If your chain uses JustFace: A Location ID dropdown appears. Select one or more location IDs to link this gym to the access system.
If your chain uses Danalock: A Lock ID dropdown appears. Select one or more lock IDs. If no locks are found, the dropdown will show “No locks found”.
2. Address Information
Enter the gym’s physical address so the system knows where it is located.
Field | Required | What to Enter |
Street Address | Yes | Street name and number where the gym is located. |
Postal Code | Yes | ZIP or postal code. |
City | Yes | City or municipality name. |
Country | Yes | The country where the gym is located. |
3. Opening Hours
Set when the gym is open each day. By default, the form starts with one entry per day of the week (Monday through Sunday), each set to 00:00–23:59 (essentially open all day).
For each opening-hour row:
Field | Required | What to Enter |
Day of Week | Yes | Pick the day (Monday, Tuesday, etc.) from the dropdown. |
Open | Yes | The time the gym opens. Use the time picker (24-hour format). |
Closed | Yes | The time the gym closes. Use the time picker (24-hour format). |
To remove a row, click the red ✕ button next to it.
To add a new row (for example, if you have split hours on a single day), click the Add opening hour button at the bottom of the card.
4. Email Automation for Referrals and Trials
Configure which email templates the system sends automatically. All email template dropdowns pull from templates you have already created under Email Templates.
Referral Emails (Premium / Platinum plans only)
Field | Required | What to Enter |
Confirmation email to candidate | No | Email template sent to the person who was referred. Only available on Premium or Platinum subscriptions. |
Confirmation email to referrer | No | Email template sent to the member who made the referral. Only available on Premium or Platinum subscriptions. |
Task and Guest Emails
Field | Required | What to Enter |
Task Booking Confirmation | No | Email sent to confirm task bookings (for example, personal training sessions). |
General Guest Welcome | No | Default welcome email sent to new guests upon registration. |
Trial Lesson Emails
Toggle / Field | Required | What It Does |
Trial Lesson Welcome Emails (toggle) | No | When turned on, a welcome email is sent when guests book trial lessons. |
Trial Lesson Welcome Template | No (appears when toggle is on) | Pick the email template for trial lesson welcome messages. |
Trial Lesson Follow-Up Emails (toggle) | No | When turned on, a follow-up email is sent after trial lessons to encourage membership signup. |
Trial Lesson Follow-Up Template | No (appears when toggle is on) | Pick the email template for trial lesson follow-up messages. |
5. Membership and Lead Settings
Control how memberships, referrals, trials, and waiting lists work at this gym.
Referral Bonus
Toggle / Field | Required | What It Does |
Enable Referral Bonus (toggle) | No | Turn this on to reward members who refer new leads. |
Referral Bonus Amount | Yes (when toggle is on) | The monetary reward given for successful referrals. Must be greater than 0. Displayed in your chain’s default currency. |
Trial and Membership Limits
Field | Required | What to Enter |
Maximum Trial Bookings per Guest | Yes | How many trial sessions a guest can book before they must become a member. Must be greater than 0. Defaults to 1. |
Global Membership Capacity | No | The maximum number of active memberships allowed at this gym. Leave empty for unlimited. When the limit is reached, a waiting list is activated. |
Waiting List Settings (appear when Global Membership Capacity is set above 0)
Field | Required | What to Enter |
Response time for waiting list signup | No | How long a person on the waiting list has to respond when a spot opens. Use the time picker (minimum 15 minutes). Defaults to 6 hours. |
Expired respondence can still signup (toggle) | No | When on, people whose response time has expired can still sign up until all available spots are taken. |
Notification method for waiting list | Yes (when capacity is set) | Choose one or more methods (e.g., Email, SMS) for notifying people on the waiting list. |
Renewal Anchor
Toggle | Required | What It Does |
Anchor Renewals to First of Month | No | When enabled, all membership renewals are aligned to the 1st day of each month instead of rolling dates. |
6. Task Settings
Configure how the system handles tasks (such as personal training sessions or follow-up appointments).
Toggle / Field | Required | What It Does |
Upcoming Task Notifications (toggle) | No | Send notifications to staff members about upcoming assigned tasks. On by default. |
Expired Task Notifications (toggle) | No | Send notifications to staff members when assigned tasks expire. On by default. |
Default location for task bookings | No | The default location pre-selected when creating task bookings. Pick from your list of locations. |
Notified about task approvals | No | Choose which user roles receive notifications when tasks need approval. You can select multiple roles. |
7. Payment and Banking Information
Set up the financial details so the gym can process payments and collections.
Field | Required | What to Enter |
Payment Provider API Key | Yes | The API key from your payment provider (e.g., Stripe, Reepay). This is needed to process transactions. |
Bank Account Number | Only if debt collection agreement is signed | Your primary bank account number for receiving payments. Format: XXXX-XXXXXX. |
IBAN | No | International Bank Account Number, needed for international transfers. Only editable when debt collection agreement is signed. |
SWIFT/BIC Code | No | Bank identifier code for international wire transfers. Only editable when debt collection agreement is signed. |
Debt Collection Agreement Signed (toggle) | No | Turn this on to indicate the debt collection agreement is active. This unlocks the bank account fields above. |
Important: The bank account fields (Bank Account Number, IBAN, SWIFT/BIC) are disabled and cannot be edited until you toggle Debt Collection Agreement Signed to on.
8. Save
Click the Create button at the bottom-right of the form.
The system will:
Validate all your inputs.
Create the gym record.
Upload the logo image.
Upload the gym images.
Redirect you to the gyms list.
You will see a green “Create success!” notification at the bottom of the screen.
What Happens Behind the Scenes
You click "Create"
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Form validates all fields (Yup schema)
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Opening hours are converted from time objects to time strings (HH:mm:ss)
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API call: GymsService.create({ body: formData })
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Gym record is created, server returns the new gym ID
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API call: GymsService.addLogo({ id: newGymId, files: [logo] })
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Logo is uploaded and attached to the gym
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API call: GymsService.addImages({ id: newGymId, files: [images] })
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Gym images are uploaded and attached to the gym
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Success notification appears ("Create success!")
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You are redirected to /gyms (the gyms list)
Troubleshooting
“I filled everything in but the Create button does not work”
Double-check that all required fields are filled in. The form will not submit if anything is missing.
Look for small red error messages below the fields — they tell you exactly what is wrong.
Make sure you have uploaded at least one logo image and at least one gym image.
Ensure the Payment Provider API Key field is not empty.
“The bank account fields are greyed out and I cannot type in them”
The bank account fields (Bank Account Number, IBAN, SWIFT/BIC) are locked by default.
Scroll down to the Debt Collection Agreement Signed toggle and turn it on.
Once the toggle is on, the bank account fields become editable.
“I do not see the referral email dropdowns”
The Confirmation email to candidate and Confirmation email to referrer fields are only available on Premium or Platinum subscription plans.
If your chain is on a lower plan, these fields will not appear. Contact your account manager to upgrade if you need referral email automation.
“The email template dropdowns say ‘No email templates found’”
You need to create email templates before you can select them here.
Go to Email Templates in the left-hand menu and create templates of the correct type (Referral, Guest, or Task Confirmation).
Come back to this screen and the templates will appear in the dropdowns.
“I do not see the Location ID or Lock ID fields”
These fields only appear if your chain has an access system provider configured (JustFace or Danalock).
If your gym does not use an electronic door-lock system, you can ignore this — the fields are hidden on purpose.
If you do use an access system but the fields are missing, check your chain settings to make sure the access system provider is properly configured.
“My gym images failed to upload”
Each image must meet the minimum size requirement: 320×240 pixels for gym images, 250×250 pixels for the logo.
Images must not exceed the maximum file size allowed by the system.
If the gym was created but images failed, go to the gym’s edit screen and upload them again.
“I got an error after clicking Create”
A red error message will appear. Read it carefully — it usually tells you what went wrong.
Common causes: missing required fields, invalid API key, server timeout, or duplicate gym name.
If the error is unclear, try again. If it keeps happening, contact support with the error message.
“The waiting list settings are not visible”
The waiting list fields (response time, expired respondence toggle, notification method) only appear when Global Membership Capacity is set to a number greater than 0.
Enter a capacity number and the waiting list settings will expand below.
“I set opening hours but they look wrong after saving”
Make sure the Open time is earlier than the Closed time for each entry.
If you need split hours for one day (for example, morning and evening), add two separate rows for that day using the Add opening hour button.
Times are in 24-hour format (for example, 06:00 for 6 AM, 18:00 for 6 PM).
“The notification method for waiting list shows a validation error”
When you set a Global Membership Capacity greater than 0, the Notification method for waiting list field becomes required.
Select at least one notification method (such as Email or SMS) to proceed.