What This Screen Does
This is where you update the details of an existing gym or location. Think of it like editing a business profile — you can change the name, address, opening hours, payment settings, and more. Any changes you save here will immediately affect how the gym appears and operates across the entire platform.
How to Get There
Open the dashboard.
In the left-hand menu, click Gym.
Find the gym you want to edit and click on it.
You are now on the Edit Gym screen.
Step-by-Step Guide
1. Update the Gym Profile
This section holds the core identity of the gym — its name, descriptions, and branding images.
Field | Required | What to Enter |
Gym Name | Yes | The official name of this gym location. |
VAT Number | Yes | The value-added tax identification number used for billing and invoicing. |
Short Description | No | A brief summary displayed in gym listings and previews. This is a multi-line text field. |
Full Description | No | A detailed write-up about the gym, its facilities, and services. Uses a rich-text editor so you can add formatting. |
Upload a Gym Logo (required)
Under the Gym Logo heading, click the image area to open the uploader.
Pick a square image from your computer (minimum 250×250 pixels).
The image will be cropped to a 1:1 ratio automatically.
Only one logo is allowed. Uploading a new one replaces the old one.
Upload Gym Images (required)
Under the Gym Images heading, click to upload one or more photos.
Images must be at least 320×240 pixels and will be cropped to a 4:3 ratio.
You can upload multiple images to showcase the gym’s facilities and equipment.
To remove a single image, click the remove button on that image.
To remove all images at once, use the Remove All option.
Select Location or Lock IDs (conditional)
This field only appears if your chain uses an access system (JustFace or Danalock).
JustFace: A Location ID dropdown appears. Select one or more locations from the list.
Danalock: A Lock ID dropdown appears. Select one or more locks. If no locks are found, the dropdown will show “No locks found”.
2. Update 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. |
Country | Yes | The country where the gym is located. |
3. Set Opening Hours
Opening hours tell members when the gym is open each day. By default, all seven days are listed with 00:00–23:59 (essentially 24 hours).
Each row has three fields:
Field | Required | What to Enter |
Day of Week | Yes | Pick a day from the dropdown (Monday through Sunday). |
Open | Yes | The time the gym opens (24-hour format). |
Closed | Yes | The time the gym closes (24-hour format). |
To remove a time slot, click the red × button next to that row.
To add a new time slot, click the Add opening hour button at the bottom of the card.
You can have multiple rows for the same day if you need split hours (for example, open in the morning and evening but closed in the afternoon).
4. Configure Email Automation for Referrals and Trials
This section controls which automatic emails are sent during referral and trial workflows.
Field | Required | Subscription | What to Enter |
Confirmation email to candidate | No | Premium / Platinum only | Choose a referral email template to send to the person being referred. |
Confirmation email to referrer | No | Premium / Platinum only | Choose a referral email template to send to the member who made the referral. |
Task Booking Confirmation | No | All plans | Choose an email template sent to confirm task bookings (e.g., personal training sessions). |
General Guest Welcome | No | All plans | Choose the default welcome email sent to new guests upon registration. |
If no email templates are available for a dropdown, it will show “No email templates found”. You can create templates in the Email Templates section first and then return here.
Trial Lesson Welcome Emails (optional)
Toggle Trial Lesson Welcome Emails on to send a welcome email when guests book trial lessons.
When enabled, a new dropdown appears: Trial Lesson Welcome Template. Pick the email template to use.
Trial Lesson Follow-Up Emails (optional)
Toggle Trial Lesson Follow-Up Emails on to send a follow-up email after trial lessons to encourage membership signup.
When enabled, a new dropdown appears: Trial Lesson Follow-Up Template. Pick the email template to use.
5. Configure Membership and Lead Settings
This section controls referral bonuses, trial limits, membership caps, and waiting list behaviour.
Enable Referral Bonus (optional)
Toggle Enable Referral Bonus on if you want to reward members who refer new leads.
When enabled, an additional field appears:
Field | Required | What to Enter |
Referral Bonus Amount | Yes (when enabled) | The monetary reward given to members for successful referrals. Displayed with your chain’s currency symbol. |
Trial and Membership Limits
Field | Required | What to Enter |
Maximum Trial Bookings per Guest | Yes | How many trial sessions a guest can book before requiring a membership. Must be greater than 0. |
Global Membership Capacity | No | Maximum number of active memberships allowed at this gym. Leave blank for unlimited. When the limit is reached, a waiting list is activated. |
Waiting List Settings (conditional)
These fields appear only when Global Membership Capacity is set to a number greater than 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 up. Use the time picker (minimum 15 minutes). |
Expired respondence can still signup | No | Toggle on to allow people to sign up even after their response time has expired, as long as spots remain available. |
Notification method for waiting list | Yes (when capacity is set) | Choose one or more ways to notify people on the waiting list (e.g., Email, SMS). |
Anchor Renewals to First of Month (optional)
Toggle Anchor Renewals to First of Month on to align all membership renewals to the 1st day of each month.
When off, renewals follow each member’s individual signup date.
6. Configure Task Settings
These settings control how the system handles tasks (such as personal training sessions or scheduled activities).
Field | Required | What to Enter |
Upcoming Task Notifications | No | Toggle on to send notifications to staff about upcoming assigned tasks. |
Expired Task Notifications | No | Toggle on to send notifications to staff when assigned tasks expire. |
Default location for task bookings | No | Pick a location from the dropdown. This is used when no specific location is selected for a task booking. |
Notified about task approvals | No | Select one or more user roles that should receive notifications when tasks need approval. |
7. Update Payment and Banking Information
This section manages how the gym processes payments and collections.
Field | Required | What to Enter |
Payment Provider API Key | Yes | The API key from your payment provider (e.g., Stripe, Nets). This enables transaction processing. |
Bank Account Number | Yes (if debt collection is signed) | The primary bank account for receiving payments and processing refunds. Disabled until the debt collection agreement is signed. |
IBAN | No | International Bank Account Number for international transfers. Disabled until the debt collection agreement is signed. |
SWIFT/BIC Code | No | Bank identifier code for international wire transfers. Disabled until the debt collection agreement is signed. |
Debt Collection Agreement Signed | No | Toggle on to indicate that the debt collection agreement is active. This unlocks the bank account fields above. |
Important: The Bank Account Number, IBAN, and SWIFT/BIC Code fields are greyed out and cannot be edited until you toggle Debt Collection Agreement Signed on.
8. Save Changes
Scroll to the bottom of the page.
Click the Save Changes button in the bottom-right corner.
The system will:
Validate all your inputs.
Update the gym record with the new data.
Upload or update the logo image.
Upload or update the gym images.
Redirect you to the gyms list.
You will see a green “Update success!” notification at the bottom of the screen.
What Happens Behind the Scenes
You click "Save Changes"
|
v
Form validates all fields (Yup schema)
|
v
Opening hours are converted to time strings (HH:mm:ss)
|
v
API call: GymsService.edit({ id, body: formData })
|
v
Gym record is updated on the server
|
v
API call: GymsService.addLogo({ id, files: [logo] })
|
v
Logo image is uploaded or replaced
|
v
API call: GymsService.addImages({ id, files: [images] })
|
v
Gym images are uploaded or replaced
|
v
Success notification "Update success!" appears
|
v
You are redirected to /gyms (the gyms list)
Troubleshooting
“I filled everything in but the Save Changes button does not work”
Double-check that all required fields are filled. 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 and at least one gym image.
Verify the Payment Provider API Key is filled in — this is a required field that is easy to overlook.
“The bank account fields are greyed out and I cannot type in them”
The bank account fields are locked until the Debt Collection Agreement Signed toggle is turned on.
Scroll down to the Payment and Banking Information section and toggle it on.
Once enabled, the Bank Account Number, IBAN, and SWIFT/BIC Code fields become editable.
“I do not see the Location ID or Lock ID field”
This field only appears if your chain has an access system provider configured (JustFace or Danalock).
If your chain does not use an access system, this field will not be shown — this is normal.
Contact your administrator if you believe an access system should be configured.
“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 you are on a lower plan, these fields will not appear.
Upgrade your subscription or contact your account manager to access this feature.
“The email template dropdown says ‘No email templates found’”
This means no email templates of the required type have been created yet.
Go to the Email Templates section in the left-hand menu and create the appropriate template (Referral, Guest, or Task Confirmation type).
Come back to this screen and the new template will appear in the dropdown.
“My referral bonus amount is not saving”
Make sure the Enable Referral Bonus toggle is turned on.
The bonus amount must be greater than 0.
Only numbers and commas are accepted in this field — do not type currency symbols.
“The waiting list settings are not showing up”
The waiting list fields only appear when the Global Membership Capacity field is set to a number greater than 0.
Type a capacity number and the settings will expand below it.
You must also select at least one Notification method for waiting list when a capacity is set.
“I got an error after clicking Save Changes”
A red error message will appear. Read it carefully — it usually tells you what went wrong.
Common causes: missing required fields, invalid payment API key, or a server timeout.
If the error is unclear, try again. If it keeps happening, contact support with the error message.
“My opening hours disappeared after saving”
Make sure each opening hour row has all three fields filled: Day of Week, Open time, and Closed time.
If any of these are left blank, the row may not save correctly.
Re-add the missing opening hours and save again.
“I uploaded a logo but it does not appear”
The logo must be at least 250×250 pixels and in a supported format (JPEG, PNG, or GIF).
Only one logo is allowed. If the upload failed silently, try removing the current logo and uploading again.
Check that the file does not exceed the maximum file size allowed by the system.