Setting Up a Gym or Studio
This guide is for gyms, yoga or pilates studios, swimming pools, dance classes, and other businesses that sell memberships or class packs. The end result: customers can buy a membership on the storefront or at the front desk, and you can see who is active, who is frozen, and who is about to expire.
1. Pick Gym & Studio at sign-up
When you register, answer What kind of business? with Gym & Studio. Etalasse then:
- creates a Booking shop, so you can also sell scheduled sessions and classes
- switches the Memberships & passes business feature on. Check-in needs the Growth plan, so a new shop (on Free) switches it on later, after upgrading
- fills in the wording "Membership" for the plan, "Member" for the holder, and "Check-in" ("Paket Member", "Member", and "Check-in" when you sign up in Indonesian; change it in Shop settings)
- makes booking attendees optional, so parents can book for their children
Already have a shop? Switch Memberships & passes on in Settings > Business Features (shop owner).
2. Check your subscription plan
| Need | Plan |
|---|---|
| selling memberships, up to 30 active at once | Free |
| up to 300 active passes, and Check-in | Growth |
| unlimited active passes | Pro or Enterprise |
See Active pass limit and Billing.
3. Set your wording
In Shop settings, under Other settings, the Wording for your business features card, replace the default words with the ones your customers use, for example "Member Card" for the plan or "Member" for the holder. See Wording for your business features.
4. Create your plans
Open Members > Plans and New plan, or switch on Sell as a ... plan on the product form. See Creating Membership Plans. A sample line-up:
| Plan | Kind | Terms | Sample price |
|---|---|---|---|
| Monthly Member | Time-based | 1 month, at most once a day, 30 freeze days in total (at least 7 days each), 3 grace days | Rp 350.000 |
| 10-Class Pack | Credits | 10 credits, valid 60 days | Rp 600.000 |
| 8 Classes a Month | Time + credits | 1 month, 8 credits, at most 3 a week | Rp 450.000 |
| Family Member | Time-based | 1 month, 3 people | Rp 800.000 |
| Joining Fee | regular product | picked as the Joining fee product on the monthly plan | Rp 100.000 |
Tips:
- choose The customer picks a date (up to 60 days ahead) when customers often buy before they start training (for example from the start of next month)
- switch on Customers can freeze it themselves only when the rules are clear, for example a freeze for illness or travel
- narrow a plan to certain calendars or branches with Where it can be used when prices differ per room or branch
5. Sell at the front desk and online
- front desk (POS): pick the customer, add the plan, fill in the start date and a holder name if needed, tick the joining fee for new members, then take payment. See Selling Memberships
- storefront: plan cards show in your online store. Customers sign in, pick a plan, and pay online. The pass shows under My Membership in their account
6. Classes with passes
When you sell scheduled classes (a Booking shop), members can book a class and pick Use your Membership at checkout, so one class uses one credit with no payment. Set A no-show uses up the pass credit in Booking Settings to match your policy. See Paying for Bookings with a Pass.
7. Front-desk check-in
On the Growth plan or higher, switch Check-in on in Settings > Business Features:
- members show a QR from their account that changes every 30 seconds, and staff scan it in the POS Check-in tab
- members without a phone are found by phone number
- for classes, tick who came in Check-in > Class Roster
- to let members check in by themselves, switch on Self check-in with the door code in Check-in > Check-in Settings, then print a poster per branch from Check-in > Door Codes
- set Access hours to your opening hours
See Check-in.
8. Renewals and reminders
- switch on Customers can turn on auto-renew on the monthly plan: members who turn it on get an invoice before their pass ends and pay it themselves (nothing is charged automatically)
- switch on the Pass Renewal Reminder, Pass Credits Expiring, Pass Expired Win-back, and Pass Pause Ending automations in Marketing Center > WhatsApp Automations
- build a "not seen for 14 days" segment with Not checked in for more than (days) for win-back messages
See Membership Renewals.
9. Daily and weekly routine
- open Members > Members, filter Ends within 7 days, and contact members who need to renew
- handle freeze requests and record the reason. Staff can backdate a freeze by up to 7 days
- use Adjust with a clear reason when compensating for a canceled class
- keep an eye on Monthly recurring revenue, Unused credits value, and active passes against your plan's limit
- open Check-in > Check-in Reports for Busy hours and Not seen lately, and Members > Renewals for unpaid invoices
See Managing Memberships.