Before the reservation can be available to clients, you must select a specific time. You can edit the settings by clicking the Change Settings button.

Afterwards, you can change the global settings of sign-up timetables for a specific reservation template. Additionally, you can choose so-called rewrite rules, which will change the timetable only once.

Global Settings

Basic global settings will be applied when entering a reservation timetable, which allows clients to sign up as far in advance as possible. You can change the time setting for each day individually. If you want to edit all the days simultaneously, you have to ban the possibility 'Edit Settings of Individual Days' (see the picture below). In addition, when editing the time, you can also change the set price in the reservation template.

Rewrite Rules

If the booking system changes the set registration timetable, you do not have to change the times or suspend the sign-up manually. Instead, to change the time interval for registering, you can add a new rewrite rule; see the picture below.

In the instance, when clients are already signed up for a reservation and you create a new rewrite rule, it will not affect the existing reservations! If you create multiple rewrite rules in a short span of time, the latest rule will be applied when entering a new reservation.

Quick TIP!

For more information on how to edit reservations and display signed-up clients, go to the article Management of Client Reservations.

The GYMIFY booking system offers you the use of an online payment gateway for clients. More information about the Stripe payment gateway is available at https://stripe.com. Stripe is one of the most popular providers of online payments worldwide and meets firm measures regarding security and protection from fraud payments.

The GYMIFY system never receives any information about your payment cards. The payment is provided and secured only by Stripe.

Quick TIP!

A link is created between the fitness centre owner and the Stripe Company by connecting to the payment gateway. You can connect the gateway to GYMIFY by going to the section Administration -> Settings -> Integration -> Payment Gateway. Follow the instructions of the Stripe Company to connect the gateway; afterwards, your account will be available in the GYMIFY system.

If you already have created an account on Stripe, the process can be done more quickly, as you can use the account to connect to GYMIFY.

Quick TIP!

After successfully connecting to Stripe, you can use the gateway to create reservations or event sign-up in the booking system by enabling the Allow Card Payment setting. Stripe holds the funds for a limited time before the money is transferred to your chosen account at regular intervals.

Refunds

You can allow refunds for reservations or events in GYMIFY. You can set the payment policy in the Administration -> Settings -> Integration -> Payment Gateway section. The total price is returned by default. Refunds automatically occur when the client signs out of an event or reservation. All online payments are available in the GYMIFY system, section Administration -> Online Payments.

Attention! Refunds are done automatically. If you need to do a manual refund, please take this into account!

Quick TIP!

Automatic Invoice

You can enable the processing of automatic invoices in the section Administration -> Settings -> Integration -> Payment Gateway. Invoices (credit notes) will be automatically sent to your client’s email in your company's name. If you are not interested in this function, you can turn off the automatic invoices. Otherwise, you can access or download all invoices in the Administration -> Online Payments section.

When you are selling a product with added charge or different VAT, for example, a deposit bottle or a can, you can use this function to automatically link the products and thus avoid any unnecessary complications.

The setting is relatively easy. First, go to GYMIFY and set which products will be linked automatically. For example, a deposit bottle is linked to an existing product in the picture below.

You can link products by editing the specific product in the products and services record at https://my.gymify.app/gym/warehouse/products.

Quick TIP!

After successfully linking the products, the added charge will be automatically included in the receipt. In addition, the system includes even the sale of multiple products and automatically counts the cost accordingly.

To avoid the chaos and inconveniences associated with signing contracts with your clients, you can use the GYMIFY system, which enables you to display all contracts.

You can share contracts, training plans, or other files with your clients. To enable this function, go to https://my.gymify.app/gym/administration/shared-documents.

You can share files and use up to 1GB of space. You can also delete the old files and make space for new ones.

Quick TIP!

Adding New Files

To add and share new files with your clients, click or drag the files into the box on the right side of the screen; see the picture below. You can see the available data storage space on the screen's left side.

Types of Sharing

The file sharing function can be used for more purposes other than signing contracts. In the settings, you can choose with whom you will share the documents: all clients, selected clients, or clients in specific categories. When you share files with your clients, you must choose the name of the document so the client knows what he is signing. Additionally, you can add an optional description. Also, you can choose whether the document requires a signature or not. All the optional information is visible in the picture below. After you share the file, the information will be available at the bottom of the form.

You can share the same file multiple times to different client categories. For example, pensioners or individuals with disabilities (with DID cards) will need to sign different documents than other clients. Thus, you can create a specific category “DID”, which will include only selected clients. This way you can add new clients with DIDs and have their signature in one place.

Quick TIP!

Important documents requiring signature must be signed as soon as possible. Otherwise, the client cannot access even the basic functions of the GYMIFY mobile app.

Summary

You can use the function to share files not only to share contracts for online signatures but also for promotion, training plans, tips and tricks, and many other functions. In addition, it enables you to select and group clients into specific categories or share files with only one particular client if necessary.

The mobile app was created for your fitness centre clients. It is available for download on Google Play (for Android) or Apple App Store (for iOS).

After the app is installed, the client can:

1. Choose their fitness centre and register their profile. After successful registration, you can see the client in your records.
2. Be registered in the fitness centre by the owner or other employees. Afterwards, the client will receive an email with a link to the app.

In the event the client does not provide their email, the fitness centre employee can register them only using their name. Afterwards, a name and a one-time password will be generated, and the client can sign up to their profile.

Quick TIP!

After successfully registering in the app, the client can buy their membership to access the fitness centre. The client can purchase the membership in the GYMIFY App, or the fitness centre staff can do it.

Afterwards, the client can check in with GPS location using the mobile app or by scanning the QR code. More information on client identification is available in the article Client Identification.

Clients using the GYMIFY App for check-ins can create their public profiles in the app. They can share their name, profile picture, and, if interested, their social media sites. In addition, clients can communicate with each other, and so meet other members of the fitness centre. This function leads to the creation of a community that is connected virtually, even outside your gym.

Public profiles are also available at the webpage https://client.gymify.app or on the GYMIFY App, which can be downloaded on Google Play or App Store.

Quick TIP!

Clients can see the public profiles:

• On the main page, after creating their profile and logging into the app
• When they sign up for an event in the booking system, they can see the public profiles of other clients signed up for the event.

Clients can also access all public profiles of all your clients in the gym.

For the client to see other profiles on the main page or in the booking system, they must have their own profile. It works for mutual benefit, which is accessible only to clients who shared their public profile.

Quick TIP!

Create a more user-friendly environment by informing your clients about the possibility of creating public profiles.

The GYMIFY system enables you to connect to Multisport. You can find this option in the Administration -> Integration. The setting is done by filling in the following information, see the picture below

For the GYMIFY system to record the client’s check-in with the Multisport card, the system saves the number of the card in their profile.

This operation is done only once, and afterwards, the card number cannot be displayed again; it is hidden in the same way as a password and does not appear in the GYMIFY API. By scanning the card again, you can only verify its validity and identify the owner in the GYMIFY system.

You can later delete or set a new card in the client profile in the GYMIFY system.

GYMIFY can identify whether the card is virtual or physical and, based on this information, identify the client in the GYMIFY system.

GYMIFY does not enable you to manually record a check-in with Multisport Card without scanning the card or the virtual Multisport identification.

Clients with the Multisport Card are recorded under the fictional Multisport “membership” that is needed to record check-ins in the GYMIFY system.

Working with Multisport Module

After a successful connection with Multisport, you can open the Multisport module in the menu on the left side, see the picture below. When the module opens, information about the connected account and other services will be available.

The successful check-in is recorded in Multisport and in the GYMIFY system at the same time.

The validity of the Multisport card is checked only in the GYMIFY system. By clicking the button “Card validity test”, you can display information on the client recorded in the GYMIFY system.

After selecting the appropriate service and scanning the Multisport Card, the client can see their check-in record.

The GYMIFY system can access selected information from Multisport API in order to display history of attendance: information about the latest check-ins and the check-ins which can be cancelled. The user has the ability to cancel the Multisport Card check-in within a limited time.

After successful check-in in Multisport and in GYMIFY, the user will be able to access information about check-in together with Multisport check-in identification.

Connecting the Multisport module to the GYMIFY system simplifies the administration for fitness centre owners. It records Multisport check-ins and enables one to add a new Multisport card to already registered clients.

The GYMIFY system with the use of TTLock Software enables you to have remote control over door locks and other devices. Before you install the remote lock, make sure that your device is compatible with the app software.

Before connecting your remote lock, log into the TTLock Mobile App, which must be synchronised with the lock. Afterwards, you can go to your GYMIFY profile and go to the menu on the left side and the section Administration -> Integration -> Door Access Locks. Click the Add Remote Lock button and fill in the name of the lock and the Mac/Id information that you can find in your TTLock Mobile App. The code must be entered in the right format with all the characters it contains! Before saving the information, make sure that you have added the GYMIFY account as Authorisation Administrator in the TTLock Mobile App.

To do so, go to your TTLock Mobile App, open the setting of the remote lock which you can find in the menu on the left side and go to the section Settings -> Authorisation Administrator, add the email gymifyandco@gmail.com as Authorisation Administrator and enable the administrator to access the remote locks. These steps are necessary for the communication between GYMIFY and your locks.

Quick TIP!

After successfully saving the information, the lock will be connected to GYMIFY. By going to the menu on the left side, you can open the lock with remote access.

However, you can automate the locks and enable access for your clients:

• You can add the lock to a reservation template or an event. After the client signs up for the event, they will then receive an authorised key, which will also be available in the GYMIFY App. For this option, you must have access to a touch keyboard with TTLock Software.
• You can also enable access to your gym with client smart cards. Go to the section Administration -> Settings -> Fitness Centre -> General and synchronise the smart cards. You can set the access for all your clients or only for clients with active memberships.
• The setting also allows you to link access with successful check-in. This means that when the clients check in through our mobile app or tablet, the remote lock will automatically open.

You can add or delete remote locks in the Integration section of the GYMIFY system. The access codes and cards are being synchronised in the background, and it may take multiple minutes to finish. The authorised keys in the booking system are synchronised 24 hours in advance, and the keys are activated according to the current settings in the section Administration -> Settings -> Fitness Centre -> General.

As part of your selected GYMIFY subscription, you can send bulk messages or newsletters to your registered clients. This can be done through email or SMS messages.

Attention! Sending SMS messages will be additionally charged. The price will be displayed before the message is sent. Sending bulk emails is free as a part of your subscription.

Quick TIP!

Sending bulk SMS messages or emails is done through GYMIFY servers and email address due to higher deliverability rates, which means that the recipient will receive the SMS messages or email with the GYMIFY service as the sender. We plan to add the possibility of choosing the email address in the future.

Creating a New Bulk Message

If your selected GYMIFY subscription includes the bulk messaging function, you can create a new bulk message in the Marketing and Communication section.

This section allows you to create a new bulk message and send it in the form of:

• Email (free)
• SMS message (additionally charged)
• Email and SMS message (additionally charged)

The app also allows you to send messages only to a certain group of clients, such as clients with inactive membership, clients signed-up for an event in the booking system, clients of your own choice, or all clients.

When you send a bulk email, all the following information will be used:

• The recipients, who will be designed as a blind carbon copy (i.e., the recipient will not see the other addressees)
• The subject
• The text of the message
• The attachments

However, when you send a bulk SMS message, the system makes use of only certain information and sends the following:

• The sender of the SMS message will be the GYMIFY service
• The text of the message will be formatted so as not to include any potential diacritics (i.e., letters such as á, ě, ž etc.)
• The text box Subject and Attachments will not be included.

Sending Bulk Messages to Clients in the Booking System

If you need to send a bulk message only to signed-up clients for a particular event, you can go to the event in the calendar and click the button “Send bulk message to signed-up clients”.

After you click the button, the bulk message will be created in a similar way as writing a bulk message to all clients. However, only the signed-up clients will be the recipients.

The email or SMS message will be sent only to the clients who included their email address or mobile number in their profile.  The GYMIFY system does not ensure the validity of this information. Therefore, we recommend primarily using the free option to send email messages.

Quick TIP!

If you are interested in using the GYMIFY app for your promotions, read the following articles.

The GYMIFY App not only serves to record client attendance, monitor statistics, or as a booking system, but the app also enables you to promote your gym or your own brands. Your promotions will be displayed on the main page after logging in for all clients that have the GYMIFY mobile app.

You can create your promotion in the Marketing and Communication section -> GYMIFY App Promotions.

This section allows you to create new promotions and include

• The name of the promotion
• The text of the promotion
• URL address with your website, e-shop, or social media

If you are using the URL address, click on the Test the link button to check whether the address is redirected correctly.

Quick TIP!

Promotions leading to your URL address will automatically open in the client’s default browser in a new tab. We recommend using the promotion function only as a complementary device for additional information. For sharing important information or changes with your clients, we recommend using bulk emails or SMS messages.