Gym Admin

Members, selling, wallet, POS, inventory, payroll, reports, classes, facility, comms and franchise tools.

• Create a member
  Add a new member from the Members tab — photo, personal details, contact info and preferences — then sell them their first plan.
• Find a member
  Search and filter the Members tab, read the status pills and last-seen tags at a glance, and jump into any profile.
  Draft — screenshots coming
• The member profile
  Everything on the four-tab member profile — Overview, Payments, Attendance and Checkup — plus the contextual action buttons and what each one does.
  Draft — screenshots coming
• Member photos
  Add or replace a member's profile photo — and why changing an existing photo asks the staff member for a live selfie.
  Draft — screenshots coming
• Deleted members and restore
  Where deleted members go, what deleting actually does, and how an owner brings a member back with one tap.
  Draft — screenshots coming
• Message your members
  Send renewal reminders to expiring and expired members over WhatsApp or SMS from one screen, with a reusable message template.
  Draft — screenshots coming
• Create a membership plan
  Build a plan from scratch — name, duration and price, an anchor currency for multi-currency gyms, and the joining fee that cashiers can waive.
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• Plan access rules
  Restrict a plan by gender, time of day, days of the week, specific gates, and which branches it opens — all enforced on the server, not just in the app.
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• Plan freeze policy
  Set how many days members on a plan can pause per year, how long one pause can run, and whether staff other than the owner may freeze at all.
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• Plan inclusions and booking
  Bundle monthly class and PT credits into a plan, flag it unlimited, and cap how far ahead members can book — the levers that tier your plans.
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• Plan merchandising
  Make a plan sell itself in the member app — hero photo, tier badge, feature bullets, and the recommended sticker on the comparison card.
  Draft — screenshots coming
• Sell a plan
  Sell or renew a membership from the member's profile — pick the plan, take payment in any tender, apply a discount or joining fee, and handle late renewals and future start dates.
  Screenshots in review
• Renew, freeze and unfreeze
  Use the profile's contextual action buttons to renew an expiring membership, freeze it without losing paid days, and unfreeze early with automatic claw-back.
  Screenshots in review
• Cancel a membership and refund
  Walk the cancel-membership dialog: pick a pro-rated, custom or no-refund outcome, choose the refund method, and let the selfie gate and negative payment row keep the books honest.
  Draft — screenshots coming
• Grant complimentary access
  Give a member time on a plan without touching sales, payments or the till — for system cutovers, referral rewards, service recovery and VIP comps.
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• Health tests and medical certificates
  Require a medical certificate for pool or spa plans, record a test with a photo or file of the certificate, and let the doors enforce it — with a grace period you control.
  Draft — screenshots coming
• Member wallet
  Top up a member's stored balance in any currency, spend it on plans and POS purchases, read the ledger, and fix mistakes with reversals and audited adjustments.
  Screenshots in review
• Track revenue and dues
  Read the revenue dashboard — streams, tenders, wallet movements and refunds — chase outstanding dues, record manual payments, and export accountant-ready PDF statements.
  Draft — screenshots coming
• Log expenses
  Record gym expenses with a category, amount and receipt photo, put rent and utilities on autopilot with recurring expenses, and export an accountant-ready PDF.
  Draft — screenshots coming
• Payment methods and card fees
  Understand the payment methods Prism records, configure who pays card and transfer processing fees, and see where card-terminal integration fits.
  Draft — screenshots coming
• Import members from another system
  Bring your whole roster across with the four-step import wizard, then port everyone's remaining membership days with the bulk complimentary tool — no fake revenue created.
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• Import your product catalog
  Bulk-load the retail shop from a CSV or Excel export of your old POS — categories created on the fly, safe to re-run.
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• Export members to CSV
  Download the full roster as a clean CSV at one of three detail levels — for backups, an accountant, or moving data out.
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• Copy setup to a new location
  Stand a new branch up from a template location in one call — products, plans and session packs, with prices copied or zeroed, safe to re-run.
  Draft — screenshots coming
• Cross-location access and visitor hours
  Let members of one branch train at another — which branches host, which plans travel, the per-visit fee and monthly cap, and each branch's own visitor hours (men from 15:00, for example).
  Draft — screenshots coming
• Organizations, locations and branches
  Choose your operating model — single location, chain or franchise — add and configure branches, define access tiers, and switch between locations from the app bar.
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• Chain reports, settlement and royalties
  Let members visit sister branches with per-visit settlement, watch the whole estate from chain reports and HQ observer seats, and bill franchise royalties monthly.
  Draft — screenshots coming
• Set up tills and floats
  Register each physical counter as a till with its printers, opening floats and item allowlist, then keep drawers honest with shift open/close and the shift history.
  Draft — screenshots coming
• Ring up your first sale
  Sell products and membership plans from the POS register — build the cart, attach a member, and charge.
  Screenshots in review
• Take payment: cash, card, wallet and currencies
  Choose the payment method, take payment in a second currency, pay from a member's wallet, and understand the register's safety rails.
  Draft — screenshots coming
• Who's on the till — cashier sign-in by PIN
  Several staff share one POS tablet? Each cashier taps their name and enters a PIN, so every sale and commission lands on the right person.
  Screenshots in review
• Barcodes and scan-to-pay
  Ring up products with a USB or camera barcode scanner and take payment by scanning the member's app QR code.
  Draft — screenshots coming
• Discounts and staff purchases
  Apply a manual discount within your personal cap, let loyalty tiers discount automatically, and ring up staff purchases at staff rates.
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• Held orders and tables
  Run a cafe or juice bar floor — park carts against tables or per-customer tabs that vanish once paid, resume later, and keep parked orders tamper-proof.
  Screenshots in review
• Kitchen and bar dockets
  Route food and drink lines to prep printers — one docket per station, printed the moment the sale is rung.
  Draft — screenshots coming
• Refunds, pending sales and order queues
  Review the sales log, refund a sale fully or partially, collect payment on pay-later holds, and work the live member order queue.
  Screenshots in review
• Tills, shifts and cash-up
  Register your tills, open a shift with a counted float, and close it with a per-currency cash-up, variance and handover report.
  Draft — screenshots coming
• Products, categories and stock
  Build the product catalogue, receive stock from suppliers the auditable way, and manage markdowns, expiry and the stock ledger.
  Screenshots in review
• Sell a session pack
  Create class and PT packs, sell them from the member's profile with mandatory coach attribution, and understand the guards that protect the sale.
  Draft — screenshots coming
• Coach and seller commissions
  Set each coach's PT and class commission rates, add per-staff sales commission rules, and run the commission report that reconciles with payroll.
  Draft — screenshots coming
• Run monthly payroll
  Read the monthly payroll roster, understand commission and overtime lines, set your labour-law wage rules, and export the payroll PDF.
  Draft — screenshots coming
• Add staff, roles and permissions
  Create a staff record, link it to a login, pick a role preset or fine-tune individual permissions, and revoke access properly when someone leaves.
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• Staff clock-in, schedules and timesheets
  Set up geofenced, selfie-verified staff clock-in, give each person a weekly work schedule, and review timesheets, tasks and the performance league.
  Screenshots in review
• Accounts: revenue, receipts and P&L
  Read the Revenue tab's takings and wallet movements, log expenses under Receipts, and pull the monthly Profit & Loss with automatic email delivery.
  Screenshots in review
• Reports, retention and the report builder
  Use the Reports hub for attendance and utilisation, read churn and cohort analytics, nudge at-risk members, and build one combined PDF report pack.
  Draft — screenshots coming
• Chain, royalty and network reports
  Compare locations across your chain, calculate franchise royalties for invoicing, and settle cross-location visits between sister gyms.
  Draft — screenshots coming
• Loyalty: points, rewards, tiers and challenges
  Set point earn rates and a rewards catalogue, switch on spend-based tier discounts at the till, and run timed challenges with automatic payouts.
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• Member credentials — cards, wristbands and phones
  Issue NFC cards and Bluetooth phone credentials from the member's profile, and manage every credential gym-wide with revoke, reinstate and a live door log.
  Draft — screenshots coming
• Attendance and visit counting
  Read the day's check-in log, check members in by hand or by QR, and understand how repeated scans collapse into visits.
  Screenshots in review
• Open a gate remotely
  Open any face-terminal door from the admin app in two taps — with a preset reason, a full audit trail, and honest behaviour when the internet is down.
  Draft — screenshots coming
• Access rules on plans — hours, gates and locations
  Give a plan off-peak hours, limit it to specific doors or branches, and let the terminals enforce it all offline.
  Draft — screenshots coming
• Draw camera zones and rules
  Draw detection zones on the live camera view — tripwires, intrusion areas, loitering zones — and push them to the AI box instantly.
  Draft — screenshots coming
• Review incidents and take action
  Work the security incident inbox: confirm or dismiss, attach the incident to a member, alert the owner, share the clip, or fine the member's wallet.
  Draft — screenshots coming
• AI modules: a second opinion on every incident
  Switch on the AI review of camera incidents and reception alerts per branch, in Trial or Live, and see which checks are ready, need setup, or are coming.
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• Recordings, live view and retention
  Watch cameras live from anywhere, scrub the day's footage on a motion heat-strip, and control how long recordings are kept.
  Draft — screenshots coming
• Dashboard tour
  Find your way around Gym Admin — the header buttons, bottom tabs, the drawer, and every tile on the owner dashboard.
  Screenshots in review
• Telegram alerts for owners
  Wire your gym to a Telegram chat: instant alerts for things that need action, a twice-daily digest for the routine, and a per-event mute for everything.
  Draft — screenshots coming
• Security Telegram group
  Give security its own Telegram group per branch — every camera incident, staff alert, clip and camera warning goes there instead of the main group.
  Draft — screenshots coming
• Messages, broadcasts and support
  Message any member, coach or colleague 1:1, broadcast to everyone at once, and raise a thread with the Prism support team.
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• Prism Studio: your AI social media manager
  Tell the assistant what you want to sell or fill, approve the posts it writes in your languages, and share them — with a monthly allowance per plan.
  Draft — screenshots coming
• The social inbox
  Answer Telegram, WhatsApp, Instagram and Messenger DMs in one place — with an AI that drafts (or sends) replies under rules you set.
  Draft — screenshots coming
• Leads: follow up every prospect, with AI messages
  Add prospects to the sales pipeline, reply within minutes, turn camera tours into leads, and let AI draft follow-ups on Telegram, WhatsApp, SMS and email in each lead's own language — approved by your staff or sent automatically.
  Draft — screenshots coming
• Content Studio: AI posts and video ideas
  Let AI write post and video ideas for your gym in your languages, draw each post with your logo, and share it — from the brand kit to the finished image.
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• The AI assistant
  Ask the sparkle button anything about your gym — revenue, members, stock — and let it jump you to the right screen.
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• Win-back campaigns
  Bring lapsed members back over WhatsApp — one at a time from the Members tab, or automatically with the paid Campaigns add-on.
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• The Settings hub
  A guided tour of Settings — what lives in each of the seven groups, and how search gets you there faster.
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• Security and the audit log
  Lock the app down properly: roles, two-factor sign-in, selfie authorisation for destructive actions, and the tamper-resistant audit log.
  Draft — screenshots coming
• Managing signage from the admin app
  The Screens hub in Gym Admin: see what every TV is showing right now, pair new screens, and reach the deeper signage tools.
  Draft — screenshots coming
• Create classes and timetables
  Build your weekly class schedule — recurring series, trainers, rooms and capacities — and manage it from the Classes tab.
  Screenshots in review
• Publish your timetable with Schedule Studio
  Turn the week's class schedule into a branded poster, signage image or print-ready PDF with the Schedule Studio designer.
  Draft — screenshots coming
• Session packs for classes and PT
  Create class and personal-training session packs, sell them from a member's profile, and optionally let a pack open the gym's doors.
  Draft — screenshots coming
• PT requests and session confirmation
  Approve incoming personal-training requests, book sessions for members, and confirm delivered work so coach pay unlocks.
  Screenshots in review
• Courses and nutrition programs
  Build a catalog of nutrition and coaching programs — one-time, monthly or session-based — and enroll members with the coach's commission attached.
  Draft — screenshots coming
• Group training and heart-rate walls
  Manage the heart-rate strap pool, pair studio TV screens, claim connected equipment, and run a live class from the coach console.
  Draft — screenshots coming
• Studios and studio rentals
  Set up your studio rooms with amenities and hours, take member bookings, and rent studios out to external instructors on hourly, profit-share or flat terms.
  Draft — screenshots coming
• Lockers
  Set up your locker directory with zones, rent lockers to members, and let the overnight sweep catch stragglers.
  Draft — screenshots coming
• Laundry subscriptions
  Create laundry plans, sell them from a member's profile — with an optional bundled locker — and see who's subscribed right now.
  Draft — screenshots coming
• Equipment register
  Keep a simple inventory of your machines, free weights and studio gear — by category, with quantities and notes.
  Draft — screenshots coming
• Wearables and fitness platforms
  Offer members wearable and fitness-app connections — Fitbit, Whoop, Oura, Strava, Apple Health, Samsung Health — by enabling providers and adding your own app credentials.
  Draft — screenshots coming