Gym Best Practices – Part 1

GymMaster is packed with some great features to help cut administration time and let you spend more time doing what you enjoy.


SMS: Better (and cheaper) than ever!

With digital marketing becoming the way of the future, we’ve searched high and low for a reliable, cost-saving solution to make text message marketing more accessible for you to get your message delivered directly into your target’s hands.

Here are some great ideas to get more clients into your gym:

  • Sending SMS to prospects with personalised messages with sign-up promotions e.g. half price first month
  • Offering clients something special for bringing their friend/s along – and something even nicer if their friend/s sign up!
  • Automated booking reminders before classes and one-on-one sessions
  • Sending members an encouraging text when their visiting patterns change
  • Automated birthday messages offering a free smoothie or class
  • Letting members know about new classes, products or services
  • Individual, personalised client contact, such as when a member forgets their watch or towel

  • If you haven’t checked it out yet, go into Settings > SMS Templates Setup and play around with some of the custom fields, to make your messages more personal.


    GymMaster Changes v5.317

    Major Enhancements

    Description of Change Modules Affected
    Download a CSV file with all your future billing for all members from the billing screen. Billing
    Zeroing utility also sets charges to not to be billed. Billing
    Having the “from” email in SMSs grab the email address from the company config to which the currently logged in staff member is assigned. Communication
    Clear/unsubscribe function for emails and mobiles. Communication
    Allow searching of prospects by email address. Database
    Generate a placeholder member when the last is deleted in the event you manage to delete every single member. Database
    Allow casual class bookings for members without memberships. Memberships
    A “Visitors Log” report, based off of the last visitors, but with a selectable date range. Reports
    Billing with “Only collect for todays billing” was incorrectly treating charges set to “Bill on members next billing run” by using the occurring date of the charge as opposed to the next billing run date. Billing
    Failed DD Payment tasks not generating on eDebit DD failures. Billing
    Products being charged to member were showing up as paid charges. Billing
    Calculation of DD amounts was not taking into account partially paid charges. Billing
    Memberships being detected as renewals when they weren’t. Memberships
    Selling non-fullcost memberships through the point of sale not factoring in signup fee and duplicating the cost as a goods sale. Memberships / Point of Sale
    KPI report was flagging some membership payments made without a corresponding membership saleitem as unknown. Reports
    KPI report was sometimes flagging cash out with a non-cash payment method. Reports
    Visits in period information was missing for the current members report. Reports
    Visits per day configurable report, not counting granted swipes for doors not assigned a company id. Reports
    Wasn’t picking the correct suspension when a second suspension was added to ‘extend’ the first (start date = old end date) instead of increasing the suspension length of the first. Suspensions
    Ongoing Fee suspensions still adding partial suspension fees to non-prorata’d charges. Suspensions
    Create new member screen appearing when attempting to “Pay Member Account” in point of sale. Point of Sale
    Charge to member charges missing. System
    Expiry tasks were still triggering for members on holds. Task Types

    Minor Enhancements

    Description of Change Modules Affected
    Barcode scanning wasn’t using the ID defined in the barcode. Barcodes
    ANZ bank exports Billing
    Adding some missing BSB numbers to the list. Billing
    Consolidating the contra entries for the Commonwealth Bank Australia – Direct Entry, ABA file format. Billing
    Configurable Australian Payments Clearing Association (APCA) ID. Billing
    BPoint export: Adding company name into one of the reference fields. Billing
    eDebit integration – Differentiate between dishonoured and otherwise failed payments. Billing
    Add the BSB check to the trace account in the GymMaster Preferences. Billing
    Have the BSB check prompts in the GymMaster Preferences use the new programmic dialogs. Billing
    Function to set a members balance to a given value using an adjustment Billing
    Replacing the old “Failed Australian BSB validation” dialog window with using the new programmed ones. Billing
    Adding ability to specify a trace account for the bank exports. Billing
    Changed the export format names slightly to make clearer what export format is for DDs and CCs Billing
    Commonwealth Bank ABA format, allow BSBs that fail validation as long as they are in the correct format. (In case the BSB list is incomplete). Billing
    Commonwealth Bank ABA format, trimming whitespace from account information. Billing
    Blank tax settings should be assumed to be 0. Billing
    Australian BSB checking for members and in GymMaster Preferences. Billing
    Commonwealth Bank – ABA (Direct Entry) Billing
    Westpac MTS format for export. Billing
    Bank billing export support for Credit Cards through “Commonwealth Bank – BPoint” Billing
    Function to find next billing date wasn’t working when only a memberid was passed. Billing
    Error with the EziDebit customer ID being searchable. Billing
    Adding a DD Rejection Reasons did not appear in the list of DD Rejection Reasons. Billing
    Selecting an existing DD Rejection Reason did not populate the text entry with the current text. Billing
    Adding or deleting a reason did not update the list in the Process DD Export Details screen. Billing
    Having a null value as direct debit setup time causing first payment dates to be incorrectly set. Billing
    Lock to avoid concurrency issues with multiple eDebit DD batches being generated simultaneously. Billing
    Trying to edit a failed payment before setting the dd_export_member record to failed. Billing
    Duplicate join in the eDebit checkpayment function. Billing
    DD Bank exports complaining about CC details. Billing
    The Transaction Source for CBA – BPoint updated to be Recurring. Billing
    First payment date was not populating when the current day was billing date. Billing
    EziDebit “Bill as soon as possible” was still not being billed if no billing occurred on the day being checked for billing. Billing
    First payment date wasn’t updating with the start date in come situations. Billing
    BPoint export: Missing maximum length checks on certain fields. Billing
    Commonwealth Bank – BPoint default export filename was “direct_debit…” changed to “credit_card…” Billing
    Renamed export formats from “Commonwealth Bank” to “CBA” Billing
    Commonwealth Bank ABA export, the trace account information was not being used. Billing
    Commonweath Bank ABA file was coming out as .csv, should be .aba Billing
    If failed an attempt to export to file with a bank export, attempting to export again will cause duplicate insert errors. Billing
    Payments made at the Gym were still coming up in “Paid Through” as “Bank”. Billing
    Invalid ID error wasn’t being handled from eDebit. Billing
    When importing a bank statement, error caused by payments from the same person of the same amount on the same day. Detected as duplicates. Bookings
    Partial work around for correspondance_sent entries being created twice. Communication
    Some search terms were being altered before searching. “Emily” was searching for “Emili”. Database
    Various money changes to help with foreign currency formats. Currency
    Support for multi-character currency symbols and separators. Currency
    Error on when closing and reopening the dashboard window due to temp_gymmaster already existing. Dashboard
    Specific access to membership restricted and member restricted roles. Database
    Bank account numbers in the member search info. Database
    Ezidebit customer ID in the member search info. Database
    Delete member button wasn’t graying out when only a single member remaining. Database
    Was returning “Surname Surname” as the member full name. Database
    Some members weren’t showing up in searches. Database
    Minimum width on configurable prompts stopped it from scaling up to fit text. Interface
    Allowing the manual setting of the invoice number to unused invoice number. Invoicing
    KPI was not matching amounts specified by the till take. KPI
    Error with money format when creating a KPI report. KPI
    Improved handling of concession memberships with assigned training packages. Memberships
    Check if there isn’t a member id given when charging to member Memberships
    Money type filters were not allowing the entering of cents. Payments
    Historic first payment dates being generated. Payments
    Fix for first payment date generation set to a period from a specific date when first payment date is null and origin was current_date. Payments
    Removed the product “code” field being forced to be unique. Point of Sale
    Point of Sale specific user access. Point of Sale
    Money formatting error when generating receipts. Point of Sale
    Missing “Sale Description” sometimes in the POS Transactions section. Point of Sale
    Sale times are being put off by ~10 minutes. Point of Sale
    Till take reporting items as unassigned when they are already assigned to a sale. Point of Sale
    Syntax error in the Till Take generation. Point of Sale
    Duplicate “Charge to Member” entries from PoS and unassigned to a member. Point of Sale
    PoS voucher buttons were still taking up PoS slots even when vouchers are not enabled. Point of Sale
    Rounding being added to a calculated upfront even though it is one full period. Pro Rata
    Ordering the Programme Group dropdown alphabetically. Programmes
    Show Prospect button in the Tasks screen was not working when the prospect screen had a company filter set. Prospects
    Booking for prospect tasks were being generated for member bookings. Prospects
    Typos in the reports. Reports
    For templates, “Insert Field” for suspension start/end dates were picking the wrong ones if multiple existed. Suspensions
    Treating ‘empty’ tax rates as 0% rather than complaining about it being missing. System
    Moving the invoice settings to reduce vertical size of the GymMaster Preferences window. System
    Error coming up when adding new staff. System
    Current+ being displayed for open ended memberships. System
    Crash on GymMaster Mini. System
    90/180 Day Member no visit task triggers. Tasks
    The add task note was being carried over between prospects. Tasks
    Only Relevant to Me was secretly also filtering out anyone without an active task and filtering off leadstrength. Tasks
    Fixed a type error that was appearing for when certain tax rates were undefined. Tax
    PT role was being assigned the restricted access rather than the PT-Locked Down. User Admin


    Gym Master’s Latest Access Control innovation.

    Meet the GateKeeper.

    The GateKeeper – Gym Master’s Access Control System – provides a convenient and secure way for members to access your facilities. Our network-based reader is designed as a low cost reliable way to provide access control for your members.


    GymMaster’s new Android App!

    GymMaster has gone mobile!

    GymMaster has now released the Beta version of our Android App. Aimed at assisting a range of key people within your facility, the App provides a convenient way to stay connected to GymMaster both within the facility and out and about.


    Switch to our mobile site