Gym Management Software For the Twenty Hours Nobody Is on the Desk

Running a gym is a retention game. A 5% lift in retention can move profitability by 25% to 95% in the fitness industry, but most gym software treats retention as an afterthought. OneBookPlus puts it at the centre. Here's how each part of your operation connects.

Member Onboarding & Check-in

A new member signs up online or at the front desk, their contact record is created, their PIN is generated, and their welcome email goes out automatically. At the door, a mounted tablet runs the Member Check-in kiosk: members tap a QR code on their phone or punch their 4-digit PIN and the visit is logged in real-time. If they have a class booking, it's marked present; if they're a casual drop-in, a booking is created on the fly. Visit count, last-visit timestamp and loyalty milestone events update without any staff intervention. The tablet needs a connection to do any of that: there is no offline mode in the browser, so if the internet at your door is unreliable, keep a backup way in rather than planning around the kiosk riding it out.

Class Scheduling & Capacity

Group classes, HIIT, strength, spin, boxing, mobility, are configured with bookable capacity per session. When a class hits its limit, it closes for booking, and any cancellation automatically opens up a seat for the next person on the waitlist. Members get a notification when they're moved off the waitlist. For 24/7 access gyms, classes can be supplemented by open-gym sessions where check-in is unbookable but still tracked for attendance. Recurring sessions, Monday/Wednesday/Friday 6am strength, are templated so the schedule populates a month ahead in one click.

Retention & Member Engagement

The most important section of your dashboard: At-Risk Members. Anyone with at least one visit who hasn't checked in for 21+ days surfaces here, ordered by total visit count, so a regular with 80 visits who's ghosted is flagged louder than a casual one-visit drop-in. From there, one tap into the CRM lets you send a personal re-engagement message. Loyalty milestones, 10 visits, 25, 50, 100, fire automatically and reward members at the moments they hit them, building stickiness without you having to remember dates.

Memberships, Packs & Billing

Gym revenue comes in three main shapes: monthly memberships, prepaid class packs, and casual drop-ins. OneBookPlus handles all three. Monthly memberships invoice automatically on the billing day with GST included. Prepaid Packs stores credits per member, auto-deducts on check-in (or class completion), and sends low-balance reminders when a member hits 2 credits left, the renewal invoice is one tap. Casual drop-ins generate an invoice at the time of class. Failed payments retry, and overdue invoices surface on the dashboard with one-tap reminder send.

Trainers & Rostering

For gyms with employed trainers, the Timesheets, Rostering & Payroll app adds a full rostering and timesheet module aware of the Fitness Industry Award (MA000094), base rates, casual loadings, weekend penalties. It is $29/mo on top of any plan rather than part of a base tier. Trainers see their own roster from the staff app, can claim open shifts, and submit timesheets that approve in one click. Wage costs roll into the P&L automatically. For contractor trainers, you can track sessions delivered per contractor for end-of-month payment without payroll overhead.

Reporting & Compliance

Revenue per class type, peak-hour attendance heatmap, retention cohort tracking, average visits per member, all generated from the same data that drives the dashboard. GST is calculated at the point of every invoice and rolled up into a BAS-ready summary each quarter; ABN appears on every invoice. End-of-year P&L exports in one click for your accountant to import into Xero or MYOB.