People
Members & Invitations
Your member directory. The Members page has four tabs — All Members, Invited, Requests and Rejected — so you can see who’s in, who’s been invited, and who’s waiting on approval. Open any member to see their details, their subscriptions and their transaction history. Admins can change a member’s role (Member, Coach, Admin) directly in the table.
Step-by-Step Guide
- 1Navigate to Dashboard → People → Members.
- 2Click “Invite Member”, enter their email address and (optionally) their name, then click “Send Invitation” — they receive a branded signup link for your gym.
- 3Track invitations you’ve sent on the “Invited” tab.
- 4When someone signs up through your website and asks to join, their request lands on the “Requests” tab — approve or reject it there. Rejected requests stay on the “Rejected” tab.
- 5Use the search box to find members by name or email, and click any column heading to sort.
- 6To promote someone to Coach or Admin, change the Role dropdown on their row and confirm. Only Admins can change roles, and you can’t change your own.
- 7Click a member’s name to open their profile: contact details, their subscriptions, and their transaction history.
FitForge CrossFit — Managing 200+ Members
FitForge CrossFit in Melbourne grew from 40 to 200 members in 18 months. Before WeeksPro, they tracked members in a Google Sheet that constantly had merge conflicts between three coaches. After switching, each coach sees the same live directory, join requests are approved in one place instead of over text message, and new members get a branded invitation link rather than a screenshot of the signup page.
Illustrative example — names and figures are representative of typical studios, not a customer endorsement.
Pro Tips
- Invite rather than asking people to find your site and register — the invitation email carries your branding and drops them straight into signup.
- The Coach role can see members, rosters and attendance but not Finance, Payroll or Billing — use it for instructors.
- Check the Requests tab regularly. A join request sitting unapproved is a member who can’t book anything.
Attendance & Check-ins
Track who turns up. Check members in against a specific class or event — or as a general gym visit — and see today’s, this week’s and all-time totals at a glance. The log can be filtered down to a single class.
Step-by-Step Guide
- 1Navigate to Dashboard → People → Attendance.
- 2Click “Manual Check-In”.
- 3Step 1: choose the class or event this check-in belongs to — or click “Skip — General Check-In” for a gym visit that isn’t tied to a session.
- 4Step 2: search for the member and click their name. They’re checked in immediately.
- 5The three cards at the top show Today, This Week and Total check-ins.
- 6Use the filter dropdown above the table to narrow the log to one class, or to general check-ins only.
- 7Each row shows the member, the class, the timestamp and the method. Use the bin icon to remove a mistaken check-in.
Zen Flow Yoga — Spotting Drop-off Early
Zen Flow Yoga in Sydney noticed that members who missed two weeks in a row rarely came back. They made a Monday habit of scanning the attendance log for regulars who had gone quiet, and having a coach send them a personal message. Nothing about it is automated — the value is simply that the data is in one place instead of in three coaches’ heads.
Illustrative example — names and figures are representative of typical studios, not a customer endorsement.
Pro Tips
- Check members into the actual class rather than using general check-in — it’s the difference between “someone came in” and “the 6am class is full every Tuesday”.
- Scan the log weekly for members who’ve gone quiet. There’s no automatic at-risk alert, so this is a habit worth building.
- Delete duplicate check-ins as you spot them — these totals feed the numbers on your dashboard.
Waivers & Terms
Write your liability waiver or terms once, then attach it wherever members need to accept it: when they sign up, when they join a program, or when they book a class or event. Members see the full text and can’t proceed until they tick to accept — and every acceptance is recorded with who agreed, when, and which version they saw.
Step-by-Step Guide
- 1Navigate to Dashboard → People → Waivers.
- 2Click “New Template”, give it a title (e.g. “General Liability Waiver”) and paste your waiver text — usually the version your lawyer wrote.
- 3Save. Templates can be edited or deleted later, and each shows as Active with its version number on the Templates tab.
- 4To make a waiver part of signing up, go to Settings → Business and select it under the signup waivers. New members must accept it when they request access.
- 5To attach a waiver to a paid offering, edit the program (Content → Programs) and choose the template under “Program Waiver / Terms & Conditions”.
- 6To attach one to a single class or event, choose the template in the event form’s “Waiver / Terms & Conditions” field.
- 7The member sees the full waiver text at that moment and must tick to accept before they can continue.
- 8Every acceptance appears on the Signatures tab: the member, the waiver and version, when they accepted, and whether it happened at signup, joining a program or booking an event. Search by member name or email to find one, and click “View” to open the full wording alongside the timestamp.
- 9If you later change the wording, the template moves to a new version. Members who accepted the old text keep their record against the version they actually saw, and are asked to accept again the next time they join or book.
Dragon Gate Dojo — No More Chasing Paperwork
Dragon Gate Dojo used to hand new students a clipboard on their first night, which meant the ones who arrived late trained before they’d signed anything. They moved the waiver into signup and attached a second, stricter one to their sparring program. Nobody now reaches the mat without having read and accepted the right document, and when a parent later queried whether they’d ever agreed to the sparring terms, the answer took one search rather than an afternoon in the filing cabinet.
Illustrative example — names and figures are representative of typical studios, not a customer endorsement.
Pro Tips
- Have your lawyer write the wording. WeeksPro presents the document and records that it was accepted — what it says is a legal question, not a software one.
- Keep it readable. Long walls of legal text get skimmed, and completion drops.
- Use separate templates for different risk levels — general membership vs. sparring, kids’ classes vs. adults — and attach the right one to each program.
- Edit the wording only when you mean to. A content change starts a new version and everyone will be asked to accept again; fixing a typo in the title doesn’t.
What Your Members See
Every member gets their own logged-in area, built from the same data you manage. They book classes, join programs, work through course lessons, log workouts, track body metrics and see their own payment history — without emailing you. It runs in any phone or desktop browser.
Step-by-Step Guide
- 1Members sign in at your gym’s web address and land on their own dashboard.
- 2My Classes — they browse upcoming classes, book a spot, and cancel themselves if they’re still inside the cancellation window you set on the event.
- 3When a class is full and you’ve enabled the waitlist, they join the queue. If a confirmed spot frees up, the person at the front is promoted automatically and emailed.
- 4Programs — they can browse and join any program you’ve marked “Allow Members to Join”, and cancel it themselves if you’ve allowed self-cancel.
- 5Workouts — published workouts appear here, and members log their score, time, rounds, reps, whether it was Rx’d, and notes. Their personal records are kept for them.
- 6My Progress — they record weight, body fat, waist, chest and hips over time, and set goals with a target value and date.
- 7Courses, Pro Shop, Events & Tickets, Announcements, Challenges and My Ranks each have their own section, and appear only if you use that module.
- 8Finance — their own payments and invoices, so “what did I pay in March?” isn’t a question for you.
Core Collective — Ending the Instagram DMs
Core Collective’s owner was answering the same three questions on Instagram every evening: what time is the Tuesday class, is it full, and did my payment go through. Once members had their own portal with the timetable, live capacity and their payment history in it, those messages mostly stopped. The studio didn’t add staff — it just stopped being the only place the information lived.
Illustrative example — names and figures are representative of typical studios, not a customer endorsement.
Pro Tips
- Turn on self-join for programs you’re happy to sell without a conversation; leave it off for anything that needs an assessment first.
- Set a cancellation deadline on classes. Members see it before they book, and it’s enforced — staff can still override when it’s genuinely warranted.
- Members can only see what you’ve created. Publish workouts and announcements regularly and the portal becomes a daily habit rather than a place they visit to pay.
Schedule
Classes & Events
One page for everything on your timetable. Switch between a calendar and a table view, drag out a time slot to create a session, and set up recurring classes that populate themselves. Classes carry a capacity, a waitlist, a cancellation deadline, an instructor and a room.
Step-by-Step Guide
- 1Navigate to Dashboard → Schedule → Events.
- 2Use the Calendar / Table toggle. On the calendar, drag across a time range to start creating an event at that time.
- 3Fill in the title, start and end, timezone and location — or tick “Online event” and add the link.
- 4Tick “Public” if it should be visible to people who aren’t logged in. Public events appear on your /calendar page.
- 5Tick “This is a class / session” to unlock the class fields: class type, instructor name, room or studio, capacity, cancellation deadline in minutes before the start, and “Enable waitlist when class is full”.
- 6Optionally attach a workout so the WOD shows against the class, and a waiver members must accept before they can book.
- 7To repeat it, tick “Repeat”, choose the frequency and set “Repeat until” — the whole series is generated. When you edit a series later you can apply the change to every occurrence.
- 8Open any event to see who’s booked and who holds a ticket.
Rhythm & Grace Dance Academy — Term-Based Scheduling
Rhythm & Grace runs four terms a year, each with ten weekly classes. Before WeeksPro, the owner spent a weekend each term recreating the schedule in Google Calendar and emailing 150 parents. Now she sets up each recurring class once with a “repeat until” date at the end of term, then edits the handful of sessions that fall on public holidays. Parents book through the member portal.
Illustrative example — names and figures are representative of typical studios, not a customer endorsement.
Pro Tips
- Set the cancellation deadline to whatever notice you actually need. Members see it before they book, and the deadline is enforced server-side.
- Enable the waitlist on anything that fills. When someone cancels, the next person in the queue is promoted automatically and emailed.
- Build the whole term with “Repeat until”, then adjust the individual sessions that clash with holidays — far faster than creating them one by one.
Workouts & WODs
Build workouts with a format, a time cap, rounds and a movement list, then publish them so members can see them and log their results. Formats: AMRAP, For Time, EMOM, Strength, Chipper and Custom.
Step-by-Step Guide
- 1Navigate to Dashboard → Schedule → Workouts.
- 2Click “New Workout”, give it a title (e.g. “Fran”, “Morning Strength”) and choose the type.
- 3Add the description, and the time cap in minutes and number of rounds where they apply.
- 4Add your movements in the Movements section.
- 5Tick “Published” when saving, or use the Publish button on the workout card, to make it visible to members. You can hide it again at any time.
- 6Attach the workout to a class in the event form so members see it against that session.
- 7Members open Workouts in their portal, see everything you’ve published, and log their score, time, rounds, reps, whether it was Rx’d, and notes. Their personal records are tracked for them.
- 8Click “Results” on any workout to see the leaderboard: everyone who logged it, ranked. Members see the same board from their own Workouts page, with their row highlighted.
- 9Ranking follows the format — For Time and Chipper rank on the fastest time, AMRAP on the most rounds and reps. Rx’d results always rank above scaled ones, and equal results share a place.
- 10EMOM, Strength and Custom workouts show every result but aren’t ranked — there’s no score that compares fairly across members, so WeeksPro doesn’t invent one.
Iron District CrossFit — Daily WOD Programming
Iron District publishes the next day’s workout each evening and attaches it to the 5am and 6am classes. Athletes check it before they arrive and log their result afterwards, which means the coach walking the floor can see what someone did last time they hit the same movement instead of asking. The programming lives in one place rather than on a whiteboard photo in a group chat.
Illustrative example — names and figures are representative of typical studios, not a customer endorsement.
Pro Tips
- Publish the next day’s workout the night before so the early sessions can prepare.
- Attach the workout to the class it belongs to — members see it in context instead of hunting for it.
- For the board to rank people, the numeric field has to be filled in — a time in seconds for For Time and Chipper, rounds and reps for AMRAP. A freeform score still shows, but it can’t be ranked.
- Re-run a benchmark workout months later and the board shows both attempts ranked against each other — only each member’s best counts, so nobody appears twice.
Personal Training & Packages
Book one-on-one sessions and sell multi-session packages, with credits tracked for you. Sessions carry a coach, a client, a duration, a price and a status. Packages carry a session count, a price, a validity period, a cancellation window and a no-show rule.
Step-by-Step Guide
- 1Navigate to Dashboard → Schedule → PT Sessions.
- 2If you sell blocks of sessions, create the package first: title, number of sessions, price, how many days it stays valid, the default session length, the cancellation window in hours, and whether a no-show burns a session.
- 3Sell a package to a client — the purchase is recorded with its remaining credits.
- 4Book a session: choose the coach, the client, the date and time, the duration, and either a price or the package the credit should come from. Add a location and notes if useful.
- 5Booking against a package deducts a credit straight away.
- 6Mark each session Completed, No-show or Cancelled as it happens. A package flips to “exhausted” once the last credit is used.
- 7Set the coach’s PT rate in Payroll — per session, or a percentage of PT revenue — and their pay is calculated from these records.
Peak Performance PT — Scaling 1-on-1 Coaching
Peak Performance has six trainers each managing 15–20 regular clients. Scheduling used to happen over text message, which produced regular double-bookings and the occasional session nobody could remember whether the client had already paid for. Now each trainer has a clean calendar and package credits count themselves down, so “how many have I got left?” has an answer both sides can see.
Illustrative example — names and figures are representative of typical studios, not a customer endorsement.
Pro Tips
- Sell packages rather than single sessions where you can — the cash arrives up front and the credit tracking is automatic.
- Set a cancellation window that matches your actual policy, and turn on the no-show penalty if late cancellations are costing you.
- Marking sessions Completed matters — it’s what both the package balance and coach payroll are calculated from.
Revenue
Subscriptions
Programs are your plans; a subscription is one member on one program. This page is the full list of who’s paying for what — create a subscription for a member, change its status, and read Active, Paused and Cancelled counts with estimated revenue per cycle across the top.
Step-by-Step Guide
- 1Navigate to Dashboard → Revenue → Subscriptions.
- 2Read the four cards: Active, Paused, Cancelled and Est. Revenue/Cycle.
- 3Use the status pills (All / Active / Paused / Cancelled) and the search box to narrow the list, and the column headings to sort it.
- 4Click “Create Subscription” to enrol someone yourself: pick the member and the program, then set the title, payment frequency (Weekly, Fortnightly, Monthly, Quarterly or Yearly), price per payment, start and end dates, and status.
- 5Members can enrol themselves instead — turn on “Allow Members to Join” on the program. See the Programs guide.
- 6To pause or cancel someone, open their subscription and change the status.
- 7Recurring charges run against the card the member set up through Stripe. A failed payment is retried on the next billing run, and you can retry a single payment by hand from Finance.
Knockout Boxing Club — Off the Bank-Transfer Treadmill
Knockout Boxing collected monthly dues by bank transfer, which meant every month started with a list of people to chase and an awkward conversation or two. Moving members onto recurring card payments took the chasing out of the owner’s hands: charges run on schedule, failures retry on the next run, and the paused count on this page is the first sign that someone is drifting.
Illustrative example — names and figures are representative of typical studios, not a customer endorsement.
Pro Tips
- Set the plan up as a Program first — that’s the thing members can see, price and join.
- A rising Paused count is an early churn signal. Check it weekly, not monthly.
- Watch for subscriptions whose end date has passed but whose status is still Active — they’ll keep counting toward your estimated revenue.
Tickets & Passes
Sell tickets for events, drop-ins and passes. A template sets the price, how many exist, how many one person may buy, and when they go on sale. Money lands in your own Stripe account — payments carry a flat 2.75% + 30¢ transaction fee, with no separate per-ticket commission on top.
Step-by-Step Guide
- 1Navigate to Dashboard → Revenue → Tickets.
- 2Click “Create Template” and set the title (e.g. “General Admission”) plus an optional type label such as GA, VIP or Early Bird.
- 3Set the price — the minimum is $2.00 — and the currency.
- 4Set Total Quantity for how many exist, and Max Per User so one buyer can’t take them all.
- 5Set “Available From” and “Available To” if the ticket should only be on sale during a window.
- 6Link the template to an event so it appears on that event’s page for members to buy.
- 7Open a template at any time to see what’s sold and what’s left.
Spotlight Dance Academy — Concert Tickets In-House
Spotlight Dance sold its end-of-year concert tickets through a third-party ticketing site that took a booking fee on every seat. Running the same concert through WeeksPro, the only deduction is the flat transaction fee on each payment — there’s no separate per-ticket commission layered on top. They also capped tickets at six per account so one family couldn’t take a whole row.
Illustrative example — names and figures are representative of typical studios, not a customer endorsement.
Pro Tips
- Create tiers as separate templates (GA, VIP, Family) and link them all to the same event.
- Max Per User is the simplest defence against one buyer taking half the room.
- Use the availability window for early-bird pricing — set the early-bird template to close on the day the standard one opens.
Pro Shop
Sell merchandise, equipment and supplements. Products carry a price, stock count, SKU, sizes, category, images and a featured flag. Orders move through a status pipeline and can carry a tracking number and private admin notes.
Step-by-Step Guide
- 1Navigate to Dashboard → Revenue → Pro Shop.
- 2Add a product: name, description, price, stock quantity, SKU, category, and sizes (comma separated) if it’s apparel.
- 3Upload your images — the first becomes the main one. Tick Featured to push it to the front of the member shop.
- 4Members browse and buy from the Shop section of their portal, and stock counts down with each purchase.
- 5Work through the Orders tab. Statuses run pending → paid → processing → shipped → fulfilled, with cancelled and refunded available when you need them.
- 6When you ship, record the tracking number so the member can follow it.
- 7Add admin notes to an order for anything the member shouldn’t see.
Gracie Flow BJJ — Selling Gis Without the Guesswork
Gracie Flow ordered gis in bulk and sold them at the front desk from a cash tin, which made stock levels a matter of opinion. With the Pro Shop, members order and pay online and collect at the gym. Sizes are listed on the product so nobody asks whether an A2 is in, and the owner can see what’s actually left before placing the next bulk order.
Illustrative example — names and figures are representative of typical studios, not a customer endorsement.
Pro Tips
- Take proper photos. Members buy with their eyes, and a phone snap of a folded shirt on a bench sells nothing.
- Fill in the sizes field for apparel — it stops the “do you have my size?” messages before they start.
- Announce new drops through the Announcements module so the stock moves in the first week rather than the first quarter.
Finance & Payouts
Where the money is. Connect Stripe, watch your revenue trend, work through transactions, issue refunds, retry failed payments, and check what has actually landed in your bank account.
Step-by-Step Guide
- 1Navigate to Dashboard → Revenue → Finance.
- 2If you haven’t connected Stripe yet, do it here first. The account card shows whether your details are submitted and whether payouts are enabled.
- 3The summary cards show your totals, with fees shown separately — they’re deducted before payout.
- 4The Revenue (Last 7 Days) chart shows the recent trend.
- 5Payout History lists what Stripe has sent to your bank, with both the created date and the expected arrival date.
- 6In Transactions, click any payment to open it in full. From there you can refund it, or retry one that failed.
- 7Click “Export CSV” to download the transaction list for your accountant.
Core Collective Pilates — Tax Time Made Easy
Core Collective’s owner used to dread tax time — reconciling bank statements against class payments by hand took an entire weekend. Now she exports a CSV from the Finance dashboard each month and drops it in a shared folder with her accountant, who has the transaction list, the fees and the payout dates without having to ask for anything.
Illustrative example — names and figures are representative of typical studios, not a customer endorsement.
Pro Tips
- Connect Stripe before you create anything you plan to charge for — programs, tickets and shop products all depend on it.
- Issue refunds from here rather than in the Stripe dashboard, so the record in WeeksPro matches your books.
- Export monthly rather than at year end. Reconciling twelve small files beats reconciling one enormous one.
Coach Payroll
Set each coach’s pay rate once, choose a date range, and the calculator works out what they’re owed from the classes they taught and the PT sessions they completed. Six rate types: per class, per hour, per PT session, a percentage of PT revenue, fixed weekly, or fixed monthly — and a coach can hold more than one.
Step-by-Step Guide
- 1Navigate to Dashboard → Revenue → Payroll.
- 2On the Pay Rates tab, add a rate: pick the coach, the rate type and the amount. Add a note if the arrangement needs explaining.
- 3Switch to the Pay Calculator tab and set the period From and To dates.
- 4Run the calculation. Each coach shows classes taught, PT sessions completed, and earnings split into class, PT and fixed components, with gross pay.
- 5Mark a coach as Paid once you’ve sent the money — the row is badged so nobody gets paid twice.
- 6Click “Export CSV” to hand the whole period to your bookkeeper.
UrbanFit Gym — Managing 12 Trainers
UrbanFit has twelve trainers on three different arrangements: some per class, some hourly, and two on a retainer plus commission on their PT work. The manager used to rebuild the same spreadsheet every fortnight. Now each trainer’s rates are set once — including the two who hold both a fixed monthly rate and a PT percentage — and a fortnight’s pay is a date range and a button.
Illustrative example — names and figures are representative of typical studios, not a customer endorsement.
Pro Tips
- A coach can hold more than one rate — a fixed monthly retainer plus a per-PT-session rate is a common combination.
- The calculator reads from your events and PT sessions, so keep sessions marked Completed or the numbers will run light.
- Percentage rates are calculated on PT revenue, which makes commission arrangements straightforward to explain to a coach.
Engage
Leads & Enquiries
A simple CRM for everyone who isn’t a member yet. Contact-form submissions and new sign-ups land here automatically; you add walk-ins and phone enquiries yourself. Every lead carries a status, a source, a follow-up date and a full history of what was said and when. Admin only.
Step-by-Step Guide
- 1Navigate to Dashboard → Engage → Leads.
- 2Enquiries from your website’s contact form appear on their own, deduplicated against existing leads by email and phone.
- 3Click “Add Lead” for a walk-in or phone enquiry: name, email, phone, gender, age range, suburb, source, what they’re interested in, and notes.
- 4Bulk-loading a list? Click “Download CSV template”, fill it in, then “Import CSV”. Rows are validated on exactly the same rules as the form, and you can download a per-row result including any errors.
- 5Move a lead along the pipeline: New → Contacted → Trial booked → Trialing → Won or Lost. Marking one Lost asks you why — price, location, timing, competitor, no response or other.
- 6Log what actually happened: a call, SMS, email, walk-in, tour, trial class, or a plain note. Dates can be backdated if you’re catching up at the end of the week.
- 7Set a follow-up date. Anything overdue or due today appears in the amber banner at the top of the page.
- 8Switch between List and Board views and filter by status or source. The four cards show total leads, new this month, won, and your conversion rate.
- 9When a lead joins, they’re marked Won and linked to their member record automatically. If they later cancel their subscription, they move to Former member.
Red Dragon MMA — Enquiries That Stopped Falling Through
Red Dragon was tracking enquiries in the owner’s phone notes and a whiteboard by the desk. Trials got booked and then forgotten, and nobody could say how many walk-ins turned into members. Moving to the Leads board gave every enquiry a next action and a date — and the overdue banner at the top of the page turned out to be the feature that changed behaviour, because an ignored follow-up is visible to everyone on the front desk.
Illustrative example — names and figures are representative of typical studios, not a customer endorsement.
Pro Tips
- Leads start from the day you switch this on — existing members aren’t backfilled, so don’t expect your history to appear.
- The follow-up date is the whole point. A lead with no next action is a lead you’ve already lost.
- Logging is manual: WeeksPro doesn’t send emails or texts from the Leads page, so log the call after you make it.
Contact Messages
Messages from your website’s contact form land here. Define up to 10 contact reasons, each routing to its own email address, and every reason gets its own tab so nothing disappears into one shared inbox.
Step-by-Step Guide
- 1Navigate to Dashboard → Engage → Support.
- 2The All tab lists every message, with unread ones highlighted.
- 3Click a message to read it in full with the sender’s details and timestamp — opening it marks it as read.
- 4Mark messages as read or archived as you work through them.
- 5To set up routing, open the Settings tab on this page.
- 6Add up to 10 contact reasons — for example “Billing”, “Trial class”, “Facility issue” — each with the email address it should be sent to.
- 7Save. Each reason then gets its own tab here, and appears in the dropdown on your website’s Contact Form block.
AllFit Gyms — Routing Enquiries to the Right Desk
AllFit runs three locations with different staff at each. They set up reasons like Billing, Class enquiry and Facility issue, each pointed at the address of the team that actually handles it. Instead of one person triaging everything and forwarding it on, each message arrives where it needs to be, and the tab counts make it obvious when one category is being neglected.
Illustrative example — names and figures are representative of typical studios, not a customer endorsement.
Pro Tips
- Three or four reasons is usually plenty. Offer ten and people pick the wrong one.
- Contact-form submissions also create a Lead, so a sales enquiry appears in both places — answer it here, and track the follow-up there.
- Archive rather than leaving everything read. The tab counts are only useful if they mean something.
Announcements
Broadcast to your members. Each announcement carries a type (Info, Warning, Update or Maintenance), a priority (Normal or Urgent), an optional publish and expiry time, and optional role targeting.
Step-by-Step Guide
- 1Navigate to Dashboard → Engage → Announcements.
- 2Click “New” and write the title and body.
- 3Choose the type — Info, Warning, Update or Maintenance — and the priority, Normal or Urgent.
- 4Set “Publish At” if it should go live later, and “Expires At” if it should disappear on its own once the date has passed.
- 5Under Target Audience, click the roles it’s for. Leave it empty and everyone sees it.
- 6Publish it, or leave it unpublished as a draft. The eye button on any announcement publishes or hides it later.
- 7Filter the list by All, Live, Draft, Scheduled or Expired to see where everything stands.
FitHub 24/7 — Holiday Schedule Communication
FitHub used to post holiday closures on Instagram, on their website, and in a WhatsApp group — and members still turned up to locked doors. They now post once as a Maintenance announcement at Urgent priority, with an expiry set to the day the gym reopens. It sits at the top of every member’s dashboard until it’s no longer relevant, then removes itself.
Illustrative example — names and figures are representative of typical studios, not a customer endorsement.
Pro Tips
- Set an expiry on anything time-bound. Stale notices at the top of the feed train members to ignore the feed entirely.
- Use Urgent sparingly — if everything is urgent, nothing is.
- Target Coach only for staff notices so the member feed stays clean.
Challenges & Leaderboards
Run a competition with a metric, a date range and a leaderboard that ranks everyone by their total. Types cover fitness, nutrition, attendance, weight loss, steps and custom.
Step-by-Step Guide
- 1Navigate to Dashboard → Engage → Challenges.
- 2Click “New Challenge” and set the title, description, type and the rules.
- 3Set the metric and its unit — e.g. “burpees” / “reps”, or “distance” / “km” — so everyone logs the same thing.
- 4Set the start and end dates, and the prize if there is one.
- 5Members join and log their entries from the Challenges section of their portal.
- 6Click a challenge to open its leaderboard: participants ranked by total, with their entry count and the date they last logged.
- 7Use the eye button to hide a challenge without deleting it, and the filters to view Active, Upcoming or Ended.
Summit CrossFit — The 30-Day Burpee Challenge
Summit ran a thirty-day burpee challenge where members logged their daily count. Roughly half the gym joined, and the leaderboard did what a whiteboard tally never quite managed — people checked it, and then went and did a few more. The winner got a free month; the real return was a month of members having a reason to open the app every day.
Illustrative example — names and figures are representative of typical studios, not a customer endorsement.
Pro Tips
- Run one a month. Momentum matters more than the size of the prize.
- Write the rules field properly — it’s where you settle the arguments before they happen.
- Announce the result through the Announcements module. Public recognition is most of the reward.
Email Campaigns
Send an email to a segment of your members. Choose the audience, see exactly how many people will receive it, send yourself a test first, then send. Unsubscribed members are skipped automatically, and every email carries your business details and an unsubscribe link.
Step-by-Step Guide
- 1Navigate to Dashboard → Engage → Campaigns.
- 2Click “New Campaign”, name it, and write the subject line and body. Use {{name}} and {{email}} to personalise.
- 3Pick a type for your own filing — Manual, Welcome, Re-engagement, Birthday, Renewal Reminder, Promotion or Newsletter.
- 4Pick the audience: All Members, Active Members, Inactive Members (suspended or lapsed memberships — your win-back list), or Coaches Only. The recipient count updates as you choose, and tells you how many unsubscribed members will be skipped.
- 5Save it as a draft. Setting a “Planned send date” marks the campaign as Scheduled so you can filter for it — but nothing sends unattended. When the date comes you still open it and press Send.
- 6Open the draft, send a test to your own address, and read it on a phone before it goes anywhere near your list.
- 7Click “Send to N recipients”. Sending can’t be undone.
- 8Duplicate a campaign that worked to reuse it later.
Harmony Yoga — Re-Engaging Lapsed Members
Harmony Yoga had a group of former regulars whose memberships had lapsed months earlier. They wrote a short, personal email offering a free class that week and sent it to the Inactive Members audience — the segment that targets exactly those lapsed memberships. A meaningful number came back through the door, and the ones who didn’t at least stopped being a vague guilty thought at the end of each month.
Illustrative example — names and figures are representative of typical studios, not a customer endorsement.
Pro Tips
- Send the test to yourself every single time. The typo you find is always in the subject line.
- Segment properly — the message that wins back a lapsed member reads badly to someone who trained yesterday.
- Editing a campaign that has already sent won’t send it again. Duplicate it and send the copy.
Ranks & Belt Progression
A belt or level system with a name, colour, order and requirements, optionally tied to a program. Award ranks to members and keep a dated record of every promotion.
Step-by-Step Guide
- 1Navigate to Dashboard → Engage → Ranks.
- 2Click “Create Rank” and set the name (e.g. “Yellow Belt”), the colour, and the level number that fixes its place in the order.
- 3Optionally link it to a program, and write out the requirements for earning it.
- 4Click “Award Rank” at the top of the page, choose the member and the rank, and add a note — e.g. “Promoted after grading, 12 March”.
- 5The Awarded tab lists every promotion with the member, the rank, the date and your note.
- 6Members see their own rank and their progression history in the My Ranks section of their portal.
Tiger Spirit Taekwondo — Digital Belt Records
Tiger Spirit tracks belt progression for 300 students across three locations, and for years it lived in a physical logbook that only existed in one of them. Every grading is now recorded with the date and a note about the grading it came from, and parents can see their child’s progression in the member portal — which turned out to matter more for retention than anyone expected.
Illustrative example — names and figures are representative of typical studios, not a customer endorsement.
Pro Tips
- Use the level number deliberately — it’s what orders the entire system, so leave gaps if you might add a stripe later.
- Put the actual syllabus in the Requirements field. Members who know what’s next train for it.
- Create the grading itself as an event so families can see it coming and book in.
Content
Website Builder (CMS)
Build and manage your gym’s website from the dashboard, with 19 block types covering everything from a hero banner to a live class schedule. Duplicate whole pages, clone individual blocks, and get a warning before you navigate away with unsaved changes. No coding required.
Step-by-Step Guide
- 1Navigate to Dashboard → Content → Website.
- 2Click “New Page” and enter a title and URL slug (e.g. “about-us”).
- 3Add blocks: Hero, Rich Text, Image-Text, Features, Image-Features, Testimonials, FAQ, Pricing, Gallery, Video, Stats, Team, Timeline, Map, Footer, CTA, Schedule, Events and Contact Form.
- 4Fill in each block’s content, and use the copy button on a block to duplicate it rather than rebuilding it.
- 5To duplicate a whole page, click “Duplicate” — blocks, SEO and metadata are all copied to the new page.
- 6Toggle “Show in Nav” to add the page to your site’s navigation menu.
- 7Save as you go, then click “Publish” to push the page live. Saving alone keeps it as a draft — the live page only changes when you publish.
Momentum Fitness — A Website Before Opening Day
Momentum Fitness was a brand-new gym with no budget for a web designer. The owner added a Hero block with their tagline, a Pricing block with three membership tiers, a Schedule block pulling the real timetable, and a Contact Form block. It took an afternoon, and it looked professional enough to start taking enquiries before the doors opened.
Illustrative example — names and figures are representative of typical studios, not a customer endorsement.
Pro Tips
- Use the Hero block for one clear message and one clear call to action. Everything else can wait until they’ve scrolled.
- The Contact Form block routes messages into your Support inbox and creates a Lead — so a website enquiry is never just an email.
- Duplicate a finished page to spin up a campaign landing page variant in seconds.
Programs
Programs are your membership offerings — the thing a member joins and pays for. Each one has a payment frequency, a price per payment, optional capacity, self-join and self-cancel toggles, and an optional waiver. The list shows total programs, active subscribers and estimated monthly revenue, with subscriber counts on each card.
Step-by-Step Guide
- 1Navigate to Dashboard → Content → Programs.
- 2Read the summary cards: Total Programs, Active Subscribers and Est. Monthly Revenue.
- 3Click “Create Program” and set the title, description, payment frequency (One-off, Weekly, Fortnightly, Monthly, Quarterly or Yearly) and price per payment.
- 4Set a capacity limit if the program should cap out — leave it empty for unlimited. A utilisation bar appears on the program card.
- 5Tick “Allow Members to Join” so members can enrol themselves, or leave it off to keep enrolment admin-only.
- 6Tick “Allow Members to Cancel” if members should be able to unsubscribe without contacting a coach.
- 7Choose a waiver template under “Program Waiver / Terms & Conditions” if members must accept terms before joining — you’ll see a preview of the text they’ll be shown.
- 8Open a program to see its subscriber list, capacity utilisation, linked courses and transaction history.
Red Dragon MMA — Structured Training Paths
Red Dragon offers BJJ, Muay Thai and Wrestling. They built a program for each discipline with its own price, capacity and required waiver, so a new member joins “BJJ Fundamentals” rather than a vague “membership”. The summary cards give the owner revenue per discipline at a glance, which is what finally settled the argument about which timetable slot to expand.
Illustrative example — names and figures are representative of typical studios, not a customer endorsement.
Pro Tips
- Name programs by discipline or skill level so members can self-select without asking.
- Use programs as an upsell — an “Advanced” program at a higher price is easier to sell than a general price rise.
- Capacity limits do double duty: they protect the class experience and create genuine scarcity.
Online Courses
Build video and text courses out of modules and lessons. Lessons take an embedded YouTube or Vimeo link, a directly uploaded video, rich text, a quiz, or an attached workout. Courses are linked to programs, so members get access by joining the program that carries them.
Step-by-Step Guide
- 1Navigate to Dashboard → Content → Courses.
- 2Click “Create Course” and enter the title, description, course level (Beginner, Intermediate, Advanced) and a thumbnail image.
- 3Open the course and add Modules — these are your chapters.
- 4Add Lessons within each module. Set the lesson type and display order, and tick “Enable Free Preview” on any lesson non-subscribers should be able to watch.
- 5Give the lesson its content: an external video URL (YouTube or Vimeo), a directly uploaded video, rich text, or a quiz.
- 6Attach a workout to a lesson where the movement breakdown belongs alongside the video.
- 7Link the course to a program (Content → Programs → open the program → Linked Courses). Members who join that program get the course.
- 8Members work through the lessons in their portal and tick each one off; their progress bar shows how many of the course’s lessons they’ve completed.
Sarah’s Yoga Online — A Second Revenue Stream
Sarah, a yoga instructor in Perth, built a “30-Day Flexibility Challenge” as a course of short daily video lessons, then created a program at a modest monthly price and linked the course to it. Existing in-studio members could add it on; people who couldn’t make class times could buy it alone. She didn’t teach a single extra hour to launch it.
Illustrative example — names and figures are representative of typical studios, not a customer endorsement.
Pro Tips
- Start with a short course of five to ten lessons and see whether anyone finishes it before you build a full curriculum.
- Price the program, not the course — the program is what members join, and the course is what they get for joining.
- Use Free Preview on your first lesson. Letting people see the quality is the cheapest sales tool you have.
Settings
Dashboard Overview
Your daily command centre. Admins see four KPI cards — active members, monthly revenue, total members and today’s check-ins — plus a revenue chart, upcoming classes and recent activity. Coaches see the same view without the revenue figures.
Step-by-Step Guide
- 1Navigate to Dashboard (the Dashboard link in the top nav).
- 2If your business profile or Stripe connection is incomplete, a setup checklist appears at the top — work through it first, because payments depend on it.
- 3Read the KPI cards: Active Members, Monthly Revenue, Total Members and Attendance Today.
- 4The revenue chart shows your recent trend, and Upcoming Classes shows what’s on next.
- 5Recent Activity lists the latest transactions and sign-ups so you can see what changed since yesterday.
- 6If you’re an admin or coach without two-factor authentication enabled, you’ll see a prompt to turn it on — worth doing, since this account can see everyone’s data.
The Grind Studio — Starting Every Day Right
The owner of The Grind opens the dashboard every morning before the first class. She checks yesterday’s attendance, sees any new sign-ups, and glances at the day’s schedule. Two minutes, and she knows the pulse of the business. She calls it her morning coffee dashboard.
Illustrative example — names and figures are representative of typical studios, not a customer endorsement.
Pro Tips
- Check it daily. Trends are obvious when you look often and invisible when you look monthly.
- Coaches can be given dashboard access without seeing revenue — useful for a head coach who runs the floor but not the books.
- Finish the setup checklist before you build anything else. Programs and tickets are of no use until Stripe is connected.
Business Settings
Your gym’s profile: business and trading name, ABN, contact details, address, logo, timezone, custom domain, the waivers shown at signup, and your Stripe connection. This is the first thing to set up.
Step-by-Step Guide
- 1Navigate to Dashboard → Settings → Business.
- 2Enter your business name, trading name, ABN, contact email and phone.
- 3Add your address — it appears in the footer of the emails you send, which is a legal requirement for marketing email in Australia.
- 4Add your logo URL. It appears in the navbar and the member portal.
- 5Set your timezone. Every event time depends on it, so get this right before you build a timetable.
- 6Set your custom domain here if you’re running the site on your own web address.
- 7Under signup waivers, select the waiver templates new members must accept when they request access.
- 8Click “Connect Stripe” and complete Stripe’s onboarding. Money from your members lands in your own Stripe account.
First Setup — From Zero to Payments
A new studio’s first session in WeeksPro is this page: business details, logo, timezone set to their state, and Stripe connected. From that point they can take online payments, sell subscriptions and issue tickets. No web developer, no IT contractor, no waiting on anyone else’s schedule.
Illustrative example — names and figures are representative of typical studios, not a customer endorsement.
Pro Tips
- Set the timezone first. Everything with a time on it inherits from here, and fixing it later means checking every event.
- Complete Stripe onboarding before creating programs or ticket templates — they’re not much use unsold.
- Contact form routing is not configured here — that lives on the Support page’s Settings tab.
Your WeeksPro Plan & Billing
What you pay WeeksPro, as opposed to what your members pay you. Shows your current plan and its included member limit, your trial end date, your payment method, an estimate of your next invoice based on your current member count, and your invoice history.
Step-by-Step Guide
- 1Go to /dashboard/billing.
- 2The status banner shows whether you’re on a free trial, active, or cancelled — and when a trial ends.
- 3“Your Plan” shows the plan name, the base monthly fee, and how many members are included.
- 4“Payment Method” shows the card on file. If there isn’t one, add it before your trial ends so nothing lapses.
- 5“Next Invoice Estimate” projects your next bill from your current plan and active member count.
- 6“Invoice History” lists past invoices, each with a link to the full invoice.
No Surprises at the End of the Trial
A studio in its first month can see exactly what happens when the trial ends: which plan they’re on, how many members it includes, and what the first real invoice will be at their current size. The estimate updates as they grow, so crossing into the next tier is something they see coming rather than something they discover on a statement.
Illustrative example — names and figures are representative of typical studios, not a customer endorsement.
Pro Tips
- Add a payment method before the trial ends rather than on the last day.
- The invoice estimate tracks your active member count — check it before a big intake so the jump isn’t a surprise.
- Your members’ payments are separate and live under Revenue → Finance. This page is only about what you pay us.
The AI Assistant
An assistant that lives in the bottom-right corner of your dashboard. Ask it where something is and it takes you there; describe what you want to create and it opens the right form with the fields already filled in. It runs in your own browser and is available to Admins.
Step-by-Step Guide
- 1Sign in as an Admin and open any dashboard page. The assistant appears as a round button in the bottom-right corner.
- 2Click it to open the chat panel. The first use downloads the model to your browser, which takes a moment — after that it’s local.
- 3Ask where something lives: “where do I set up belts?” and it navigates you to the right page.
- 4Describe something you want to create — a program, an event, a course, a ticket, an announcement, a rank, a CMS page or block, or a member invitation — and it opens that form pre-filled for you to review.
- 5Nothing is saved until you check the form and press save yourself.
- 6Type into the chat box — it’s a text conversation, not a voice one.
- 7Close the panel with the X. It’s hidden on member-facing pages.
Skipping the Menu Hunt
An owner who uses the dashboard twice a week doesn’t memorise where twenty-odd modules live. Asking “where do I add a new class?” and being taken there beats hunting through the Schedule menu, and asking for “a Monday 6pm beginners class, cap 20” opens the event form already filled in, leaving only a review and a save.
Illustrative example — names and figures are representative of typical studios, not a customer endorsement.
Pro Tips
- It’s a navigator and a form-filler, not an autopilot — always read what it filled in before you save.
- The model downloads once and then runs in your browser, so the first open is slower than the rest.
- It’s Admin-only and hidden from members, so anything you type stays on your side of the platform.
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