All features

The Platform page gives an overview of GymPilot. This page lists everything the software can do, by topic. You switch on what your gym needs and decide per group who sees and does what, such as owner, trainer, front desk and member. Training schedules, exercises, machines and the intake have their own, more detailed pages: Training schedules, Exercises, Machines and Intake.

Members and permissions

Member administration with search and filters
Export lists to Excel, CSV or PDF, or print them
Groups with their own permissions per feature, so that owner, trainer, front desk and member each see what suits them
Import your existing member list from a file, including invoice and direct debit details
New members create their own account via the website
Requests for a class or a starter kit are handled in one place, alongside trial class requests
Notes on a member, visible only to those who are allowed, and shared with the member if you wish, who then gets a notification
View the portal as a member, for staff with that permission

Classes, booking and attendance

Classes with fixed times, trainers and participants
Class booking: members reserve a spot themselves, and when a class is full they join a waiting list that moves up automatically
A maximum number of spots per session, with a one-off exception when needed
Free cancellation up to a set time beforehand; anyone who does not show up and did not cancel is marked as a no-show
A weekly limit per membership: how many classes a member may book per week
Parents book for their children
Attendance lists per class, kept by the trainer on a phone or tablet, with the members who booked already ticked
Members see their own attendance and bookings
QR check-in: members scan a code on the screen in the gym
The QR code changes every 30 seconds, so forwarding a photo of it does not work

Trial classes and becoming a member

Request a trial class via the website
A QR code for flyers and posters that leads to the request form
The gym confirms the trial class, after which the applicant is notified and gets a reminder the day before
The trainer sees the trial class on the attendance list and notes how it went
Plan a second trial class, or enrol the applicant as a member straight away, with a membership if needed
The day after the trial class the participant gets an invitation to become a member, with their details already filled in, if you offer public memberships
Joining online via the website: choose a membership, pay the first payment with iDEAL and sign a direct debit mandate, also for a child
Figures per step: scans, requests, attended and enrolled
QR codes for your most important pages, such as the trial class and sign-up pages, ready for print

Training schedules

Build schedules with training days, exercises, sets, reps, weight and rest, or for cardio duration and level
Seven standard templates to start from, and you can save any schedule as your own template
Assign a schedule to one member, a group or a class; each member gets their own copy and a notification
Your member just looks, ticks off per workout or logs per set, with the values from last time already filled in
A chart per exercise of the heaviest weight, the longest duration or the most reps
Print a schedule on A4 with a QR code to your member's schedule
A week before a schedule ends, the coach gets a reminder

Exercises and machines

A standard library of 606 exercises in eleven languages, almost all with a short motion demo
You take the library over as your own copy, with only the exercises for the machines you have
Add your own exercises, photos and videos, or a link to YouTube or Vimeo
Pull in new exercises from the standard with one button, and whatever you changed yourself stays as you left it
Tick the machine types you have, so the schedule editor only shows exercises your members can do
Register each machine with type, location, brand, model and serial number, and its own QR code or barcode
Print labels and attach them to the machine
Scan on the floor: your member sees the machine and the exercises that belong on it, with images and instructions

Intake, measurements and records

An intake for experience, injuries and limitations, only with explicit consent; under sixteen a parent gives consent
Stored encrypted, with its own permission to open intakes and a log of who viewed what
Your member sees their own intake and can withdraw consent; the intake is then deleted immediately
Twelve months after the last schedule, the intake is deleted automatically
Body measurements: weight, body fat percentage, waist, hip, chest, upper arm and thigh circumference, and resting heart rate
A chart per type of measurement, so you see the progress at a glance
Measurements only with the member's consent, stored encrypted and with a log; members can add their own measurements and withdraw consent
Personal records: when logging a set, you see right away that it is a new record
The best performances per exercise: the heaviest weight, the most reps at that weight and an estimated maximum, or for cardio the longest duration and distance

Appointments with a trainer

Types of appointment, such as personal training, with duration, price and the trainers who offer it
Trainers open up their times per weekday, with days and hours off set separately; classes and appointments already in the diary are taken off automatically
Members book a free time with one tap, with a specific trainer or whoever is available
Pay with iDEAL, with the time slot held for the member for fifteen minutes, or on account via the monthly invoice
Free cancellation up to a set number of hours beforehand; anyone who had already paid gets the money back
The trainer sees their own diary with upcoming appointments and can cancel an appointment or mark it as a no-show

Member activity

See which members you are missing: who has not been for a while and who has been coming less in recent weeks
A visit counts as a class the member attended, a logged workout or an appointment with a trainer
Follow up with a message, or mark that you have spoken to the member
The figures are updated every night and you set the thresholds yourself

Memberships and invoices

Membership types per month or per year, with price, VAT rate, weekly booking limit, joining fee, minimum term and notice period
Memberships per member
Membership invoices created automatically every month
Family discount from the second membership in a family
Children's memberships on one invoice for the parent
Members see their membership and their children's, and cancel it themselves, with the end date shown beforehand
Create individual invoices, also as PDF, and credit invoices
Online payment via Mollie, and refunds
Direct debit with a SEPA file for your bank
Automatic reminders for overdue invoices, and remind, mark as paid or download as PDF several invoices at once
Members see their own invoices and pay straight away
Administration fees as a fixed surcharge on event registrations
Every automated task, such as the monthly invoices or the reminders, can be switched on or off

Events

Events such as a workshop, clinic or open day, with registration
Free or paid, with online payment
Keep track of attendance on the day itself
Export or print the participant list, and archive instead of deleting

Equipment and locations

A catalogue of equipment, with its own code per item and a quantity per line
Lend out and take back, with a return date, and see what is overdue
Members see what they have borrowed
Locations with address and opening hours, linked to classes and equipment
Ready-made starter lists for classes and equipment, among others, so you do not begin with empty overviews

Communication and support

Messages for one or more groups of members, with a start and end date, as information, warning or urgent
Notifications in the portal, visible right away at the bell
Per type of notification the gym chooses: in the portal, by email or both
Support requests from members that you handle within the portal; anything you cannot solve yourself is passed on to us
An optional AI preliminary investigation for a support request: what the problem is and what a solution could be; the reply to the person who reported it remains human work
Messages from the contact form on the website arrive in the same place

Overview and convenience

A personal dashboard with blocks you choose and arrange yourself
A calendar with classes and events
One calendar feed for your own calendar app, with the items you choose; bookings and appointments can also be added separately
Search everything you have access to
Help on every page via the question mark, a short daily tip and a manual with all the explanations in one place
Guided setup: step-by-step guides, for example for the basic setup and the trial class route, with a progress bar that ticks off what is done by itself
A ready-made setup for gyms that prepares groups for trainers and members, the right menus, the exercise library with your machines, example memberships and an appointment type for personal training
Your own profile with details, photo, password and language
A recycle bin to restore deleted data, which is cleared automatically after the retention period
Usage figures for your gym, without data on individual members
In eleven languages, with Arabic from right to left
Works on phone, tablet and computer, in a light or dark screen

The website of your gym

Build pages and stories with blocks, no technical knowledge needed
Blocks for text, headings, lists, quotes, tables, buttons, photos, photo galleries and video, and for key points, key figures, trainers, testimonials, stories, files and contact
A large opening photo with heading and button on the home page
Preview first, then publish, and restore an older version
Stories for news and tips
A media library for photos, with a separate version per language, and your own videos or videos from YouTube and Vimeo
Share files, optionally with a password or an end date
A contact form, whose messages arrive in support
Several languages, with a language switcher with flags and a language suggestion for visitors
Your own domain name
Search engine settings, a social media preview and a sitemap
Visitor statistics: pages, devices, browsers and referring sites, and Google Analytics if you wish
Your house style: a template of your choice, your logo, colours, fonts, corners and buttons, and for those who know CSS, your own style rules with preview and versions
Your privacy statement and terms as pages in the footer, next to your chamber of commerce (KvK) and DUNS number

Integrations

An open API with keys, where you decide per key what is allowed, with public documentation
Webhooks that let other systems know what changes
An integration for AI assistants (MCP) with its own key, for the website content, the house style, custom CSS and support
Changes made by an AI assistant go into a draft first, a person does the publishing

Missing something?

Let us know. GymPilot is continuously being developed, with the wishes of gyms as the starting point.

Let us know