Fitness & Health Club System
A fitness club with memberships, trainers, and scheduled class studios.
The member’s journey from sign-up to activation, schedules, training, and renewal, with progress measured on their card.
No credit card required — your project is set up with the full system in under a minute
This is the system board as you'll receive it: workflow columns and starter cards showing the first steps
How does work flow in this system?
A new member enters as a card in the “New Membership” column with their details, goals, and subscription type. In “Activation” their fitness level is assessed, their first program designed, and equipment use explained; then the membership moves to “Schedules” where studio bookings and group classes are managed at maximum capacity. Throughout the subscription, sessions are tracked in “Training” with measured progress documented on the card — weights, reps, periodic measurements. Two weeks before expiry the card moves to “Renewal” to offer the right package in time, and the member’s experience is documented in “Feedback”.
Chat runs between front desk and trainers: coordinating a fully booked class, a trainer absence and who covers, or a note about a member needing special attention in their program. Announcements are for the club manager: new class schedules, equipment maintenance and temporary closures, and club challenges and events that keep members motivated.
Dues records due and overdue member subscriptions, trainer commissions on personal training sessions, and maintenance and consumables purchases — so the manager sees the month’s renewal revenue versus new memberships, the truest indicator of club health.
Who does what?
The operational roles in this system and each role's responsibility in daily work — assign them to your team as-is or adapt them to your reality.
Club Manager
Oversees the member journey from “New Membership” to “Renewal”, approves class schedules and prices and announces them, and reviews renewal rates monthly.
Trainers
Execute “Activation”, assess fitness and design programs, and document member progress in “Training” on cards after every measurement.
Front Desk Agents
Receive new memberships and log them as cards, manage studio bookings in “Schedules”, and receive member notes and route them to their owners.
Renewals & Sales Officer
Follows “Renewal” cards before subscriptions expire, offers suitable packages, and records payments and arrears in Dues.
What's prepared for you from day one?
System units
- Tasks — A kanban board with workflow columns and execution cards
- Chat — The team's fast daily coordination channel
- Announcements — The official voice of management — circulars and alerts that reach everyone
- Dues — Internal money with strict privacy — dues, advances, and expenses
Welcome announcement: «Welcome to the Club System»
Every member with us is a card from “New Membership” to “Renewal”: their program, progress, and bookings documented on it. Class schedules and club events are announced here, and daily coordination between front desk and trainers happens in Chat. Start by logging current memberships with their expiry dates.
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