SarvaSync
SarvaSync Wiki

Staff Guide

How a gym is run day to day — the console and its roles, the members directory, classes and the register, events and personal training, money and billing runs, gym settings, reports, and every staff tool that also lives in the app.

Member guideStaff guide

The Console: Roles, Navigation & the Dashboard

Staff sign in through the same door as members. The role on the selected profile decides what the sidebar holds, and the server decides what any of it will actually do.

Routes & Page Guide

Each entry below is a real page: why it exists, how people reach it, what it lets them do, and the rules that decide whether they see it at all.

Page / Entry Point

Dashboard

/account/dashboard
Web
What This Page Is For

The console's front page: today's check-ins, member count, revenue, what is overdue, the week's attendance and today's classes — as widgets staff can reorder.

How Users Get There
  • The member sidebar, a dashboard card, a notification link, or the signed-in address.
What They Can Do Here
  • The console's front page: today's check-ins, member count, revenue, what is overdue, the week's attendance and today's classes — as widgets staff can reorder.
  • Use it as the web home of the the console: roles, navigation & the dashboard workflow.
  • Everything on it is scoped to the profile currently in context.
Rules, Permissions & State
  • Signed in, with a profile selected. Every call carries that profile, so the page always says whose data it is showing.
  • Hiding a link is not a permission. Every staff action is authorised again on the server, so a copied URL gets the same answer as a hidden button.
  • A member profile on the same account as a staff profile is still a member profile — the role travels with the profile, not the login.

Page / Entry Point

/admin/analytics

/admin/analytics
Web
What This Page Is For

Attendance, revenue and retention trends over a window you choose.

How Users Get There
  • The admin sidebar, the console's search, or a link from a member record.
What They Can Do Here
  • Attendance, revenue and retention trends over a window you choose.
  • Choose a window and read the figures for it.
  • Follow any row back to the member or transaction it came from.
Rules, Permissions & State
  • Staff only. The sidebar hides what a role cannot use, but the server is the boundary — a direct link is refused too.
  • Hiding a link is not a permission. Every staff action is authorised again on the server, so a copied URL gets the same answer as a hidden button.
  • A member profile on the same account as a staff profile is still a member profile — the role travels with the profile, not the login.

Page / Entry Point

/admin/team

/admin/team
Web
What This Page Is For

Staff by role, and the way into any coach's public profile.

How Users Get There
  • The admin sidebar, the console's search, or a link from a member record.
What They Can Do Here
  • Staff by role, and the way into any coach's public profile.
  • Read the person's record: identity, household, consents and history.
  • Edit what this role is allowed to edit; the server, not the screen, decides what that is.
Rules, Permissions & State
  • Staff only. The sidebar hides what a role cannot use, but the server is the boundary — a direct link is refused too.
  • Hiding a link is not a permission. Every staff action is authorised again on the server, so a copied URL gets the same answer as a hidden button.
  • A member profile on the same account as a staff profile is still a member profile — the role travels with the profile, not the login.

Page / Entry Point

/admin/team/coaches/[profileId]

/admin/team/coaches/[profileId]
Web
What This Page Is For

Edit any coach's public profile, including their photos.

How Users Get There
  • The admin sidebar, the console's search, or a link from a member record.
What They Can Do Here
  • Edit any coach's public profile, including their photos.
  • Read the session or event in full — time, place, price, capacity and who it is open to.
  • Register, request, approve or cancel, depending on the role holding the screen.
Rules, Permissions & State
  • Staff only. The sidebar hides what a role cannot use, but the server is the boundary — a direct link is refused too.
  • Hiding a link is not a permission. Every staff action is authorised again on the server, so a copied URL gets the same answer as a hidden button.
  • A member profile on the same account as a staff profile is still a member profile — the role travels with the profile, not the login.

Page / Entry Point

/account/rota

/account/rota
Web
What This Page Is For

Who is coaching what, this week and next.

How Users Get There
  • The member sidebar, a dashboard card, a notification link, or the signed-in address.
What They Can Do Here
  • Who is coaching what, this week and next.
  • Read who is on, when, with which coach, and how much room is left.
  • Book, cancel, check in or amend, within the gym's booking window and cancellation cut-off.
Rules, Permissions & State
  • Signed in, with a profile selected. Every call carries that profile, so the page always says whose data it is showing.
  • Hiding a link is not a permission. Every staff action is authorised again on the server, so a copied URL gets the same answer as a hidden button.
  • A member profile on the same account as a staff profile is still a member profile — the role travels with the profile, not the login.

What Users Can Do

Three staff roles

Admin sees everything. Reception gets the desk: members, bookings, check-in, taking payment. Coach gets their own classes, registers and personal-training business.

Live check-in toasts

When anyone checks in, staff screens raise a toast with the member's photo and class — or a red one with the reason it failed. Open registers refresh themselves.

Reorderable widgets

Each console user arranges the dashboard for the job they actually do; the arrangement is theirs, not the gym's.

Rules & Access

  • Hiding a link is not a permission. Every staff action is authorised again on the server, so a copied URL gets the same answer as a hidden button.
  • A member profile on the same account as a staff profile is still a member profile — the role travels with the profile, not the login.

Operational Notes

  • The console is white-labelled from the gym's own configuration: name, logo and colours are loaded at runtime.
  • Staff features exist on both the web console and the app; neither is a cut-down version of the other.

Limitations & Risks

  • Analytics counts what was recorded. A class the door never checked anyone into reads as an empty class.
Put the widgets you look at before opening the doors at the top. The dashboard is the only screen most staff see every single shift.

Members Directory & the Member Record

The directory is the console's spine. Everything a gym knows about a person hangs off one record, and every action that changes it is taken from that record.

Routes & Page Guide

Each entry below is a real page: why it exists, how people reach it, what it lets them do, and the rules that decide whether they see it at all.

Page / Entry Point

Members

/admin/members
Web
What This Page Is For

A searchable, sortable, filterable directory with membership, membership fee, role and status columns, and 25, 50 or 100 rows a page.

How Users Get There
  • The admin sidebar, the console's search, or a link from a member record.
What They Can Do Here
  • A searchable, sortable, filterable directory with membership, membership fee, role and status columns, and 25, 50 or 100 rows a page.
  • Read the person's record: identity, household, consents and history.
  • Edit what this role is allowed to edit; the server, not the screen, decides what that is.
Rules, Permissions & State
  • Staff only. The sidebar hides what a role cannot use, but the server is the boundary — a direct link is refused too.
  • Credit adjustments require a reason and are audited; there is no silent balance edit anywhere in the product.
  • Role changes, group deletion and data-deletion decisions are admin-only. Reception and coaches can use the record without being able to reshape it.

Page / Entry Point

Member record

/admin/members/[profileId]
Web
What This Page Is For

Identity, medical notes, consents, household, membership and billing, attendance, transactions and every staff action that touches this person.

How Users Get There
  • The admin sidebar, the console's search, or a link from a member record.
What They Can Do Here
  • Identity, medical notes, consents, household, membership and billing, attendance, transactions and every staff action that touches this person.
  • Read the person's record: identity, household, consents and history.
  • Edit what this role is allowed to edit; the server, not the screen, decides what that is.
Rules, Permissions & State
  • Staff only. The sidebar hides what a role cannot use, but the server is the boundary — a direct link is refused too.
  • Credit adjustments require a reason and are audited; there is no silent balance edit anywhere in the product.
  • Role changes, group deletion and data-deletion decisions are admin-only. Reception and coaches can use the record without being able to reshape it.

Page / Entry Point

/admin/groups/[groupId]

/admin/groups/[groupId]
Web
What This Page Is For

A member group and its automation rules — who is in it, and what happens when someone joins or leaves.

How Users Get There
  • The admin sidebar, the console's search, or a link from a member record.
What They Can Do Here
  • A member group and its automation rules — who is in it, and what happens when someone joins or leaves.
  • Use it as the web home of the members directory & the member record workflow.
  • Everything on it is scoped to the profile currently in context.
Rules, Permissions & State
  • Staff only. The sidebar hides what a role cannot use, but the server is the boundary — a direct link is refused too.
  • Credit adjustments require a reason and are audited; there is no silent balance edit anywhere in the product.
  • Role changes, group deletion and data-deletion decisions are admin-only. Reception and coaches can use the record without being able to reshape it.

Page / Entry Point

/admin/deletion-requests

/admin/deletion-requests
Web
What This Page Is For

Data-deletion requests, with status filters and an approve or decline on each.

How Users Get There
  • The admin sidebar, the console's search, or a link from a member record.
What They Can Do Here
  • Data-deletion requests, with status filters and an approve or decline on each.
  • Use it as the web home of the members directory & the member record workflow.
  • Everything on it is scoped to the profile currently in context.
Rules, Permissions & State
  • Staff only. The sidebar hides what a role cannot use, but the server is the boundary — a direct link is refused too.
  • Credit adjustments require a reason and are audited; there is no silent balance edit anywhere in the product.
  • Role changes, group deletion and data-deletion decisions are admin-only. Reception and coaches can use the record without being able to reshape it.

Page / Entry Point

/staff/accounts/[accountId]/billing

/staff/accounts/[accountId]/billing
Web
What This Page Is For

A read-only view of a whole account's billing, for answering a question at the desk without opening anything editable.

How Users Get There
  • The admin sidebar, the console's search, or a link from a member record.
What They Can Do Here
  • A read-only view of a whole account's billing, for answering a question at the desk without opening anything editable.
  • Read the current money state — plan, next charge, balance or attempt history — for the profile in context.
  • Take the one action this page owns, and see the result reflected on the same screen.
Rules, Permissions & State
  • Staff only. The sidebar hides what a role cannot use, but the server is the boundary — a direct link is refused too.
  • Credit adjustments require a reason and are audited; there is no silent balance edit anywhere in the product.
  • Role changes, group deletion and data-deletion decisions are admin-only. Reception and coaches can use the record without being able to reshape it.

What Users Can Do

The green card

What the member holds right now is one card at the top of the record — plan, price, status, next charge and provider — with the full history folded underneath it.

Everything from one page

Assign or change a membership, adjust credits with an audited reason, award a belt, grant a free trial, add or cancel a recurring charge, apply a one-off discount, message them, approve a cancellation or a freeze.

Billing readiness at a glance

Payment customer status with a manual sync, saved methods, memberships and recent attempts — so 'why did this not collect' is answered before it is asked.

At risk of churn

When the retention model flags a member, a card appears at the top of their record with the trend and days since their last visit.

Household in one place

The family accordion shows every profile on the account, who pays, and what each of them holds.

Core Workflows

Put a walk-in on a plan

  1. Search the directory, or create the profile if they are new.
  2. Open the record and use the membership card to assign the plan.
  3. Take the first payment, or capture a card for the billing run to use.
  4. Check the green card now reads Active with the next charge date you expect.

Handle a cancellation request

  1. Open the member's record; the pending request is on the membership card.
  2. Read the effective date the policy produced.
  3. Approve or decline. Either way the member is told, and the record keeps both the request and the decision.

Rules & Access

  • Credit adjustments require a reason and are audited; there is no silent balance edit anywhere in the product.
  • Role changes, group deletion and data-deletion decisions are admin-only. Reception and coaches can use the record without being able to reshape it.
  • Date of birth is write-once on a member profile — correcting it is deliberately harder than setting it.

Operational Notes

  • Filter and sort state lives in the address, so a list can be sent to a colleague as a link.
  • The record spans both current and imported historic billing, so a long-standing member's history does not stop at the migration date.

Limitations & Risks

  • Approving a data-deletion request anonymises the person permanently. Their attendance counts survive as numbers; their name does not.
  • One membership row per member is the rule: changing a plan replaces what they hold and files the old one in the history, rather than stacking a second live membership.
Read the green card before touching anything else. Nine desk questions in ten are answered by the line under it.

Classes, the Timetable & the Register

Classes are defined once and run forever, which is why every screen here distinguishes the pattern from the date. Change the pattern and next month changes; change the date and only that date does.

Routes & Page Guide

Each entry below is a real page: why it exists, how people reach it, what it lets them do, and the rules that decide whether they see it at all.

Page / Entry Point

/admin/classes

/admin/classes
Web
What This Page Is For

Timetable, Classes and Calendar tabs. Non-admin staff see the timetable only.

How Users Get There
  • The admin sidebar, the console's search, or a link from a member record.
What They Can Do Here
  • Timetable, Classes and Calendar tabs. Non-admin staff see the timetable only.
  • Read who is on, when, with which coach, and how much room is left.
  • Book, cancel, check in or amend, within the gym's booking window and cancellation cut-off.
Rules, Permissions & State
  • Staff only. The sidebar hides what a role cannot use, but the server is the boundary — a direct link is refused too.
  • Archiving a class stops it being booked without deleting what already happened.
  • Capacity, booking window and cancellation cut-off come from gym settings; the register enforces them rather than asking staff to.

Page / Entry Point

/admin/classes/new

/admin/classes/new
Web
What This Page Is For

The guided class-creation wizard: discipline, coach, age range, capacity, and the weekly sessions it runs.

How Users Get There
  • The admin sidebar, the console's search, or a link from a member record.
What They Can Do Here
  • The guided class-creation wizard: discipline, coach, age range, capacity, and the weekly sessions it runs.
  • Read who is on, when, with which coach, and how much room is left.
  • Book, cancel, check in or amend, within the gym's booking window and cancellation cut-off.
Rules, Permissions & State
  • Staff only. The sidebar hides what a role cannot use, but the server is the boundary — a direct link is refused too.
  • Archiving a class stops it being booked without deleting what already happened.
  • Capacity, booking window and cancellation cut-off come from gym settings; the register enforces them rather than asking staff to.

Page / Entry Point

/admin/classes/[classTypeId]

/admin/classes/[classTypeId]
Web
What This Page Is For

One class: its details and the weekly sessions under it, created, edited or archived inline.

How Users Get There
  • The admin sidebar, the console's search, or a link from a member record.
What They Can Do Here
  • One class: its details and the weekly sessions under it, created, edited or archived inline.
  • Read who is on, when, with which coach, and how much room is left.
  • Book, cancel, check in or amend, within the gym's booking window and cancellation cut-off.
Rules, Permissions & State
  • Staff only. The sidebar hides what a role cannot use, but the server is the boundary — a direct link is refused too.
  • Archiving a class stops it being booked without deleting what already happened.
  • Capacity, booking window and cancellation cut-off come from gym settings; the register enforces them rather than asking staff to.

Page / Entry Point

/admin/classes/disciplines

/admin/classes/disciplines
Web
What This Page Is For

The disciplines classes are grouped by, with their descriptions and colours.

How Users Get There
  • The admin sidebar, the console's search, or a link from a member record.
What They Can Do Here
  • The disciplines classes are grouped by, with their descriptions and colours.
  • Read who is on, when, with which coach, and how much room is left.
  • Book, cancel, check in or amend, within the gym's booking window and cancellation cut-off.
Rules, Permissions & State
  • Staff only. The sidebar hides what a role cannot use, but the server is the boundary — a direct link is refused too.
  • Archiving a class stops it being booked without deleting what already happened.
  • Capacity, booking window and cancellation cut-off come from gym settings; the register enforces them rather than asking staff to.

Page / Entry Point

The register

/admin/classes/sessions/[sessionId]
Web
What This Page Is For

The door: booked list with one-tap check-in and undo, walk-in search, and live refresh when someone checks in on another device.

How Users Get There
  • The admin sidebar, the console's search, or a link from a member record.
What They Can Do Here
  • The door: booked list with one-tap check-in and undo, walk-in search, and live refresh when someone checks in on another device.
  • Read who is on, when, with which coach, and how much room is left.
  • Book, cancel, check in or amend, within the gym's booking window and cancellation cut-off.
Rules, Permissions & State
  • Staff only. The sidebar hides what a role cannot use, but the server is the boundary — a direct link is refused too.
  • Archiving a class stops it being booked without deleting what already happened.
  • Capacity, booking window and cancellation cut-off come from gym settings; the register enforces them rather than asking staff to.

Page / Entry Point

/admin/rota

/admin/rota
Web
What This Page Is For

Coach assignments across the week, including substitutes.

How Users Get There
  • The admin sidebar, the console's search, or a link from a member record.
What They Can Do Here
  • Coach assignments across the week, including substitutes.
  • Read who is on, when, with which coach, and how much room is left.
  • Book, cancel, check in or amend, within the gym's booking window and cancellation cut-off.
Rules, Permissions & State
  • Staff only. The sidebar hides what a role cannot use, but the server is the boundary — a direct link is refused too.
  • Archiving a class stops it being booked without deleting what already happened.
  • Capacity, booking window and cancellation cut-off come from gym settings; the register enforces them rather than asking staff to.

What Users Can Do

Cancel a date, settle four ledgers

Cancelling one occurrence refunds cards, returns credits, restores passes and re-issues plan credits in one action, and tells everyone affected on the instrument they paid with.

Substitute coaches over a range

Assign a substitute for a single date or a holiday's worth of them, and remove them just as easily. Members see the substitute, not the usual name.

Walk-ins at the door

Search any member from the register and add them to the class on the spot, taking payment or marking it for the desk.

A rotating check-in QR

The reception screen shows a code that changes every minute, so a photograph of it is worthless a minute later.

Core Workflows

Cancel tonight's class

  1. Open the Calendar tab and find the date.
  2. Cancel it, and read the dialog: how many bookings, and what each one gets back.
  3. Confirm. Refunds, credit returns and notifications all run from that one press.

Rules & Access

  • Archiving a class stops it being booked without deleting what already happened.
  • Capacity, booking window and cancellation cut-off come from gym settings; the register enforces them rather than asking staff to.

Operational Notes

  • Registers refresh live over a socket, so two people on the door never double-check-in the same member.
  • Class age ranges are how the juniors and adults filters work on every member surface.

Limitations & Risks

  • Editing a weekly session changes every future occurrence of it. Cancelling or substituting on the Calendar tab is what changes one date.
  • A class with bookings on it should be archived, never deleted — the attendance history hangs off it.
Cancel from the Calendar tab, not by deleting the session. The calendar refunds and notifies; a deletion is a different, much blunter thing.

Events, Gradings, Personal Training & the Shop

The gym's other revenue, run the same way as classes: something is defined, people sign up for it, somebody takes the register, and money settles itself.

Routes & Page Guide

Each entry below is a real page: why it exists, how people reach it, what it lets them do, and the rules that decide whether they see it at all.

Page / Entry Point

/admin/events

/admin/events
Web
What This Page Is For

Every event, draft or published or cancelled.

How Users Get There
  • The admin sidebar, the console's search, or a link from a member record.
What They Can Do Here
  • Every event, draft or published or cancelled.
  • Read the session or event in full — time, place, price, capacity and who it is open to.
  • Register, request, approve or cancel, depending on the role holding the screen.
Rules, Permissions & State
  • Staff only. The sidebar hides what a role cannot use, but the server is the boundary — a direct link is refused too.
  • An event limited to membership plans stays visible to everyone and explains itself, rather than disappearing.
  • Discount rules are configuration, not a code a member types. The cheapest qualifying membership takes the discount automatically.

Page / Entry Point

/admin/events/[eventId]

/admin/events/[eventId]
Web
What This Page Is For

One event: cover image, location and map point, price, capacity, the grading toggle with its belt category, and plan restrictions.

How Users Get There
  • The admin sidebar, the console's search, or a link from a member record.
What They Can Do Here
  • One event: cover image, location and map point, price, capacity, the grading toggle with its belt category, and plan restrictions.
  • Read the session or event in full — time, place, price, capacity and who it is open to.
  • Register, request, approve or cancel, depending on the role holding the screen.
Rules, Permissions & State
  • Staff only. The sidebar hides what a role cannot use, but the server is the boundary — a direct link is refused too.
  • An event limited to membership plans stays visible to everyone and explains itself, rather than disappearing.
  • Discount rules are configuration, not a code a member types. The cheapest qualifying membership takes the discount automatically.

Page / Entry Point

/account/pt-hub

/account/pt-hub
Web
What This Page Is For

A coach's own hub: approve or decline requests with a note, mark sessions paid or cancelled, manage one-off and weekly availability, set rates by duration, and curate a safe list.

How Users Get There
  • The member sidebar, a dashboard card, a notification link, or the signed-in address.
What They Can Do Here
  • A coach's own hub: approve or decline requests with a note, mark sessions paid or cancelled, manage one-off and weekly availability, set rates by duration, and curate a safe list.
  • Read the session or event in full — time, place, price, capacity and who it is open to.
  • Register, request, approve or cancel, depending on the role holding the screen.
Rules, Permissions & State
  • Signed in, with a profile selected. Every call carries that profile, so the page always says whose data it is showing.
  • An event limited to membership plans stays visible to everyone and explains itself, rather than disappearing.
  • Discount rules are configuration, not a code a member types. The cheapest qualifying membership takes the discount automatically.

Page / Entry Point

/admin/pt

/admin/pt
Web
What This Page Is For

All personal-training bookings, filtered by coach, status and date.

How Users Get There
  • The admin sidebar, the console's search, or a link from a member record.
What They Can Do Here
  • All personal-training bookings, filtered by coach, status and date.
  • Read the session or event in full — time, place, price, capacity and who it is open to.
  • Register, request, approve or cancel, depending on the role holding the screen.
Rules, Permissions & State
  • Staff only. The sidebar hides what a role cannot use, but the server is the boundary — a direct link is refused too.
  • An event limited to membership plans stays visible to everyone and explains itself, rather than disappearing.
  • Discount rules are configuration, not a code a member types. The cheapest qualifying membership takes the discount automatically.

Page / Entry Point

/admin/pt/[coachProfileId]

/admin/pt/[coachProfileId]
Web
What This Page Is For

One coach's rates, availability, safe list and bookings.

How Users Get There
  • The admin sidebar, the console's search, or a link from a member record.
What They Can Do Here
  • One coach's rates, availability, safe list and bookings.
  • Read the session or event in full — time, place, price, capacity and who it is open to.
  • Register, request, approve or cancel, depending on the role holding the screen.
Rules, Permissions & State
  • Staff only. The sidebar hides what a role cannot use, but the server is the boundary — a direct link is refused too.
  • An event limited to membership plans stays visible to everyone and explains itself, rather than disappearing.
  • Discount rules are configuration, not a code a member types. The cheapest qualifying membership takes the discount automatically.

Page / Entry Point

/admin/shop

/admin/shop
Web
What This Page Is For

Products, stock, the orders table with payment status, and card-reader management.

How Users Get There
  • The admin sidebar, the console's search, or a link from a member record.
What They Can Do Here
  • Products, stock, the orders table with payment status, and card-reader management.
  • Read the current money state — plan, next charge, balance or attempt history — for the profile in context.
  • Take the one action this page owns, and see the result reflected on the same screen.
Rules, Permissions & State
  • Staff only. The sidebar hides what a role cannot use, but the server is the boundary — a direct link is refused too.
  • An event limited to membership plans stays visible to everyone and explains itself, rather than disappearing.
  • Discount rules are configuration, not a code a member types. The cheapest qualifying membership takes the discount automatically.

Page / Entry Point

/admin/shop/products/[productId]

/admin/shop/products/[productId]
Web
What This Page Is For

One product: price, stock or untracked, category, and whether it sells online, at the desk or both.

How Users Get There
  • The admin sidebar, the console's search, or a link from a member record.
What They Can Do Here
  • One product: price, stock or untracked, category, and whether it sells online, at the desk or both.
  • Read the current money state — plan, next charge, balance or attempt history — for the profile in context.
  • Take the one action this page owns, and see the result reflected on the same screen.
Rules, Permissions & State
  • Staff only. The sidebar hides what a role cannot use, but the server is the boundary — a direct link is refused too.
  • An event limited to membership plans stays visible to everyone and explains itself, rather than disappearing.
  • Discount rules are configuration, not a code a member types. The cheapest qualifying membership takes the discount automatically.

Page / Entry Point

/admin/discount-rules

/admin/discount-rules
Web
What This Page Is For

Discounts by household size, group size or membership plan, as a percentage or a fixed amount.

How Users Get There
  • The admin sidebar, the console's search, or a link from a member record.
What They Can Do Here
  • Discounts by household size, group size or membership plan, as a percentage or a fixed amount.
  • Use it as the web home of the events, gradings, personal training & the shop workflow.
  • Everything on it is scoped to the profile currently in context.
Rules, Permissions & State
  • Staff only. The sidebar hides what a role cannot use, but the server is the boundary — a direct link is refused too.
  • An event limited to membership plans stays visible to everyone and explains itself, rather than disappearing.
  • Discount rules are configuration, not a code a member types. The cheapest qualifying membership takes the discount automatically.

What Users Can Do

Event rosters that do the arithmetic

Toggle attendance, mark a cash registration paid, add an attendee by charging a card on file, remove one with an automatic refund, export the list, and award the suggested next belt.

Gradings without a second system

Turn on the grading toggle, pick the belt category, and the roster offers the right next belt for each person on it.

Coaches' own businesses

Each coach sets rates by duration, one-off and weekly availability, and a safe list of members they will take.

One till, two counters

The shop sells online and at the desk through a card reader, into the same stock and the same orders table.

Rules & Access

  • An event limited to membership plans stays visible to everyone and explains itself, rather than disappearing.
  • Discount rules are configuration, not a code a member types. The cheapest qualifying membership takes the discount automatically.

Operational Notes

  • Removing an attendee from a paid event refunds them as part of the removal; it is not a second job for later.
  • A product marked untracked never sells out, which is the right answer for a drop-in fee or a class pass.

Limitations & Risks

  • Cancelling an event refunds its registrations. Deleting a draft that nobody registered for does not — check which one you are looking at.
  • Card readers are physical hardware paired to the gym's own payment account; adding one in the console does not conjure one at the desk.
Publish an event as a draft first and check the roster reads the way you expect. A published event with the wrong price is a refund job.

Money: Transactions, Billing Runs & the Desk

Every pound the gym takes lands in one table, whichever door it came in through — a subscription, a card reader, the shop, a wallet top-up, or a historic record imported from a previous system.

Routes & Page Guide

Each entry below is a real page: why it exists, how people reach it, what it lets them do, and the rules that decide whether they see it at all.

Page / Entry Point

Transactions

/admin/transactions
Web
What This Page Is For

Banded by day with that day's net on the band, filterable by provider, source and status.

How Users Get There
  • The admin sidebar, the console's search, or a link from a member record.
What They Can Do Here
  • Banded by day with that day's net on the band, filterable by provider, source and status.
  • Read the current money state — plan, next charge, balance or attempt history — for the profile in context.
  • Take the one action this page owns, and see the result reflected on the same screen.
Rules, Permissions & State
  • Staff only. The sidebar hides what a role cannot use, but the server is the boundary — a direct link is refused too.
  • The payment provider is chosen once per gym and is read-only afterwards. It is a commercial decision, not a setting to toggle.
  • Members may only be billed on the days the gym has allowed, which is what keeps the run predictable.

Page / Entry Point

Billing settings

/admin/gym-settings
Web
What This Page Is For

Allowed billing days, the payment provider, customer sync, the cancellation policy, dry-run and live billing runs with their recent attempts, and the daily digest.

How Users Get There
  • The admin sidebar, the console's search, or a link from a member record.
What They Can Do Here
  • Allowed billing days, the payment provider, customer sync, the cancellation policy, dry-run and live billing runs with their recent attempts, and the daily digest.
  • Read the person's record: identity, household, consents and history.
  • Edit what this role is allowed to edit; the server, not the screen, decides what that is.
Rules, Permissions & State
  • Staff only. The sidebar hides what a role cannot use, but the server is the boundary — a direct link is refused too.
  • The payment provider is chosen once per gym and is read-only afterwards. It is a commercial decision, not a setting to toggle.
  • Members may only be billed on the days the gym has allowed, which is what keeps the run predictable.

Page / Entry Point

/admin/reports/fraud

/admin/reports/fraud
Web
What This Page Is For

Payment patterns worth a second look.

How Users Get There
  • The admin sidebar, the console's search, or a link from a member record.
What They Can Do Here
  • Payment patterns worth a second look.
  • Choose a window and read the figures for it.
  • Follow any row back to the member or transaction it came from.
Rules, Permissions & State
  • Staff only. The sidebar hides what a role cannot use, but the server is the boundary — a direct link is refused too.
  • The payment provider is chosen once per gym and is read-only afterwards. It is a commercial decision, not a setting to toggle.
  • Members may only be billed on the days the gym has allowed, which is what keeps the run predictable.

Page / Entry Point

/admin/reports/pt-earnings

/admin/reports/pt-earnings
Web
What This Page Is For

What each coach has earned from personal training, over a window.

How Users Get There
  • The admin sidebar, the console's search, or a link from a member record.
What They Can Do Here
  • What each coach has earned from personal training, over a window.
  • Read the session or event in full — time, place, price, capacity and who it is open to.
  • Register, request, approve or cancel, depending on the role holding the screen.
Rules, Permissions & State
  • Staff only. The sidebar hides what a role cannot use, but the server is the boundary — a direct link is refused too.
  • The payment provider is chosen once per gym and is read-only afterwards. It is a commercial decision, not a setting to toggle.
  • Members may only be billed on the days the gym has allowed, which is what keeps the run predictable.

Page / Entry Point

/admin/reports/coach-hours

/admin/reports/coach-hours
Web
What This Page Is For

Hours coached, per coach, for paying them.

How Users Get There
  • The admin sidebar, the console's search, or a link from a member record.
What They Can Do Here
  • Hours coached, per coach, for paying them.
  • Read the session or event in full — time, place, price, capacity and who it is open to.
  • Register, request, approve or cancel, depending on the role holding the screen.
Rules, Permissions & State
  • Staff only. The sidebar hides what a role cannot use, but the server is the boundary — a direct link is refused too.
  • The payment provider is chosen once per gym and is read-only afterwards. It is a commercial decision, not a setting to toggle.
  • Members may only be billed on the days the gym has allowed, which is what keeps the run predictable.

What Users Can Do

A dry run before a real one

The billing run can be executed against the real data without charging anything, so the figures are checked before any card is touched.

Retries that say what they are

A failed charge shows which attempt is next and on what date, rather than a status that only a developer can read.

Refunds are staff actions, and audited

Refunding is deliberately an administrative action with a record of who did it, not a button on a member's own screen.

Two providers, one table

Whichever provider a gym uses, and however a payment was taken, the transaction reads the same way in the list.

Core Workflows

Run the month's billing

  1. Open Billing in gym settings and start a dry run.
  2. Read the totals and the attempt list; nothing has been charged yet.
  3. Start the live run when the figures are right.
  4. Work the failures from the transactions list, with the member record one click away.

Rules & Access

  • The payment provider is chosen once per gym and is read-only afterwards. It is a commercial decision, not a setting to toggle.
  • Members may only be billed on the days the gym has allowed, which is what keeps the run predictable.

Operational Notes

  • Money moves between the member and the gym's own payment account. The platform is never in the payment path and takes no percentage.
  • The daily digest emails named recipients what the run did, so a failure is noticed without anyone logging in.

Limitations & Risks

  • A refund is a request to the payment provider. It leaves the gym's account immediately and reaches the member's on the provider's own timetable.
  • Historic transactions imported from a previous system are records, not live payments — they cannot be refunded or retried here.
Never skip the dry run. It costs two minutes and it is the only place a wrong price is free to find.

Gym Settings: Plans, Classes, Hours & Policy

One screen holds the rules the rest of the product obeys. Most of what a gym would otherwise ask for as a feature is already a field in here.

Routes & Page Guide

Each entry below is a real page: why it exists, how people reach it, what it lets them do, and the rules that decide whether they see it at all.

Page / Entry Point

Gym settings

/admin/gym-settings
Web
What This Page Is For

Membership plans, the membership fee, billing, classes, payment options, free trials, opening hours and data import — each its own section.

How Users Get There
  • The admin sidebar, the console's search, or a link from a member record.
What They Can Do Here
  • Membership plans, the membership fee, billing, classes, payment options, free trials, opening hours and data import — each its own section.
  • Read the person's record: identity, household, consents and history.
  • Edit what this role is allowed to edit; the server, not the screen, decides what that is.
Rules, Permissions & State
  • Staff only. The sidebar hides what a role cannot use, but the server is the boundary — a direct link is refused too.
  • Archiving a plan stops it being sold without touching the members already on it.
  • A hidden plan is still assignable by staff; it is simply not in the public list.

Page / Entry Point

/admin/gym-settings/[section]

/admin/gym-settings/[section]
Web
What This Page Is For

A single settings section on its own page, for linking a colleague straight to it.

How Users Get There
  • The admin sidebar, the console's search, or a link from a member record.
What They Can Do Here
  • A single settings section on its own page, for linking a colleague straight to it.
  • Read the person's record: identity, household, consents and history.
  • Edit what this role is allowed to edit; the server, not the screen, decides what that is.
Rules, Permissions & State
  • Staff only. The sidebar hides what a role cannot use, but the server is the boundary — a direct link is refused too.
  • Archiving a plan stops it being sold without touching the members already on it.
  • A hidden plan is still assignable by staff; it is simply not in the public list.

Page / Entry Point

/admin/automations

/admin/automations
Web
What This Page Is For

Rules that fire on a trigger after a delay: which action, which template, which group.

How Users Get There
  • The admin sidebar, the console's search, or a link from a member record.
What They Can Do Here
  • Rules that fire on a trigger after a delay: which action, which template, which group.
  • Use it as the web home of the gym settings: plans, classes, hours & policy workflow.
  • Everything on it is scoped to the profile currently in context.
Rules, Permissions & State
  • Staff only. The sidebar hides what a role cannot use, but the server is the boundary — a direct link is refused too.
  • Archiving a plan stops it being sold without touching the members already on it.
  • A hidden plan is still assignable by staff; it is simply not in the public list.

Page / Entry Point

/admin/message-templates

/admin/message-templates
Web
What This Page Is For

Email and push templates with a unique key, a subject and a body carrying tokens.

How Users Get There
  • The admin sidebar, the console's search, or a link from a member record.
What They Can Do Here
  • Email and push templates with a unique key, a subject and a body carrying tokens.
  • Use it as the web home of the gym settings: plans, classes, hours & policy workflow.
  • Everything on it is scoped to the profile currently in context.
Rules, Permissions & State
  • Staff only. The sidebar hides what a role cannot use, but the server is the boundary — a direct link is refused too.
  • Archiving a plan stops it being sold without touching the members already on it.
  • A hidden plan is still assignable by staff; it is simply not in the public list.

What Users Can Do

Plans with an age ladder

A plan has a minimum and maximum age in years and months, and a successor plan. When a member ages out, they move to it — or the gym is simply notified, if that is what was chosen.

Limited plans

A plan can grant a number of classes per cycle. Members see the count used on their membership page and again in the booking dialog.

Which ways members may pay

Card, cash at the gym, wallet credit, plan credits, passes and free trials are each allowed or disallowed per session type, gym-wide.

Opening hours and closures

Per-day hours with a closed flag, plus closure ranges. Applying a closure cancels the affected sessions and refunds their bookings in the same action.

Importing an existing gym

Upload a dump from a previous system, preview created, skipped and warning counts per entity, then apply — no command line, and nothing applied that was not previewed.

Rules & Access

  • Archiving a plan stops it being sold without touching the members already on it.
  • A hidden plan is still assignable by staff; it is simply not in the public list.
  • Free trials are capped both per account and by a number of classes.

Operational Notes

  • Whether the membership fee applies at all, and to whom, is per gym and per plan. A gym that does not charge one never sees it.
  • The cron table is read-only on purpose: it says what runs and when, so staff know when a figure was last refreshed.

Limitations & Risks

  • A price change applies to future charges and is deliberately silent — members are not notified, because a gym communicates a price rise itself, in its own words.
  • The membership fee is set at launch and is not meant to be turned on and off month to month.
Set the successor plan on every juniors plan on the day you create it. It is the difference between a ladder that runs itself and a spreadsheet of birthdays.

Reports

Reports answer questions the gym asks monthly, over a window you choose, and every row leads back to the member or transaction it came from.

Routes & Page Guide

Each entry below is a real page: why it exists, how people reach it, what it lets them do, and the rules that decide whether they see it at all.

Page / Entry Point

/admin/reports

/admin/reports
Web
What This Page Is For

The report index.

How Users Get There
  • The admin sidebar, the console's search, or a link from a member record.
What They Can Do Here
  • The report index.
  • Choose a window and read the figures for it.
  • Follow any row back to the member or transaction it came from.
Rules, Permissions & State
  • Staff only. The sidebar hides what a role cannot use, but the server is the boundary — a direct link is refused too.
  • Reports are admin-facing. Coaches see their own hours and earnings, not the gym's revenue.

Page / Entry Point

Memberships

/admin/reports/memberships
Web
What This Page Is For

One card per household: current memberships, the membership fee and the next charge due, over a month or a custom range.

How Users Get There
  • The admin sidebar, the console's search, or a link from a member record.
What They Can Do Here
  • One card per household: current memberships, the membership fee and the next charge due, over a month or a custom range.
  • Read the current money state — plan, next charge, balance or attempt history — for the profile in context.
  • Take the one action this page owns, and see the result reflected on the same screen.
Rules, Permissions & State
  • Staff only. The sidebar hides what a role cannot use, but the server is the boundary — a direct link is refused too.
  • Reports are admin-facing. Coaches see their own hours and earnings, not the gym's revenue.

Page / Entry Point

/admin/reports/onboarding

/admin/reports/onboarding
Web
What This Page Is For

Who has started and who has finished joining — the gaps are the follow-up list.

How Users Get There
  • The admin sidebar, the console's search, or a link from a member record.
What They Can Do Here
  • Who has started and who has finished joining — the gaps are the follow-up list.
  • Choose a window and read the figures for it.
  • Follow any row back to the member or transaction it came from.
Rules, Permissions & State
  • Staff only. The sidebar hides what a role cannot use, but the server is the boundary — a direct link is refused too.
  • Reports are admin-facing. Coaches see their own hours and earnings, not the gym's revenue.

Page / Entry Point

/admin/reports/staff-rota

/admin/reports/staff-rota
Web
What This Page Is For

Who was rostered, when.

How Users Get There
  • The admin sidebar, the console's search, or a link from a member record.
What They Can Do Here
  • Who was rostered, when.
  • Read who is on, when, with which coach, and how much room is left.
  • Book, cancel, check in or amend, within the gym's booking window and cancellation cut-off.
Rules, Permissions & State
  • Staff only. The sidebar hides what a role cannot use, but the server is the boundary — a direct link is refused too.
  • Reports are admin-facing. Coaches see their own hours and earnings, not the gym's revenue.

Page / Entry Point

/admin/leaderboard

/admin/leaderboard
Web
What This Page Is For

Leagues, the month-end run, and who was promoted or demoted.

How Users Get There
  • The admin sidebar, the console's search, or a link from a member record.
What They Can Do Here
  • Leagues, the month-end run, and who was promoted or demoted.
  • Use it as the web home of the reports workflow.
  • Everything on it is scoped to the profile currently in context.
Rules, Permissions & State
  • Staff only. The sidebar hides what a role cannot use, but the server is the boundary — a direct link is refused too.
  • Reports are admin-facing. Coaches see their own hours and earnings, not the gym's revenue.

What Users Can Do

A window you choose

Every report takes a month or a custom range and refilters instantly, so 'last quarter' is not a different report.

Households, not rows

The memberships report groups by the people who pay, which is how a family reads on a bank statement.

Consent as an operational fact

The photo-consent report exists so nobody has to remember. Before a camera comes out, it is one page.

Rules & Access

  • Reports are admin-facing. Coaches see their own hours and earnings, not the gym's revenue.

Operational Notes

  • Figures come from what was recorded at the time. A report is a view of the data, never a second copy of it.

Limitations & Risks

  • Reports are read-only. Fixing something a report reveals is done on the member's record, which is where the audit trail lives.
The onboarding report is the most valuable one nobody opens. Every unfinished row is a person who meant to join and is waiting for a nudge.

Messaging, Forms, Courses & the Knowledge Base

How a gym talks to its members, teaches them between sessions, and answers the same question once instead of two hundred times.

Routes & Page Guide

Each entry below is a real page: why it exists, how people reach it, what it lets them do, and the rules that decide whether they see it at all.

Page / Entry Point

/admin/inbox

/admin/inbox
Web
What This Page Is For

Every member thread in one place, with unread counts and who replied last.

How Users Get There
  • The admin sidebar, the console's search, or a link from a member record.
What They Can Do Here
  • Every member thread in one place, with unread counts and who replied last.
  • Use it as the web home of the messaging, forms, courses & the knowledge base workflow.
  • Everything on it is scoped to the profile currently in context.
Rules, Permissions & State
  • Staff only. The sidebar hides what a role cannot use, but the server is the boundary — a direct link is refused too.
  • Publishing is explicit. A course, a form or a knowledge article is invisible to members until somebody says otherwise.

Page / Entry Point

/admin/forms

/admin/forms
Web
What This Page Is For

Build forms and surveys from eight field types, and read submissions grouped per response.

How Users Get There
  • The admin sidebar, the console's search, or a link from a member record.
What They Can Do Here
  • Build forms and surveys from eight field types, and read submissions grouped per response.
  • Use it as the web home of the messaging, forms, courses & the knowledge base workflow.
  • Everything on it is scoped to the profile currently in context.
Rules, Permissions & State
  • Staff only. The sidebar hides what a role cannot use, but the server is the boundary — a direct link is refused too.
  • Publishing is explicit. A course, a form or a knowledge article is invisible to members until somebody says otherwise.

Page / Entry Point

/admin/courses

/admin/courses
Web
What This Page Is For

The video library: courses, publish state, and lessons with their media and discipline.

How Users Get There
  • The admin sidebar, the console's search, or a link from a member record.
What They Can Do Here
  • The video library: courses, publish state, and lessons with their media and discipline.
  • Use it as the web home of the messaging, forms, courses & the knowledge base workflow.
  • Everything on it is scoped to the profile currently in context.
Rules, Permissions & State
  • Staff only. The sidebar hides what a role cannot use, but the server is the boundary — a direct link is refused too.
  • Publishing is explicit. A course, a form or a knowledge article is invisible to members until somebody says otherwise.

Page / Entry Point

/admin/knowledge

/admin/knowledge
Web
What This Page Is For

The assistant's knowledge base — title, body, tags, audience, publish state and order.

How Users Get There
  • The admin sidebar, the console's search, or a link from a member record.
What They Can Do Here
  • The assistant's knowledge base — title, body, tags, audience, publish state and order.
  • Use it as the web home of the messaging, forms, courses & the knowledge base workflow.
  • Everything on it is scoped to the profile currently in context.
Rules, Permissions & State
  • Staff only. The sidebar hides what a role cannot use, but the server is the boundary — a direct link is refused too.
  • Publishing is explicit. A course, a form or a knowledge article is invisible to members until somebody says otherwise.

Page / Entry Point

/admin/ava

/admin/ava
Web
What This Page Is For

The assistant's own settings and what it is allowed to answer from.

How Users Get There
  • The admin sidebar, the console's search, or a link from a member record.
What They Can Do Here
  • The assistant's own settings and what it is allowed to answer from.
  • Use it as the web home of the messaging, forms, courses & the knowledge base workflow.
  • Everything on it is scoped to the profile currently in context.
Rules, Permissions & State
  • Staff only. The sidebar hides what a role cannot use, but the server is the boundary — a direct link is refused too.
  • Publishing is explicit. A course, a form or a knowledge article is invisible to members until somebody says otherwise.

Page / Entry Point

/admin/belt-submissions

/admin/belt-submissions
Web
What This Page Is For

Grading submissions from members, waiting on a decision.

How Users Get There
  • The admin sidebar, the console's search, or a link from a member record.
What They Can Do Here
  • Grading submissions from members, waiting on a decision.
  • Use it as the web home of the messaging, forms, courses & the knowledge base workflow.
  • Everything on it is scoped to the profile currently in context.
Rules, Permissions & State
  • Staff only. The sidebar hides what a role cannot use, but the server is the boundary — a direct link is refused too.
  • Publishing is explicit. A course, a form or a knowledge article is invisible to members until somebody says otherwise.

What Users Can Do

One thread per account

A family has one conversation with the gym rather than one per child, which is how a desk conversation actually works.

The knowledge base is the assistant

What staff write here is what the assistant answers with. An unanswered question is a missing article, and adding it fixes the answer for everyone.

Courses, sold or included

A course is included with a membership or sold outright for good. Either way it is published from here and plays through signed links.

Automations, with templates

A trigger, a delay and a template send the message a gym always meant to send and never remembered to.

Rules & Access

  • Publishing is explicit. A course, a form or a knowledge article is invisible to members until somebody says otherwise.

Operational Notes

  • Templates carry tokens, so one template covers every member without anyone editing names into it.

Limitations & Risks

  • The assistant will not invent an answer. Everything it says traces to the knowledge base, the gym's own facts, or the member's own records.
Every time the desk answers the same question twice, write it into the knowledge base. That is the whole maintenance routine.

The Admin Hub in the App

The staff console, in a pocket. A face switcher across the top moves between the jobs a coach or owner actually does away from a desk.

Routes & Page Guide

Each entry below is a real page: why it exists, how people reach it, what it lets them do, and the rules that decide whether they see it at all.

Page / Entry Point

Admin hub

/admin-hub
App
What This Page Is For

The face switcher and whichever face is open — classes, the library, billing and the rest.

How Users Get There
  • The staff section of Settings, the admin hub, or a tap through from a register, booking or attendee.
What They Can Do Here
  • The face switcher and whichever face is open — classes, the library, billing and the rest.
  • Use it as the app home of the the admin hub in the app workflow.
  • Everything on it is scoped to the profile currently in context.
Rules, Permissions & State
  • Staff only. The sidebar hides what a role cannot use, but the server is the boundary — a direct link is refused too.
  • The hub only appears for staff roles, and each face is authorised again on the server.

Page / Entry Point

/admin-plan

/admin-plan
App
What This Page Is For

Membership plans from the phone.

How Users Get There
  • The staff section of Settings, the admin hub, or a tap through from a register, booking or attendee.
What They Can Do Here
  • Membership plans from the phone.
  • Use it as the app home of the the admin hub in the app workflow.
  • Everything on it is scoped to the profile currently in context.
Rules, Permissions & State
  • Staff only. The sidebar hides what a role cannot use, but the server is the boundary — a direct link is refused too.
  • The hub only appears for staff roles, and each face is authorised again on the server.

Page / Entry Point

/admin-rota-pattern

/admin-rota-pattern
App
What This Page Is For

The coaching rota's repeating pattern.

How Users Get There
  • The staff section of Settings, the admin hub, or a tap through from a register, booking or attendee.
What They Can Do Here
  • The coaching rota's repeating pattern.
  • Read who is on, when, with which coach, and how much room is left.
  • Book, cancel, check in or amend, within the gym's booking window and cancellation cut-off.
Rules, Permissions & State
  • Staff only. The sidebar hides what a role cannot use, but the server is the boundary — a direct link is refused too.
  • The hub only appears for staff roles, and each face is authorised again on the server.

Page / Entry Point

/admin-ava

/admin-ava
App
What This Page Is For

The assistant's settings.

How Users Get There
  • The staff section of Settings, the admin hub, or a tap through from a register, booking or attendee.
What They Can Do Here
  • The assistant's settings.
  • Use it as the app home of the the admin hub in the app workflow.
  • Everything on it is scoped to the profile currently in context.
Rules, Permissions & State
  • Staff only. The sidebar hides what a role cannot use, but the server is the boundary — a direct link is refused too.
  • The hub only appears for staff roles, and each face is authorised again on the server.

Page / Entry Point

/staff-member

/staff-member
App
What This Page Is For

A member's record, opened from any attendee, booking or walk-in.

How Users Get There
  • The staff section of Settings, the admin hub, or a tap through from a register, booking or attendee.
What They Can Do Here
  • A member's record, opened from any attendee, booking or walk-in.
  • Read the person's record: identity, household, consents and history.
  • Edit what this role is allowed to edit; the server, not the screen, decides what that is.
Rules, Permissions & State
  • Staff only. The sidebar hides what a role cannot use, but the server is the boundary — a direct link is refused too.
  • The hub only appears for staff roles, and each face is authorised again on the server.

Page / Entry Point

/staff-inbox

/staff-inbox
App
What This Page Is For

Member threads, answerable from the phone.

How Users Get There
  • The staff section of Settings, the admin hub, or a tap through from a register, booking or attendee.
What They Can Do Here
  • Member threads, answerable from the phone.
  • Read the person's record: identity, household, consents and history.
  • Edit what this role is allowed to edit; the server, not the screen, decides what that is.
Rules, Permissions & State
  • Staff only. The sidebar hides what a role cannot use, but the server is the boundary — a direct link is refused too.
  • The hub only appears for staff roles, and each face is authorised again on the server.

Page / Entry Point

/staff-new-message

/staff-new-message
App
What This Page Is For

Start a thread with a member.

How Users Get There
  • The staff section of Settings, the admin hub, or a tap through from a register, booking or attendee.
What They Can Do Here
  • Start a thread with a member.
  • Read the person's record: identity, household, consents and history.
  • Edit what this role is allowed to edit; the server, not the screen, decides what that is.
Rules, Permissions & State
  • Staff only. The sidebar hides what a role cannot use, but the server is the boundary — a direct link is refused too.
  • The hub only appears for staff roles, and each face is authorised again on the server.

What Users Can Do

Filming and publishing in one place

A lesson can be shot on the phone and uploaded from it, with the upload's progress on screen and the course list underneath.

The member record, on the mat

Identity, alert chips for a missing photo, missing photo consent or no emergency contact, credits, membership, membership fee, belt, free trial, attendance, medical notes and recent bookings.

Admin actions inline

Admins adjust credits and grant a free trial from the member screen without going back to a computer.

Rules & Access

  • The hub only appears for staff roles, and each face is authorised again on the server.

Operational Notes

  • Everything a gym can do on the console it can do in the app; features ship to both rather than web first.

Limitations & Risks

  • Bulk work — imports, billing runs, building a form — is a desk job. The hub is built for the things that happen while standing up.
Add the hub to the home screen's quick actions. Two taps from a cold phone to a member's record is the difference between using it and not.

On the Door: Registers, Scanning & Check-In

The busiest five minutes of a gym's day. Everything here is built for one hand, a queue, and a room that is already loud.

Routes & Page Guide

Each entry below is a real page: why it exists, how people reach it, what it lets them do, and the rules that decide whether they see it at all.

Page / Entry Point

/staff-register

/staff-register
App
What This Page Is For

A class's register: the booked list with one-tap check-in and undo, walk-in search, and live refresh when another device checks someone in.

How Users Get There
  • The staff section of Settings, the admin hub, or a tap through from a register, booking or attendee.
What They Can Do Here
  • A class's register: the booked list with one-tap check-in and undo, walk-in search, and live refresh when another device checks someone in.
  • Read who is on, when, with which coach, and how much room is left.
  • Book, cancel, check in or amend, within the gym's booking window and cancellation cut-off.
Rules, Permissions & State
  • Staff only. The sidebar hides what a role cannot use, but the server is the boundary — a direct link is refused too.
  • Check-in never blocks on money. Somebody at the door is at the door; what they owe is the desk's conversation, not the mat's.
  • Scanning needs camera permission on the device.

Page / Entry Point

/staff-scan

/staff-scan
App
What This Page Is For

Scan a member's booking QR to load the booking and confirm their check-in.

How Users Get There
  • The staff section of Settings, the admin hub, or a tap through from a register, booking or attendee.
What They Can Do Here
  • Scan a member's booking QR to load the booking and confirm their check-in.
  • Read who is on, when, with which coach, and how much room is left.
  • Book, cancel, check in or amend, within the gym's booking window and cancellation cut-off.
Rules, Permissions & State
  • Staff only. The sidebar hides what a role cannot use, but the server is the boundary — a direct link is refused too.
  • Check-in never blocks on money. Somebody at the door is at the door; what they owe is the desk's conversation, not the mat's.
  • Scanning needs camera permission on the device.

Page / Entry Point

/checkin

/checkin
App
What This Page Is For

The reception check-in screen and its rotating QR.

How Users Get There
  • A home-screen quick action, a Settings row, or a tap through from a related screen.
What They Can Do Here
  • The reception check-in screen and its rotating QR.
  • Read who is on, when, with which coach, and how much room is left.
  • Book, cancel, check in or amend, within the gym's booking window and cancellation cut-off.
Rules, Permissions & State
  • Signed in, with a profile selected. Every call carries that profile, so the page always says whose data it is showing.
  • Check-in never blocks on money. Somebody at the door is at the door; what they owe is the desk's conversation, not the mat's.
  • Scanning needs camera permission on the device.

Page / Entry Point

/staff-event-roster

/staff-event-roster
App
What This Page Is For

An event's roster, taken on the phone.

How Users Get There
  • The staff section of Settings, the admin hub, or a tap through from a register, booking or attendee.
What They Can Do Here
  • An event's roster, taken on the phone.
  • Read the session or event in full — time, place, price, capacity and who it is open to.
  • Register, request, approve or cancel, depending on the role holding the screen.
Rules, Permissions & State
  • Staff only. The sidebar hides what a role cannot use, but the server is the boundary — a direct link is refused too.
  • Check-in never blocks on money. Somebody at the door is at the door; what they owe is the desk's conversation, not the mat's.
  • Scanning needs camera permission on the device.

Page / Entry Point

/staff-belt-submissions

/staff-belt-submissions
App
What This Page Is For

Grading submissions, reviewed between rounds.

How Users Get There
  • The staff section of Settings, the admin hub, or a tap through from a register, booking or attendee.
What They Can Do Here
  • Grading submissions, reviewed between rounds.
  • Read the person's record: identity, household, consents and history.
  • Edit what this role is allowed to edit; the server, not the screen, decides what that is.
Rules, Permissions & State
  • Staff only. The sidebar hides what a role cannot use, but the server is the boundary — a direct link is refused too.
  • Check-in never blocks on money. Somebody at the door is at the door; what they owe is the desk's conversation, not the mat's.
  • Scanning needs camera permission on the device.

What Users Can Do

Two directions of scanning

Members scan the reception code, or staff scan a member's booking code. Both land in the same register.

Undo

Every check-in can be undone immediately, because the most common door mistake is the tap next to the right one.

Walk-ins

Search any member from the register and add them to the class, with payment taken or marked for the desk.

Rules & Access

  • Check-in never blocks on money. Somebody at the door is at the door; what they owe is the desk's conversation, not the mat's.
  • Scanning needs camera permission on the device.

Operational Notes

  • Registers refresh over a socket, so two staff on two phones see the same room.
  • The reception QR rotates every minute, which is what stops a photograph of it being a season ticket.

Limitations & Risks

  • Check-ins are what attendance reports, streaks and leagues are built on. A class run without a register is a class that did not happen, statistically.
Open the register before the class, not when the first person arrives. It loads once and then stays live on its own.

PT Hub, Transactions & Coach Tools

What a coach runs themselves: their requests, their diary, their rates, and what they have been paid.

Routes & Page Guide

Each entry below is a real page: why it exists, how people reach it, what it lets them do, and the rules that decide whether they see it at all.

Page / Entry Point

PT Hub

/pt-hub
App
What This Page Is For

Coaches, Requests, Calendar and Setup — with badges saying what is waiting on somebody.

How Users Get There
  • A home-screen quick action, a Settings row, or a tap through from a related screen.
What They Can Do Here
  • Coaches, Requests, Calendar and Setup — with badges saying what is waiting on somebody.
  • Read the session or event in full — time, place, price, capacity and who it is open to.
  • Register, request, approve or cancel, depending on the role holding the screen.
Rules, Permissions & State
  • Signed in, with a profile selected. Every call carries that profile, so the page always says whose data it is showing.
  • Coaches see their own bookings and earnings. The gym's revenue is an admin view.
  • A coach with no rates set cannot be booked, and the hub says so on their row.

Page / Entry Point

/staff-transactions

/staff-transactions
App
What This Page Is For

The gym's payments from the phone, with the same bands and filters as the console.

How Users Get There
  • The staff section of Settings, the admin hub, or a tap through from a register, booking or attendee.
What They Can Do Here
  • The gym's payments from the phone, with the same bands and filters as the console.
  • Read the current money state — plan, next charge, balance or attempt history — for the profile in context.
  • Take the one action this page owns, and see the result reflected on the same screen.
Rules, Permissions & State
  • Staff only. The sidebar hides what a role cannot use, but the server is the boundary — a direct link is refused too.
  • Coaches see their own bookings and earnings. The gym's revenue is an admin view.
  • A coach with no rates set cannot be booked, and the hub says so on their row.

Page / Entry Point

/coach-profile

/coach-profile
App
What This Page Is For

The public coach profile members see, including both photos.

How Users Get There
  • A home-screen quick action, a Settings row, or a tap through from a related screen.
What They Can Do Here
  • The public coach profile members see, including both photos.
  • Read the session or event in full — time, place, price, capacity and who it is open to.
  • Register, request, approve or cancel, depending on the role holding the screen.
Rules, Permissions & State
  • Signed in, with a profile selected. Every call carries that profile, so the page always says whose data it is showing.
  • Coaches see their own bookings and earnings. The gym's revenue is an admin view.
  • A coach with no rates set cannot be booked, and the hub says so on their row.

Page / Entry Point

/rota

/rota
App
What This Page Is For

Who is coaching what, and when.

How Users Get There
  • A home-screen quick action, a Settings row, or a tap through from a related screen.
What They Can Do Here
  • Who is coaching what, and when.
  • Read who is on, when, with which coach, and how much room is left.
  • Book, cancel, check in or amend, within the gym's booking window and cancellation cut-off.
Rules, Permissions & State
  • Signed in, with a profile selected. Every call carries that profile, so the page always says whose data it is showing.
  • Coaches see their own bookings and earnings. The gym's revenue is an admin view.
  • A coach with no rates set cannot be booked, and the hub says so on their row.

Page / Entry Point

/staff-shop-orders

/staff-shop-orders
App
What This Page Is For

Shop orders, and marking one collected.

How Users Get There
  • The staff section of Settings, the admin hub, or a tap through from a register, booking or attendee.
What They Can Do Here
  • Shop orders, and marking one collected.
  • Read the current money state — plan, next charge, balance or attempt history — for the profile in context.
  • Take the one action this page owns, and see the result reflected on the same screen.
Rules, Permissions & State
  • Staff only. The sidebar hides what a role cannot use, but the server is the boundary — a direct link is refused too.
  • Coaches see their own bookings and earnings. The gym's revenue is an admin view.
  • A coach with no rates set cannot be booked, and the hub says so on their row.

What Users Can Do

Approve with a note

A request is approved or declined with a sentence, and the member is told which, with the sentence.

Mark paid, or cancel

A session is settled or dropped from the same list, and the money follows without a second action.

Rates and availability

Durations and prices, one-off and weekly availability, and a safe list of members — all set by the coach, from the phone.

Rules & Access

  • Coaches see their own bookings and earnings. The gym's revenue is an admin view.
  • A coach with no rates set cannot be booked, and the hub says so on their row.

Operational Notes

  • The badges are the point: pending, unpaid, upcoming, refund due. A hub with no badges needs nothing from you.

Limitations & Risks

  • A declined request does not hold the slot. If the member asks again for the same time, it may have gone.
Set availability weekly, not date by date. One weekly pattern plus the occasional one-off is ten minutes a term instead of ten minutes a week.