Gyms and studios

A gym lives on its members. They join on a plan and pay for it every month, or buy a day pass or a pack of visits, and they come in at the front desk, where Kila checks that they may. They book classes and personal training with the trainers, and the shop sells them water and protein on the way out.

How Kila works for a gym

• The main screen is the front desk. Gym › Front desk checks members in by card, member number or phone, shows today’s classes and how full they are, and lists everyone who came in or was turned away today. The till stays for the shop and smoothie bar.
• Your day revolves around the member. Each member has a number and a card, a membership, pass or pack, a signed waiver and health questionnaire, their classes and their check-ins, all on their page under Gym › Members.
• Memberships bill themselves. Each plan raises its invoice every period, sends an M-Pesa prompt where prompts are set up, reminds the member, and stops entry when a bill stays unpaid beyond the grace days.
• The words Kila uses: member and members for customers, and trainer for staff.

Kila runs these kinds of business as gyms:

• Gym & fitness
• Yoga, dance or fitness studio

A day at the gym

1. Open. The front desk opens their shift on their till by counting the float; the shop’s cashier does the same on theirs: Open a shift.
2. Check members in as they arrive. Kila lets them in, or says why not: Check a member in.
3. Sign up and sell. New members sign the waiver on the screen and join a plan: Sign up a new member. Visitors buy a day pass: Sell a day pass or visit pack.
4. Classes. Members book places, with a waitlist when a class is full: Book a member onto a class. The trainer marks who came: Take attendance at a class.
5. Personal training. Sessions are booked with a trainer and paid from the member’s package: Book personal training, with Record a fitness assessment to track progress.
6. Renewals and changes. Members who pay at the desk: Take a membership payment. Members who travel or leave: Freeze a membership and Cancel a membership.
7. Close. Each person on a till counts the drawer and closes their shift: Close a shift.
8. Watch the day. The owner’s home page shows who came in and who was turned away, today’s classes, the renewals due and failed, and the members not seen lately.

Zoom

The home page’s cards

Kila arranges a gym owner’s home page with these cards. Each shows when its feature is on and your role may see it:

• Check-ins today
• Classes today and how full they are
• Renewals due and failed
• Members not seen lately
• Revenue this month by plan
• Personal training by trainer; commissions
• Payments waiting for confirmation
• Approvals and reviews waiting
• Licences, permits and returns due

Who does what

Role	What Kila says it is for
Owner	Full access to the business, including billing.
General manager	Runs operations across every branch.
Gym manager	Runs the gym: plans and prices, the timetable, trainer, freezes and refunds, doors and lockers, and the reports.
Front desk	Checks members in, signs them up with the waiver, sells passes and packs, takes renewals and books classes.
Membership consultant	Shows people round, signs up new members and sells memberships, passes and packs. No refunds or check-in rules.
Trainer	Takes classes and personal training: their own diary and classes, attendance, assessments and the health questionnaire of the members they train.
Cashier	Sells at the till and runs their own shift.
Inventory manager	Owns stock accuracy across branches.
Accountant	Keeps the books, reconciles and pays.

A gym has Kila’s standard roles plus Gym manager, Front desk, Membership consultant and Trainer. The owner gives each person their roles under Users and roles.

Tasks for gyms

Besides the tasks above, a gym’s menu has a Gym section with these:

• Memberships and renewals (Gym › Memberships and renewals): every membership with its next bill, how it is paid and what is owed. The page is called Recurring billing, and its Plans and Settings are where a gym manager sets prices, grace days, freezes and notice.
• Passes and visit packs (Gym › Passes and visit packs): the day pass, visit and class packs and personal training packages, what each has sold and what is still to be used.
• Retention (Gym › Retention): how often members come and who has not been seen lately. See Reports that matter here.
• Gym set-up (Gym › Gym set-up, for the owner and the gym manager): Plans and passes, Waiver and health, Rules at the door and in classes, Lockers and Door devices.

On a member’s page there is more: Print card and New card for their member card, Give a locker, and on a family or corporate plan the people who check in on it.

Not available yet

Door and turnstile devices: “Only the test device is connected today.” Kasarani Fit Club’s Main entrance turnstile runs on Kila’s test device, marked Test mode. Check-in at the front desk works in full. Until Kila’s M-Pesa connection is live (Integrations and API says Prompts not connected), Kila sends no M-Pesa prompt for a membership: members pay at the desk or to your till or paybill. See Take M-Pesa.

Set up a gym

Kila’s set-up list for a new gym, in order. Kila ticks each step off from what you record:

1. Business details and KRA PIN
2. Branch, opening hours and the front desk till
3. Membership plans, day passes and visit packs
4. Trainers and instructors with hours and commission
5. Class timetable
6. Waiver and health questionnaire
7. M-Pesa till or paybill for renewals
8. Members from your old register
9. First member checked in

Gym › Gym set-up has Add the starter set-up: “Monthly, quarterly, annual, off-peak, family and corporate plans with joining fees; a day pass, a 10-visit pack and personal training sessions with commission; spinning, aerobics, yoga and HIIT classes. Nothing is added twice; change prices afterwards.”

Zoom

Reports that matter here

Gym › Retention is the gym’s own report: “How often members come, who has not been seen for 14 days, what is due to renew and what failed.” It shows the active members, the monthly recurring amount, the members not seen in 14 days (1), the renewals failed or overdue, the churn this month (2), and the revenue this month by plan.

Zoom

The standard reports are under Money › Reports. For a gym, start with these:

Report	What Kila says it shows
Payment method summary	Cash, M-Pesa, card and credit received, and refunds paid out.
Sales by product or service	What sells: quantity, revenue and cost for every product and service.
Service performance	Bookings, completions, no-shows, staff utilisation and service revenue.
Cashier shift reconciliation	Every shift: expected cash, counted cash and the variance.
Branch comparison	This period against another, branch by branch: sales, transactions and margin.

Common questions

Why was a member turned away? Kila says why at the desk, such as a suspended membership with what is owed, a freeze or no signed waiver: Check a member in.

Do I have to send renewal reminders? No. Each membership raises its invoice every period and Kila reminds the member. Members who pay at the desk: Take a membership payment.

Can the shop till sell a day pass? Sell passes from the member’s page: a gym visit rung up on the till gives no pass. See Sell at the shop till.

Who sees members’ health answers? Only the owner, the gym manager and the trainers. Opening them is logged.

Try it in the demo

Kasarani Fit Club runs as a gym, with made-up data: a community gym in Kasarani with a second gym in Ruiru. The link fills in the person’s email: add the demo password the Kila team gave you.

• Kasarani Fit ClubGym and fitnessSign in as Wanjiru Kamau (owner) (opens in a new tab)