Franchise Setup

Managing multiple schools under a franchise structure gives owners visibility and control across all locations, while keeping each account billed separately. Gymdesk supports this setup with tools for setting fees, automating invoices, and tracking payments from start to finish.

Franchise vs Multi-Location

Both franchise and multi-location setups allow you to:

• View data across locations under the Franchise tab

• Access multiple accounts if you are a franchise owner

• Migrate settings across locations and accounts

However, these features are unique to franchises:

• Individual Billing – Each franchise location is billed at the full subscription price (multi-location add-ons cost $50 per location). If you own and operate multiple locations under one entity and want consolidated billing, you're probably looking for our multi-location functionality (more details here).

• Franchise Fees – Franchise accounts include automated fee calculation, invoicing, and reporting.

Overview

With franchise setup, you can:

• Automatically calculate fees for each academy in your network

• Generate monthly invoices without extra steps

• Review detailed reports showing how fees are calculated

• Create on-demand invoices when needed

• Bill franchisees automatically using their saved payment method

• Export fee and payment data for external systems or spreadsheets

Franchise Access Types

Franchisors can be granted one of two access types:

• Full Control – Log in and manage all settings across franchise accounts.

• View Only – Limited to viewing accounts in the Franchise module and aggregated reporting.

Adding and Removing Franchise Locations

Franchise locations can be managed under the Franchise tab:

• Add Accounts – Add new locations to your franchise group.

• Remove Accounts – Remove existing locations when needed.

  • To fully delete an account, log in to that location and delete it through the admin tool.
    
    

Fee Calculation

Franchise fees are calculated monthly and can include:

• Membership Fee – a percentage of membership payments

• Sales Fee – a percentage of retail sales payments

• Fixed Fee – a set monthly charge

• Software Fee – a set monthly software charge

 
You can set the default amounts in Settings. To disable a fee type, enter “0.”

Custom rates can also be set per location from the Fees Report. Changes apply immediately to the current month, while past months remain unchanged for accurate history.

Fees Report

The Fees Report gives you a real-time view of franchise fees and stores past records.

• Each invoice is linked directly in the report.

• Use the Details link to see a transaction-level breakdown of how membership or sales fees were calculated.

Payment Management

All franchise payments are managed from the Payments screen. Payments are grouped by status and can be filtered for quick searching.

When viewing a payment, you can:

• Mark Paid – record a manual payment

• Charge – bill all or part of an invoice to a card on file

• Cancel – remove an invoice no longer needed

If no payment method is on file, or a charge fails, the invoice is marked Overdue until it is updated and paid.

On-Demand Payments

You can also create invoices outside of the automatic fee process. From the Payments screen, click Create to add an ad-hoc charge (such as for extra services or additional one-time fees).

Data Exports

All fee and payment data can be exported in CSV format, making it easy to review in spreadsheets or import into external accounting systems.

Franchisee Payment Method Setup

Franchisees can add their payment method under:
Account → Payment Method → Franchise Fees


This card is charged automatically when invoices are due.

Franchisee Invoices

Franchisees can also access their invoices under:
Account → Franchise Payments