Gymdesk Terms & Quick Links
This glossary defines common terms, settings, and workflows you’ll see in Gymdesk. Many entries include quick links to keep you moving—look for ‘📌’ to jump straight to the relevant page in your Gymdesk account, or ‘📘’ to open a related help article. All links will open in a new browser tab so you can explore without losing your place.
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A | B | C | D | E | F | G | H | I | J | K | L | M | N | O | P | Q | R | S | T | U | V | W | X | Y | Z
A
Account
The area in Gymdesk where you manage your own user profile and personal tools. It’s specific to the person logged in and includes settings like your contact details, password, and email preferences, along with role-based tools such as task management and logging your work hours for payroll. If you’re logged in as the primary account holder (usually the gym owner or main admin), you’ll also see additional options here like your Gymdesk subscription plan, billing method, and payment history.
📘 Read About Account Settings
📌 Open Account Section in Gymdesk
Accounting
The area of your business focused on tracking revenue, expenses, payouts, and financial records—often supported by Gymdesk reports and payment data to help you reconcile your books and understand overall profitability.
📘 Read About Viewing Transactions
📌 See All Transactions in Gymdesk
Active Member Count
The total number of members in your Gymdesk account who currently hold an active membership and therefore count toward your active member limits and reporting—excluding those who are enrolled in trial memberships (these are referred to as "Visitors" in Gymdesk).
Add Membership Option
The action used to create a new membership plan or pricing option in your Gymdesk account, which can then be assigned to members, added to sign-up forms.
📘 Learn How to Setup Memberships for Your Gym
📌 Open Add Membership Screen in Gymdesk
Add Staff Member
The action used to create a new staff profile in your Gymdesk account—optionally giving that person login access and permissions so they can help manage members, classes, billing, and other day‑to‑day operations.
📌 Open Add Staff Member Screen in Gymdesk
Automations
A configurable tool in the Marketing section of Gymdesk where you build custom workflows that react to specific triggers—such as form submissions, bookings, or membership changes—to send communications, update records, or create tasks, separate from the platform’s built‑in automated emails and their settings.
📘 Read About Marketing Automations
📌 Open Marketing Automations in Gymdesk
Automated Email Notifications
Prewritten emails in Gymdesk that are automatically sent to members in response to specific account or membership activity, such as billing reminders, welcome messages, card expiration alerts, or confirmations for actions like freezing or canceling a membership. These notifications are managed separately from marketing automations and are found under the Email section in Settings.
📌 Open and Manage Automated Emails in Gymdesk
Attendance List
A searchable list of all recorded check-ins and session attendances in your Gymdesk account, showing details like member or visitor name, date, time, and activity so you can review history or verify visits.
📌 See Attendance List in Gymdesk
Attendance Tracking
The record of member or visitor check-ins and participation in classes or sessions at your facility, which Gymdesk tracks over time for reporting, retention analysis, and promotion or rank eligibility.
📘 Learn How to Track Attendance
📌 Open Attendance Management in Gymdesk
Authorize.net
A payment gateway that securely processes credit and debit card transactions for your gym through Gymdesk. It can be used by connecting your own Authorize.net account or by applying through Friendly Payments, Gymdesk’s preferred merchant provider, which also uses Authorize.net to handle payment processing.
📘 Read About Payment Processing
📌 Open Payment Processing Settings in Gymdesk
Auto-Renew
A membership setting that, when enabled, automatically renews a member’s plan at the end of each billing period—creating the next term and charging their saved payment method—until the membership is canceled or auto-renew is turned off.
Auto-Renew Original Duration
A setting that automatically renews the entire original membership plan once it ends, using the same duration and billing schedule set in the membership pricing. For example, if the membership was set to bill monthly for 6 months, Gymdesk will start a new 6-month membership billed the same way when the first one ends.
Auto-Renew Payment Period
A setting that renews the membership one billing period at a time after the original plan ends. Instead of starting a new full-term membership, the system continues charging the member based on the original payment cycle—such as monthly—creating an ongoing, month-to-month membership.
B
Barcode Check-In
A check-in method where members or visitors scan a barcode—typically on a membership card or mobile device—at your front desk or kiosk to instantly record their attendance in Gymdesk.
Billing Settings
The area in Gymdesk where you configure how billing works for your gym, including payment collection rules, invoice and renewal behavior, default taxes or fees, and other membership billing preferences.
📌 Open Billing Settings in Gymdesk
Booking
The action and record of reserving a spot in a specific class, session, or appointment on your Gymdesk schedule—created by members, visitors, or staff.
📘 Read About Session Booking
Booking Forms
Online forms connected to your Gymdesk schedule that members or visitors use to book specific classes, sessions, or appointments—collecting their details, applying any limits or eligibility rules, and adding them to the correct roster or attendance list.
📌 Open and Manage Booking Forms Gymdesk
Booking Notifications
Automated messages sent to members, visitors, or staff when a booking-related event occurs—such as a new booking, cancellation, reschedule, or waitlist movement—helping everyone stay informed about upcoming sessions and changes.
📌 Configure Booking Notifications in Gymdesk
Booking Policy
The rules and settings that control how bookings work at your gym—such as how far in advance people can book, cancellation cut‑off times, no‑show or late‑cancel rules, capacity limits, and any penalties or restrictions tied to missed or canceled bookings.
Branded Member App
A customizable, gym-branded mobile app experience your members use to book classes, manage memberships, view schedules, and engage with your gym from their phones.
📘 Learn How to Enable and Setup the Branded Member App
📌 Open Branded App Setup in Gymdesk
Booking Widget
An embeddable widget you add to your website that displays your Gymdesk schedule and lets people browse available classes, select times, and book directly online without leaving your site.
📌 Open Booking Widget Embed in Gymdesk
C
Cancellation Fee
An optional charge you configure in Gymdesk that applies when a member or visitor cancels late or no‑shows a booking or membership according to your cancellation policies.
Check-In
The action of recording a member’s or visitor’s arrival at your facility or for a specific session—via kiosk, app, barcode, QR code, or staff—so their attendance and access are accurately tracked in Gymdesk.
📌 Open Check-In Gymdesk
Check-In Code
A unique 4–10 digit code assigned to a Member or Visitor that lets them check in quickly at your facility using the front desk kiosk. The check-in code appears beneath the member or visitor’s name on their profile.
Contact Form
An online form you embed on your website or landing pages to collect inquiries and contact details from prospects, creating or updating leads/contacts in Gymdesk and optionally triggering follow-up automations.
📌 Manage Contact Forms in Gymdesk
Create Lead
The act of creating a (lead) record of a person—manually or via forms and automations—to track someone who has shown interest in your gym but hasn’t purchased a membership yet, so they can be followed up with, assigned, and moved through your sales process.
📌 Open Create Lead screen in Gymdesk
Convert to Member
The action that turns an existing Visitor or Lead profile into a full Member profile in Gymdesk—carrying over their history and details while updating their status so they count as a member for access, billing, and reporting.
Canceled Membership
A membership that has been terminated manually or allowed to expire. Canceled memberships no longer grant access or count toward active member totals.
Cancellation Policy
Guidelines that define how and when members and visitors can cancel memberships or session bookings, including required notice periods and/or cancellation fees.
Content Presentation
How member content—like videos, documents, and posts—is organized and displayed in the member portal and app. This includes the title shown for your content section, its label in the mobile app menu, whether content appears in a list or grid, and the order it’s shown in (for example, newest first, by title, or manual sorting).
📌 Open Member Content Settings in Gymdesk
Create Sale
Recording a new retail product sale in Gymdesk—like apparel or equipment—so the revenue is tracked correctly and linked to the right member, lead, or walk-in, either at the front desk (POS) or later from the back office.
📌 Open Create Sale (POS) in Gymdesk
Custom Email Domain
A setting in Gymdesk that lets you send system and marketing emails from your own branded email address and domain—such as info@yourgym.com—instead of a default sender, typically by verifying ownership of your domain and updating DNS records with your domain provider.
📘 Learn How to Setup a Custom Email Domain
📌 Open Custom Email Domain Settings in Gymdesk
Custom Member Field
A staff-defined field you create in Gymdesk to store additional information about members beyond the standard fields.
📌 Open Member Settings in Gymdesk
Custom Member Status
A staff-defined status label you create in Gymdesk to categorize members beyond the default system statuses—such as “At Risk,” “Onboarding,” or “VIP”—so you can filter lists, build reports, and drive workflows based on these custom groupings without changing a person’s core Member vs. Visitor type.
📌 Open Member Settings in Gymdesk
D
Dashboard
The dashboard is the main overview screen of your account, showing a real-time snapshot of your gym’s activity. It highlights key information like payments, attendance, tasks, and notifications, and links you to the areas where you can manage details.
📌 Open Your Gym's Dashboard in Gymdesk
Delete Member
The action that permanently removes a Member profile from your Gymdesk account—along with associated data where allowed—and should be used with caution, as deleted members cannot be restored and their removal may impact historical records and reporting.
Delete Membership
The action that removes a specific membership record from a member’s profile in Gymdesk—ending its access and billing history—and should be used carefully, as deleting a membership can change how that member’s activity and revenue appear in your historical reports.
Discount Codes
Configurable codes or coupons in Gymdesk that apply a percentage or fixed-amount discount to eligible charges—such as memberships, sign-up fees, or other payments—when entered during checkout or sign-up, so you can run promotions and track discounted sales in your reports.
📘 Learn How to Offer Discounts & Create Discount Codes
📌 Open Billing Discounts in Gymdesk
Digital Waiver
A legally binding agreement that members or visitors review and sign electronically—often during online sign-up or check-in—to acknowledge risks, rules, and policies for training at your facility.
Disabling Form Autofill
The practice of turning off browser or device autofill on specific Gymdesk forms so previously saved contact, login, or payment details are not automatically pre‑populated—especially useful on shared front desk devices or kiosks to prevent one person’s information from being accidentally submitted for someone else.
📘 Learn How to Disable Form Autofill
Documents
Custom digital templates you create for waivers, contracts, registration forms, or agreements that require electronic signatures from members or visitors. You can also upload static file copies (e.g., scanned signed documents) directly to individual member or visitor profiles for record-keeping. Manage templates and track signatures from the Members > Documents section in Gymdesk.
📘 Read About Document Management
📌 Open Documents in Gymdesk
E
Email Settings
The central area in Gymdesk where you configure how emails work for your account—including default sender and reply-to details, custom email domains, and notification preferences—which controls the behavior and delivery of system emails, automated notifications, and marketing messages sent to your leads and members.
📘 Learn About Email Settings
📌 Open Email Settings Gymdesk
Email Templates
Reusable, customizable email layouts and messages you create and save in Gymdesk for common communications—so you can quickly send consistent, on-brand emails in one-off messages, bulk sends, or automations to leads and members.
📘 Read About Email Messaging
📌 Open Email Templates Gymdesk
Expired Membership
A membership that has reached its end date in Gymdesk and is no longer active or billing, so it no longer grants access to your facility or services and does not count toward your active member totals.
Exporting
The process of downloading your Gymdesk data—such as members, leads, payments, attendance, or reports—into files like CSV or Excel so you can back up information, share it, or analyze it in other tools.
F
Franchise Setup
The configuration in Gymdesk used to organize and manage a multi-location franchise structure—linking a primary (franchise owner) account with multiple child gyms or studios so you can standardize core settings, share select resources, and view high-level performance and membership reporting across all locations while still allowing each site to manage its own day-to-day operations.
📘 Learn How to Setup a Franchise
Front Desk Mode
A kiosk-style interface typically set up on a tablet at your facility’s front desk, used to quickly check in members and visitors, register new visitors, and handle basic front desk tasks without accessing full account settings.
📘 Learn How to Enable Front Desk Mode
📌 Open Front Desk Mode in Gymdesk
G
Go Cardless
A third-party payment processor that lets your gym collect recurring and one-off payments directly from members’ bank accounts, often via Direct Debit, and syncs those transactions into Gymdesk billing and reporting.
📘 Read About Different Payment Processors Supported by Gymdesk
📌 Open Billing Settings in Gymdesk
Gym Schedule
The calendar of your gym’s classes, sessions, and events in Gymdesk, showing what is happening, when, and where so members and staff can view availability and book or plan accordingly.
📘 Learn How to Manage Gym Schedule
📌 Open Gym Schedule Gymdesk
Gym Settings
The central area in Gymdesk where you configure core account-wide options for your business—such as gym name and contact details, time zone, currency, branding basics, default preferences, and other global settings that apply across members, billing, schedules, and integrations.
📌 Open Your Gym's Settings in Gymdesk
Gym Staff
A person on your team—such as an owner, manager, coach, or front desk employee—who has a profile in Gymdesk and can be given login access and permissions to help manage members, classes, billing, and other day‑to‑day operations.
📘 Read About Adding and Managing Gym Staff
📌 Open Gym Staff Screen in Gymdesk
Gym Staff Permissions
The specific access levels and allowed actions you configure for each staff user in Gymdesk—such as whether they can view or edit member profiles, manage billing and payments, adjust schedules, run reports, or change account settings—so you can control what each role is able to see and do in your account and protect sensitive data while still giving your team the tools they need to work.
📘 Read About Adding and Managing Gym Staff
Gymdesk Subscription
The paid plan your business is enrolled in to use Gymdesk, including your current pricing tier, included features, and active member limits.
H
I
Importing Data
The process of bringing external records—such as members, leads, attendance logs, or product lists—into Gymdesk from spreadsheets or other systems, typically using CSV files where each column is mapped to the appropriate Gymdesk field, so you can set up a new account quickly, migrate from another platform, or clean up and consolidate existing databases without rebuilding everything manually.
📘 Read About Importing Data to Gymdesk
📌 Open Data Migration Center in Gymdesk
Integrations
Connections between Gymdesk and approved third-party platforms or services—such as payment processors, communication tools, or video providers—that allow data to sync automatically and extend your account’s functionality.
📌 Open Integration Settings in Gymdesk
Inventory
In Gymdesk, referred to as your “Product List,” this is the catalog of physical items and retail products—such as apparel, gear, equipment, or supplements—that you configure with names, prices, applicable taxes, and optional stock details so they can be sold through the point-of-sale (POS), added to relevant sign-up or payment flows, and accurately reflected in your sales and revenue reporting.
📌 Open Product List in Gymdesk
Invoice
An itemized record of charges in Gymdesk—such as membership dues, sign-up fees, drop-ins, or retail purchases—issued to a member, visitor, or other payer that details what was billed, when payment is due, and how much has been paid or remains outstanding. Each invoice connects related payments, refunds, taxes, and balances so you have a clear, auditable billing history for every account and accurate financial reporting across your business.
J
K
Kiosk
A dedicated self-service check-in screen—typically run on a tablet or similar device at your facility’s entrance—where members and visitors can quickly check themselves in using methods like codes, barcodes, or name search, without accessing full account settings or back-office tools.
Kisi
An integrated access control platform that lets you manage secure, keyless entry to your facility—so door access can be automatically granted or revoked based on a member’s Gymdesk membership status and permissions.
📘 Read About Door Access with Kisi
L
Lead Management
The area and set of tools in Gymdesk used to organize, track, and work leads through your sales process—from capturing new inquiries and assigning owners to setting follow-ups, updating lead statuses, and reviewing pipeline activity—so your team can consistently move prospects toward becoming paying members.
📌 View Leads List in Gymdesk
Lead Profile
The individual record for a lead in Gymdesk that stores their contact details, how they found you, what they’re interested in, their communication history, and any related notes, tasks, or tags—giving staff the full context they need to follow up effectively and convert that person into a member.
Lead
A person (or contact) who has shown interest in your gym—such as by filling out a form, calling, or visiting—but who has not yet purchased any membership. Leads are automatically created when someone submits contact or sign-up forms, or via automations when you connect Gymdesk to external lead-generation tools. Leads can also include former active members whose status has been downgraded.
📘 Read About Leads and Prospects
Leads List
A searchable table of all Lead records in your Gymdesk account—showing key details like contact info, status, source, and last activity—so you can review, filter, and take action on prospects who haven’t yet purchased a membership.
📌 View Leads List in Gymdesk
Logo
The main image or icon that represents your gym’s brand across Gymdesk—appearing in places like the member portal, some on-screen views, and branded communications—so members recognize your business at a glance. You can update your gym logo at any time by going to Settings > Gym > Change Logo.
📌 Open Gym Settings in Gymdesk
M
Manual Payments
Payments that staff enter manually in Gymdesk—such as cash, check, bank transfer, or card payments taken outside your connected processor—so member balances, invoices, and revenue reports stay accurate alongside your automatically processed online transactions. Manual payments can also be offered as a payment option when a member prefers not to keep a payment method stored on file. To allow members and visitors to make manual payments through the portal, go to Settings > Members > Member Portal.
📘 Read About Member Payments
📌 Open Member Settings in Gymdesk
Marketing
The area in Gymdesk where you manage tools to attract, nurture, and communicate with leads and members—using things like forms, email and SMS messaging, automations, and campaigns to drive sign-ups, engagement, and retention.
📘 Read About the Marketing Dashboard
📌 Open Marketing in Gymdesk
Member Content
Digital content—such as videos, documents, articles, or posts—that you publish in Gymdesk for members to access through the member portal or app, often restricted based on their membership type, program, or status.
📘 Learn How to Add and Manage Member Content
📌 Open Member Content Management Screen in Gymdesk
Membership Card
A physical or digital card issued to a member that displays their details allowing them to identify themselves and check in quickly at your facility. Membership Cards can be configured in the Attendance Settings section of your Gymdesk account.
📘 Read About Membership Cards
📌 Open Attendance Settings in Gymdesk
Membership Freeze
A temporary pause you place on an active membership in Gymdesk that suspends the member’s regular billing and standard access for a defined period without fully canceling the membership, allowing it to resume under your configured rules once the freeze ends. Freeze behavior, limits, and eligibility are controlled by your membership and billing settings.
📘 Read About Freezing and Unfreezing Accounts
Member Credit Balance
The portion of a member’s account balance that is positive credit—money available to be applied to future charges—typically created by account credits, or refunds kept on file, which reduces what they owe on upcoming invoices. You can issue refunds as credit directly to a member’s profile so the amount is stored for future use instead of sent back to their original payment method.
Membership Pricing
The configuration of prices, billing frequency, and terms for each membership option in Gymdesk—such as monthly plans, punch passes, or trial memberships—which determines how members are charged and how those options appear and behave on sign-up forms, member profiles, and throughout your account.
Members List
A searchable table of all Member and Visitor profiles in your Gymdesk account. From the Members List you can view contact details, membership status, last check-in, etc.
📌 Open Your Members List in Gymdesk
Member List Filters
The set of options at the top of the Members List in Gymdesk that let you narrow or segment which Member and Visitor profiles are shown—using criteria such as membership status, programs, tags, membership type, last activity, location, or other key attributes—so you can quickly isolate specific groups for outreach, reporting, or bulk updates without leaving the list view.
Member Notifications
System messages and alerts that Gymdesk sends to your members—by email, SMS, or in-app—to keep them informed about important account activity such as new sign-ups, renewals, freezes, bookings, cancellations, payment issues, or other gym updates, separate from your marketing campaigns. Member notifications can be managed in Member Settings.
📌 Open Member Settings in Gymdesk
Member Portal
The secure online area where your members (or visitors, if configured to allow it) log in to connect with your gym—viewing schedules, booking classes, managing memberships and payments, accessing member-only content, and updating their personal details from any device.
Member Type
A core classification in Gymdesk that is always either Member or Visitor, determining whether a person is treated as a full member or as a visitor/trial for access, billing, eligibility, and how they appear in your reports.
Multiple Check-in
A tool in Gymdesk that lets staff check in multiple members at once for a class or session—either live at the start of class or later when entering attendance after the fact—so group attendance can be recorded quickly and accurately in one step.
📌 Open Multiple Check-In Gymdesk
Multiple Locations
A setup where you run and manage more than one gym or facility within a single Gymdesk account, allowing you to configure separate schedules, memberships, and reporting for each site while keeping shared data like members and billing connected.
📘 Learn How to Manage Multiple Locations
📌 Open Location Manager in Gymdesk
N
Notes
Text entries your team adds to member, lead, or other records in Gymdesk to capture context, updates, and follow-up details—can be kept private to staff and not visible to members or mark visible to allow members or visitors to see upon check-in.
O
Overdue Payments
A payment that has not been received by its due date, which may trigger automated reminders, late notifications, or account restrictions until the balance is settled.
📘 Read An Overview of Gymdesk Billing
📌 Open List of Overdue Payments in Gymdesk
P
Password
The secret credential a user creates to securely log into their Gymdesk account, which can be updated in account settings or reset via the login page if forgotten or compromised.
Pause Membership
A temporary hold on a member’s active membership—also called a “Membership Freeze” in Gymdesk—that pauses their regular access and billing for a set period, without fully canceling the membership so it can resume under your configured rules.
Partner Program
A program for businesses, creators, and organizations who promote Gymdesk and refer new paying customers, with the opportunity to earn commissions or other benefits based on the partnership terms.
📘 Read About Gymdesk's Partner Program
📌 Open the Partner Program Info Screen in Gymdesk
Payments
The centralized view in Gymdesk where you track and manage individual payment transactions—such as membership dues, fees, drop-ins, and retail sales—with each payment tying into invoices, refunds, member or visitor records, and your revenue reporting.
📌 Open Payments in Gymdesk
Payment Method
A stored way for a member or visitor to pay—such as a credit/debit card or bank account—that Gymdesk can charge for memberships, fees, and other transactions according to your billing settings.
Payroll
The process and records for calculating and paying staff compensation—such as wages, hourly pay, commissions, and bonuses—based on hours worked, roles, and agreed rates. Gymdesk helps you track amounts owed from classes, sessions, and sales activity so you can pay staff accurately and keep your financial reporting aligned.
📌 View and Export Payroll Reports in Gymdesk
Payment Processor
The external service that securely handles your gym’s card and bank transactions, moving funds from members to your account and connecting with Gymdesk so payments, refunds, and billing activity are tracked in your system. You can choose and manage payment processor connections by heading to Settings>Billing>Payment Processor.
📘 Read About Different Payment Processors Supported by Gymdesk
📌 Open Billing Settings in Gymdesk
Payment Forms
Standalone online forms in Gymdesk that securely collect card payments—typically for donations, tips, or other simple one‑off charges—without linking the transaction to any specific Member, Visitor, or Lead profile, while still routing the payment through your connected processor and into your billing reports.
📘 Read About the Uses for Payment Forms (Tips & Donations)
📌 Manage Payment Forms in Gymdesk
Point-of-Sale (POS)
The front-desk sales screen in Gymdesk used to quickly collect payment for retail items, and other charges—automatically creating the appropriate payment, invoice, and member or lead records so your sales and reporting stay accurate.
📘 Learn More About Gymdesk's Digital Point-of-Sale (POS)
Programs
The structured training or membership tracks you offer in Gymdesk—such as Kids BJJ, Adult Fitness, or Competition Team—that group related classes, curricula, ranks/promotions, and memberships so you can organize enrollment, schedules, reporting, and student progress around each specific program.
📌 View and Add Programs in Gymdesk
Promotions
A structured rank advancement in your gym's program. Promotions can include belt rank, testing requirements, fees, and tracking of student progress.
📌 Open Promotions Screen in Gymdesk
Promotion Event
A scheduled testing or ceremony session in Gymdesk where eligible students are evaluated and officially promoted in rank within a specific program—often tied to defined promotion requirements, optional testing fees, and attendance tracking so you can record who participated and which ranks were awarded.
Promotion Requirements
A set of criteria customized for each program at your gym that must be met for a student to become eligible for rank promotion in Gymdesk, including options such as attending a certain number of sessions or hours, spending a minimum number of days in rank, meeting skill requirements, reaching a minimum age, or other attendance-based milestones.
Prospects
People in your broader audience who are likely to become members—such as those who have inquired, visited your website, or attended an event—and who, once their details are captured in Gymdesk, are created and tracked as Leads in your account.
Q
QR Code Check-In
A check-in method where members or visitors scan a unique QR code—such as from the member app OR membership card—at your kiosk or front desk so Gymdesk instantly records their arrival without staff needing to manually search for their profile.
Quick Add Member
A streamlined workflow in Gymdesk for creating a new member profile with just the essential details—often used at the front desk when someone signs up in person—so you can add them to the system quickly, start checking them in or selling memberships, and complete additional information later.
R
Ranks
Progress milestones assigned to students in Gymdesk to represent how far they’ve advanced within a specific program. Ranks are most commonly used in martial arts to track earned achievements, such as belt promotions, and are separate from program levels or rosters.
📘 Learn More About Using Ranks in Your Gym
Recurring Classes
Classes or sessions in Gymdesk that are scheduled to repeat on a regular pattern—such as every Monday, Wednesday, and Friday at 6:00 PM—so you don’t have to create each occurrence manually and members always see a consistent, up-to-date schedule.
Referrals
New prospects or members who join your gym after being recommended by an existing member, visitor, or contact—typically tracked in Gymdesk so you can see who referred whom, measure referral-driven growth, and apply any rewards or incentives defined in your Referral Program.
📌 Open Referrals List in Gymdesk
Referral Program
A structured program that rewards your existing members for bringing in new members—typically offering incentives like discounts, account credits, or other perks when their referral signs up and meets your eligibility rules.
📘 Read About How to Implement a Referral Program at Your Gym
📌 Open Referral Reward Settings in Gymdesk
Refund
The process of returning money to a member, visitor, or purchaser for a payment that has already been collected—such as membership dues, drop‑ins, or retail sales—typically by reversing some or all of a charge through your connected payment processor so the transaction, invoices, and account balance in Gymdesk are updated to reflect the refunded amount.
Renewal Date
The scheduled date when a membership is set to renew and bill for the next term, after which access continues if payment succeeds—or may be affected if payment fails or the membership is not renewed.
Rosters
Lists that group members or visitors into specific classes, programs, teams, or events in Gymdesk—showing who’s enrolled and key details—so staff can see who should be in the room, record attendance, and manage capacity in real time.
📌 View and Manage Your Rosters in Gymdesk
S
Sales Revenue
The total income your gym earns from all sales recorded in Gymdesk—such as memberships, drop-ins, retail products, and fees—summed across a selected date range in your reports so you can see how much money the business is generating from tracked transactions.
📌 Open Sales Report in Gymdesk
Sales Tax
The tax amounts Gymdesk applies to eligible sales—such as memberships, service fees, and retail products—based on the tax rules and rates you configure for your business. You manage and update your sales tax settings from the Sales Settings area under Settings> Sales.
📌 Open Sales Settings in Gymdesk
Send Account Access
An action that emails a member, visitor, or staff user a secure link or instructions so they can activate, recover, or log into their online account or member portal.
Session Deduction
The rule-based process where attending or booking a session automatically subtracts one visit or credit from a member’s punch card or limited-session membership.
Skills Tracking
A feature in Gymdesk for logging and monitoring students’ skills or curriculum progress within programs, helping you see readiness for tests, belt exams, or other promotions.
Sign-Up Form
An online form people use to join your gym as a visitor (trial membership) or full member—submitting their details, selecting memberships or programs, and completing any required payments or sign-up fees.
📘 Learn How to Create and Manage Sign-Up Forms
📌 Open Sign-Up Forms in Gymdesk
Sign-Up Fee
A one-time fee you configure on a membership or trial option that is charged at enrollment, often used as an initiation or onboarding fee when someone first joins
Square
A third-party payment platform and point-of-sale system that Gymdesk can connect with (in supported regions) so your gym can accept in-person and online card payments—such as memberships, drop‑ins, and retail sales—through Square’s terminals or checkout tools, while keeping your sales and revenue data aligned with your Gymdesk account.
Staff Member Roles
Exactly one person is designated as the primary owner (a Gymdesk admin account with permanent full permissions). Additional staff roles can include “Manager,” “Instructor,” or “Front Desk.”
Staff Permissions
The specific access levels and actions you allow each staff user to have in Gymdesk—such as viewing or editing member profiles, managing billing, running reports, changing settings, or accessing marketing tools—so you can control who can see or modify sensitive data and which parts of the system each role is allowed to use.
Stripe
A third-party payment platform that Gymdesk connects to so your gym can securely process credit and debit card payments online—covering things like membership dues, drop‑ins, retail sales, and fees. When Stripe is integrated with Gymdesk, successful charges, refunds, and billing activity are synced back into your account for accurate invoices, payment history, and revenue reporting.
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Tags
Customizable labels you apply to members, leads, or other records in Gymdesk—such as interests, membership type, programs, or follow-up needs—so you can organize, filter, and segment people or data, making it easier to search lists, build segments, and track key attributes without creating new fields.
📘 Learn How to Use and Apply Tags
📌 Open Tag Management in Gymdesk
Tasks
To-dos or follow-up actions assigned to staff in Gymdesk—often linked to members, leads, or payments—that help you track what needs to be done, by whom, and by when.
📘 Read About Assigning Tasks
Testing Fee
An optional charge you set for students to participate in a formal test or evaluation—most commonly for rank or belt promotions—covering costs like instructor time, materials, and event administration, and typically collected when a student registers for or attends the promotion. In Gymdesk, this charge is configured and tracked as a “Promotion Fee.”
Texting Messaging
The configuration that enables your gym to send and receive SMS messages through Gymdesk, including your sending number, compliance details, and any plan-based messaging limits. Text messaging can be configured by going to Settings>Marketing>Test Messaging.
📌 Open Marketing Settings in Gymdesk
Trial Membership
A membership type with a fixed duration, used for introductory experiences. Trial memberships may be free or paid. A member enrolled only in a trial membership is classified as a Visitor.
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User
A staff member or owner who has login access to your Gymdesk account. Users have permission levels that determine what they can view or edit in the system.
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Visitor
A profile created for someone who does not hold a full membership. Visitors can check in, enroll in trial memberships, and appear in attendance logs, but they are not counted as active members.
Visitor Profile
A record in Gymdesk that stores all details for a Visitor—a person who does not hold a full membership but can check in, enroll in trial memberships, and appear in attendance logs. A Visitor Profile typically includes contact information, visit history, trial enrollments, waivers, and any notes or tags your staff add, and can later be converted into a full Member profile if they sign up.
Visitor Check-In
The action of recording a Visitor’s arrival at your facility or for a specific session—using methods like kiosk, barcode, QR code, or staff entry—so their attendance is logged in Gymdesk and tied to their Visitor Profile for tracking visits, trials, and engagement over time. Visitor profiles can be configured to check in using the same methods and flows as regular Member profiles.
Virtual Session
A class, lesson, or appointment that members attend remotely instead of in person—typically delivered through an online meeting platform like Zoom. In Gymdesk, virtual sessions appear on your schedule like any other class but are joined via a shared video link rather than at your physical facility.
📘 Read About How to Integrate Zoom with Gymdesk
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Waitlist
A list of members or visitors who request a spot in a fully booked class, session, or membership, and who can be automatically or manually moved into an open spot when one becomes available.
Website Settings
The central hub for configuring how your public-facing gym website works with Gymdesk. In Website Settings you can connect a custom domain, choose a theme, adjust layout and navigation, control which schedules, programs, and sign-up options appear online, and manage built‑in SEO, tracking, and contact options—so your site, member experience, and lead capture all stay in sync with your Gymdesk account.
📌 Open Website Settings in Gymdesk
Work Time Entry
An action staff use to record their work hours—such as coaching a class, covering the front desk, or completing admin tasks—along with the date, duration, and activity details. Work time entries in Gymdesk help you track hours, calculate pay, and report on staffing and labor costs. The Log Payroll button in the sidebar becomes available once an hourly rate is set for that staff member.
📘 Read About Staff Payroll
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Z
Zapier
An automation tool that connects Gymdesk with hundreds of other apps—like email, spreadsheets, or CRMs—so Gymdesk actions (such as new leads or sign-ups) automatically trigger workflows and updates in your other systems.
📘 Learn About the Many Ways Zapier Integrates with Gymdesk
Zoom Integration
A connection between your Gymdesk account and Zoom that automatically creates and attaches Zoom meeting links to your virtual classes or sessions, making it easy to share access details with members.
📘 Learn How to use the Zoom Integration for Virtual Gym Sessions