Gymdesk Payments - FAQs
Gymdesk Payments - FAQs
What is Gymdesk Payments?
Gymdesk Payments is Gymdesk's own integrated payment processing solution, built specifically for gym and fitness studio owners. It offers transparent, competitive pricing with no hidden fees — 2.8% + $0.30 per credit card transaction and 1% for ACH (bank transfer) payments.
Key benefits include:
- Transparent & competitive pricing — No surprise fees. Your rates are documented in your merchant agreement and available at any time in the Gymdesk Payments Portal.
- White Glove Onboarding — If you're migrating from another processor, Gymdesk's payments team manages the data migration to ensure a smooth transition.
- Premier Support — Access your full transaction history through the Gymdesk Payments Portal and get dedicated support from the Gymdesk team.
- Seamless Gymdesk Integration — Payments are fully connected to your Gymdesk account, keeping your member billing and transaction data in sync.
Gymdesk Payments is currently available for US-based gyms. To get started and to speak with a payments specialist, go to Settings → Billing → Payment Processor in your Gymdesk account.
Frequently Asked Questions
How do I find out what payment rates I'm being charged?
Your rates are documented in your merchant agreement. To view them:
- Log in to the Gymdesk Payments Portal at payment-portal.gymdesk.com
- Go to the Accounts tab and search for your business name
- Click your business name, then click See Final Agreement
- Navigate to the Fee Schedule section to review your rates
If you have questions about your rates, reach out to Gymdesk Support.
How do I process a refund?
Refunds must be processed directly in Gymdesk — not through the Gymdesk Payments Portal.
To issue a refund:
- Navigate to the member's invoice or the transaction in Gymdesk
- Click the Refund button
Important: Always process refunds through Gymdesk, not through the Payments Portal directly. Processing a refund outside of Gymdesk will cause your payment data in Gymdesk and the payment processor to fall out of sync.
How does a refund affect my funding — what fees are taken out?
When a refund is issued, the full original payment amount is returned to your customer. However, the processing fee from the original transaction is not returned to you (the gym).
For example: if a member paid $150 and your processing fee was $4.25, you would receive approximately $145.75 at the time of the original transaction. When refunded, your customer receives the full $150 back — but the gym absorbs the original processing fee.
Additionally, on a refund, you are only charged the transaction fee ($0.30) — you are not charged the percentage-based processing fee again on the refund itself.
How do I add a bank account for payouts?
To link a bank account for receiving payouts:
- Log in to the Gymdesk Payments Portal at payment-portal.gymdesk.com
- Go to the Settings tab, then click Banking
- Choose one of two options:
- Automatic (recommended): Uses Plaid to securely verify your bank account information
- Manual: Upload a voided check for your business
Note: Also ensure your bank account has debits enabled, so Gymdesk Payments can pull processing fees.
What are the funding timelines for Gymdesk Payments?
After a payment is processed, funds are deposited into your linked bank account on the following schedule:
| Payment Type | Funding Timeline |
|---|---|
| Credit / Debit Card | T + 2 business days (2 business days after the transaction) |
| ACH (Bank Transfer) | T + 4 business days (4 business days after the transaction) |
Note: Funding timelines may vary slightly based on weekends, holidays, or your bank's processing schedule.
What will Gymdesk Payments charges show up as on my bank statements?
When a member is charged through Gymdesk Payments, the transaction will appear on their bank or credit card statement as:
FWD* [Your Business Name (DBA)]
If your business does not have a DBA (Doing Business As) name on file, it will display your legal business name instead:
FWD* [Your Legal Business Name]
The "FWD*" prefix is part of the payment descriptor and cannot be removed. We recommend informing new members of this so they recognize the charge and don't mistake it for an unknown transaction.
Tip: Mention this during member onboarding so members aren't confused when they see the charge. Some members have disputed charges in the past simply because they didn't recognize the descriptor.
Does Gymdesk Payments support ACH / bank transfers?
Yes! Gymdesk Payments supports both credit/debit card payments and ACH (bank transfer/bank draft) payments.
| Payment Type | Fee | Funding Timeline |
|---|---|---|
| Credit / Debit Card | 2.8% + $0.30 per transaction | T + 2 business days |
| ACH / Bank Transfer | 1% (capped at $5) | T + 4 business days |
ACH is a great option for members who prefer to pay directly from their bank account rather than a card.
What happens after I submit my application?
After submitting your Gymdesk Payments application, a member of the Gymdesk Payments team will reach out to you to complete the onboarding process. Please allow some time for your application to be reviewed.
A few things to keep in mind:
- Make sure your application is fully completed before submitting. Incomplete or "Draft" applications will not be processed until all required information is provided.
- In some cases, additional documentation may be requested (such as bank statements or ID verification) to complete the approval process. Check your email and the Gymdesk Payments Portal for any outstanding requirements.
Can I use Gymdesk Payments across multiple locations with different bank accounts?
Yes. If your gym has multiple locations set up in Gymdesk, each location can be connected to its own separate Gymdesk Payments merchant account — meaning each location can have its own bank account for payouts.
Important: Each individual location can only have one payment processor connected at a time.
What happens if a member disputes a charge (chargeback)?
A chargeback occurs when a member contacts their bank or credit card company to dispute a transaction, and the card network (Visa, Mastercard, etc.) initiates a reversal of the payment.
A few important things to know about chargebacks:
- Even with a signed membership contract, gyms do not always win disputes. Card networks have their own rules that can favor the cardholder regardless of what a contract says.
- Your best protection is strong documentation — Gymdesk automatically captures signed agreements, e-signatures with timestamps, and payment history, all of which can support your case if a dispute is filed.
- Having a clear cancellation fee policy upfront is also one of the most effective ways to reduce chargeback risk.
You can monitor transaction activity through the Gymdesk Payments Portal at payment-portal.gymdesk.com.
Still have questions?
Contact Gymdesk Support at Support@Gymdesk.com