Recollecting Credit Cards in Gymdesk
Best practices for gathering member payment information
If you choose not to complete a payment processor migration (details on that here), Gymdesk makes it easy to recollect member cards & bank accounts. In fact, this can often be the fastest route to going live in Gymdesk as some processors (not Gymdesk) will charge you a fee to export your member payment cards. Here’s a simple overview of 3 best practices to follow to prompt members to re-enter their billing details and minimise payment disruptions.
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Quick Overview
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Step 1: Send an Initial Welcome Email
As soon as the migration is complete, send a welcome email to all your members. This email should introduce Gymdesk, explain how to log in, and prompt members to add their payment information. Below is an example template — feel free to adapt it to your gym's voice.
EXAMPLE TEMPLATE — WELCOME EMAIL
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Subject: Welcome to Gymdesk — Let's Get You Set Up! Hi {first_name}, As mentioned in class, we're transitioning to a new platform, Gymdesk, to manage memberships, class sign-ins, and account information. We think you’ll love the new platform once you get logged in! We appreciate your patience and are here to help make this switch as smooth as possible. To get started, please follow the steps below using your smartphone. Step 1: Access your account Website: https://[yourgym].gymdesk.com/login App: Download from the App Store or Google Play (search "Gymdesk") Step 2: Set up your login Click 'Forgot Password', enter your email, and follow the reset instructions. Step 3: Add your payment information Navigate to Billing > Payment Methods > Add Payment Method If you have any questions, don't hesitate to reach out. Best, [Your Name] |
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Tip: Personalise the gym login URL (e.g. yourgym.gymdesk.com/login) and your name before sending. |
Step 2: Turn On Overdue Payment Reminders
Gymdesk can automatically remind members when their payment is overdue. Enabling this ensures that members who haven't added a card are nudged without requiring manual effort each time.
To enable overdue payment reminders:
- Go to Settings → Billing → Payment Notifications
- Enable “Failed/overdue payments Emails”
Step 3: Send Continuous Reminders to Members Without a Card on File
For members who still haven't updated their billing info after the welcome email and automatic reminders, you can send targeted bulk messages directly from Gymdesk. This approach lets you reach exactly the right members without manual searching.
How to Send a Bulk Payment Reminder
- Go to the Members page in your Gymdesk admin dashboard.
- Apply filters to target the right members: Filter by No Card on File under “Payment Method” to find members who haven't saved payment details
- Click the “Select” option at the bottom of the page and check “All” to select the list of members
- Click “Actions” then “Send Email”
EXAMPLE TEMPLATE — PAYMENT FOLLOW-UP EMAIL
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Subject: Reminder: Please add your payment method to our new member portal {first_name}, We need you to update your billing information on our membership management system. Use the email address you provided us {email} to log in at: {login_link} If you haven't logged in before, click 'Forgot Password' to set a password. Once logged in, please add your payment card details: Website: Click Billing, then Payment Methods App: Tap Profile, then select Payment Methods Thank you, [Your Name] |
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Pro tips for bulk messaging:
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Summary
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Step |
Action |
Where in Gymdesk |
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1 |
Send initial welcome email with login & billing setup instructions |
Marketing → Messaging |
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2 |
Enable automatic overdue payment reminders |
Settings → Billing → Payment Reminders |
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3 |
Send targeted bulk email to members with overdue payments / no card on file |
Members → Filter→ Select -> Action → Marketing → Messaging |