Sign-up Forms allow you to enroll new members digitally—either online, through your website, or on a device at your front desk. Each Gymdesk account includes a default sign-up form, which you can customize or duplicate for different programs, age groups, or promotions.
You can also create additional sign-up forms tailored to specific audiences or membership types. Each form can display unique fields, memberships, and documents depending on your needs.
Accessing Sign-Up Forms
Go to Settings in the Main Menu
Select Members → Sign Up Forms
Sign-up Form Toggle Settings
- Manually Confirm Website Sign-ups – When enabled, new online sign-ups must be approved before being added to your member list. When disabled, new sign-ups are added automatically.
- Get Notified When a New member Signs Up – When enabled, you’ll receive an email alert each time someone completes a sign-up. When disabled, no notification is sent.
Updating or Removing Sign-Up Forms
Click the ✎ Edit icon to update an existing form. Click the red trash icon to delete. It will ask you to confirm once more before the deletion becomes permanent.
Viewing and Sharing Sign-Up Forms
Click the form name to open the published version in a new tab, or right-click to quickly copy a direct link. You can also select the QR code icon to open a larger, downloadable copy—perfect for printing or displaying at your front desk.
Creating New Sign-Up Forms
Select Add Form to create a new sign-up form. From there, you can adjust every part of the form to match your workflow—such as choosing where it’s used, adding or removing sections, and deciding which details are required during sign-up. Customizing your form lets you control both how it appears to visitors and what information is collected when they enroll.
Form Details
The Form Details section covers the core information for your sign-up form. Here you’ll define its internal name, select where it’s used, and optionally add a title that appears above it on your site.
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Form Name: Give each form a clear, descriptive name to help you quickly recognize its purpose later. This name is strictly for internal visibility and won’t be visible to the individual completing the form.
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Default Form For: Assign where the form is used—such as Manager Account, Front Desk, Website Sign-Up, or Email Invite.
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Title Above Form: Show a title above your form (For website sign-up forms only).
Member Details
The Member Details section lets you choose which personal fields are shown and required during sign-up. Use the "eye icon" to show or hide fields, and the asterisk to mark fields as required. If you enable "Allow Type Selection," individuals can pick their member type at sign-up; otherwise, the default type applies.
The Two (2) Member Types are:
- MEMBER: Individuals with FULL ACCESS to ALL MEMBERSHIP OPTIONS.
- VISITOR: Individuals with LIMITED ACCESS to TRIAL MEMBERSHIPS ONLY.
- Check-in code: Members can select their own check-in code upon sign-up. You can require it by selecting the bubble next to the field name or hide it by clicking the eye.
- Custom fields: If you've created any custom fields in the Member Settings, those will appear here. You can make those visible and optionally required from this section.
Address
The Address section collects a member’s street address, city, state, postal code, and country. You can hide this section entirely using the toggle on the right or make it optional by leaving the Required box unchecked. All fields in this section are fixed except for State, which can be hidden if preferred.
Contacts
The Contacts section is used to collect additional contact information, such as Emergency Contacts, Parents, or Family Members. You can rename this section to fit your form’s purpose by clicking the field title and entering a new label. Use the toggle on the right to show or hide the section, or leave the Required box unchecked if the information isn’t mandatory.
Useful For: Gyms enrolling youth members where collecting and storing parent or guardian information is required.
Photo
The Photo section lets you capture or upload a member’s photo during sign-up. Use the show/hide toggle on the right to hide this section, and check Require Photo if a picture is mandatory for registration or ID purposes.The member’s photo displays alongside their name in both the member list and their individual profile. If you issue membership cards, the photo is also shown on the card next to the member’s name.
Useful For: Gyms that use Gymdesk's membership card feature and want the member's photo to appear next to their name on the card, or those that use photo verification for class check-ins.
Membership
The Membership section of the sign-up form allows you to include membership selection as part of the enrollment process. To make membership selection required, check the "Require Membership Selection". To hide this section entirely, use the Show/Hide toggle on the right.
- You can limit which memberships appear on the form OR show all memberships.
- You can also restrict the list to specific programs, allowing only memberships connected to those programs to display.
Documents
You can select which documents to show for signature on this sign-up form (typically liability waivers). Please note that you should not select documents that are assigned to individual memberships, as those would be shown when those memberships are selected by the member.
Medical Conditions
This section allows individuals to disclose any relevant medical conditions during sign-up. Submitted information will appear in the Notes section of the Visitor or Member profile, labeled as "Medical Conditions." To remove this section from the form, use the Show/Hide toggle on the right.
Useful For: Gyms that need to be aware of participant medical conditions for safety, liability, or accommodation purposes during classes or training.
How did you hear about us?
This section is helpful for learning how individuals found your business. This helps you understand how your marketing efforts are performing. Although its possible to hide, we'd recommend leaving this section enabled.
Account Password
If the online member accounts feature is enabled in your account, you can have members select their password during sign-up.
Payment Information
You can add a section at the end of the form for payment collection for the selected membership. Their card will be saved securely on file using the payment processor you connected in your billing settings.
Additional Form Settings
You can set up a few additional options for each form dealing with what happens after a form is successfully submitted.
- Redirect Link: You can have the page automatically redirect back to any website. This only works with the standalone website sign-up form.
- Thank you message: You can customize the thank you message that will appear after sign-up.
- Javascript conversion snippet: This is where you can connect external tracking tools, such as Google analytics, Google ads, Facebook ads, etc. This will trigger after the sign-up is complete so you can track the conversion in your tracking tool.
Invite to Sign-up
After setting up your sign-up form(s), you can invite new prospects directly from the Members list. In the main menu, go to "Members," then click the black "invite" button. Enter the prospect’s name, email, and phone number, adjust the subject and message, choose the appropriate sign-up form, and optionally pre-select a membership if you know their preference.
You can also choose to invite leads directly through the lead profile by clicking "invite to sign-up".