As a gym owner, you’re legally required to keep records of certain information, including contracts of employment, membership contracts, health records for your employees and gym members, and proof of payments and other billing information.
This is a substantial amount of information that you’re required to hold, and fortunately, gone are the days of gyms and fitness clubs needing to keep paper records of everything, from payment records to class bookings, and of course, information on their staff, gym members, and anyone else that regularly visits their premises and uses their facilities. Saving trees at least.
“As technology has evolved over the years, gyms have gradually moved away from paper management systems to digital, and this has proved to be nothing but beneficial.” – Matt Antonino, Head of Operations for Digital Eagles
These are many disadvantages of keeping paper records, such as a loss of efficiency. This is because large quantities of physical files can be difficult to manage as it takes longer to find the ones you need.
Gyms keeping paper records also increased the risk of important information being lost or misplaced, and they required adequate space to be stored. This needed to be as secure as possible to reduce the risk of theft and damage. With the new GDPR (General Data Protection Regulations) coming into effect on 25th May, it’s even more important that you protect yourself from the likes of data breaches.
As a solution to this problem, many gyms and fitness clubs turned to keeping their information in Excel spreadsheets. However, although this has reduced the risk of losing important data, and made finding and updating information more efficient, this method of storage still has its problems. As well as a lack of security, spreadsheets can quickly become disorganised when changes need to be made to records, and, most importantly, when billing needs to be done.
Details being forgotten can result in billing being incorrect, or payments being missed or unaccounted for. This can result in a number of issues for both your gym and your members, and you may even lose business because of it.
Fortunately, the evolution of paper management systems to digital goes beyond simple spreadsheets, with the introduction of gym management software helping many clubs to streamline their processes. Gym management software enables gym managers to reduce their admin, with many of them offering a full suite of features to help you manage your club more efficiency.
As well as keeping records of attendances by letting your members check-in to your gym online, good gym management software will also enable them to sign-up for classes without needing to call or visit your premises (both of which can be time-consuming). It will also help you to better manage your club by scheduling your staff and facilities, and many gym management systems also have integrated EPOS till software to make and track your sales.
Most vitally, however, is the fact that many gym software systems, such as that offered by Ashbourne Management, also manages your member’s payment collection and debt recovery. This improves your cash flow and reduces late payments, with Ashbourne acting as your customer service department to manage your membership payments both efficiently and empathetically.
Digital payment collection software for gyms will also ensure you have a record of all payments, which reduces the risk of errors being made to billing. This keeps your gym’s staff and your members happy, and allows you to focus on the day-to-day running of your club without the worry of missed payments.
At McCaulay’s Health Clubs and Gyms we utilise the full suite of Ashbourne services, including the latest Membership Validation Till System, which really is helping to boost our secondary spend. Their core service of payment collection is utterly reliable and professional.
My members can sign up online through the fully branded page that Ashbourne provide. If any of my members have a payment query they deal with Ashbourne direct, allowing me to concentrate on running my club.
I have used Ashbourne for my payment collection for 10 years now. The software they have provided keeps improving and they work with the clubs to make it better. It’s easy to use and packed full of features.