Online sign-up & contracts
Plans, joining fees, promo codes, digital contracts, health questionnaires and induction booking in one flow.
Gym membership software: sign-ups, direct debits & apps
Gyms: your own membership system, not a bill per member. More reps, less admin.
You pay per member for software that almost fits, chase failed debits every Monday and juggle class bookings, door fobs and an app from three different companies. We build gym systems that tie sign-ups, billing, classes, access and the member app together. You own it. We host it and look after it.
Looking for gym management software or a membership system that actually fits?
Most gym software is rented by the member, so the more you grow the more you pay. It rarely does everything either. Sign-ups live in one tool, debits in another, the class timetable in a third and door access on a box in the comms cupboard that only one person knows how to use. When a member's card bounces nobody tells the door, so they keep training for free.
Wollopit builds custom gym software around how your gym actually runs. A member signs up online, their debit starts on the right date, their fob or phone opens the door and their bookings sit in an app with your logo on it. Miss a payment and access pauses until they update their card. Stop turning up and you hear about it before they cancel. We connect the payment providers and access hardware you already have, replace what's holding you back and look after the lot on our own servers.
01The problems
What we hear from gyms
Does your gym have these problems? Here's how we'd fix them.
Most gyms we talk to have great coaches and a loyal crew, then run the back office on a patchwork of rented apps, paper forms and a front desk that never stops. It holds together until January.
- The problemPaying per member foreverYour software bill goes up every time you sign someone up. Grow to 1,000 members and you're rewarded with a bigger invoice.How we fix itA membership system you own, with no per-member licence fees from us.
- The problemSign-ups need someone at the deskNew members fill in a paper form, staff retype it and the debit form sits in a tray until Tuesday.How we fix itOnline sign-up with plan choice, contract, health questions, payment details and induction booking in one go.
- The problemFailed debits chased one by oneEvery Monday someone works through a list of declined payments and rings people who don't pick up.How we fix itAutomatic retries, SMS card update links and a short list of who genuinely needs a call.
- The problemFreezes and cancellations by emailHoliday holds, injury suspensions and cancellations arrive by email and get actioned whenever someone remembers.How we fix itMembers request freezes and cancellations in the app with your notice periods and fees applied automatically.
- The problemClasses packed or emptyThe 6am HIIT is full with a queue at the door while the 7pm stretch has two people. No-shows block spots for everyone else.How we fix itClass booking with caps, waitlists that fill themselves, late-cancel rules and attendance by class and coach.
- The problemDoor access lives somewhere elseFobs are programmed on a separate system so unpaid or cancelled members still walk straight in.How we fix itAccess tied to membership status. Pay and the door opens. Miss a debit and it pauses until the card's fixed.
- The problemFob sharing after hoursOn 24/7 nights one fob lets three mates in and you only find out when someone gets hurt.How we fix itPhone or fob entry with anti-passback, entry logs matched to member photos and alerts for odd patterns.
- The problemTrial passes that go nowhereFree week passes get handed out and nobody follows up, so the leads just fade.How we fix itTrial and lead tracking with automatic follow-ups, a reminder to call and a one-tap join link before the pass expires.
- The problemMembers drift away quietlyNobody notices someone stopped coming until the cancellation email lands.How we fix itAttendance alerts, check-in nudges and win-back offers for members who haven't been in for a few weeks.
- The problemPTs run their own little businessesTrainers book clients in their own apps, sell session packs by bank transfer and you have no idea who's training whom.How we fix itA PT portal for session packs, bookings, client notes and rent or commission, all inside your system.
- The problemBroken gear nobody logsA cable snaps on the lat pulldown and it sits taped up with a sign on it for three weeks.How we fix itQR codes on equipment so members and staff report faults in seconds, with a maintenance log and service reminders.
- The problemNumbers in five different reportsMembers, debits, attendance and sales live in separate tools so you never get a straight answer on how the month went.How we fix itOne dashboard for active members, churn, debits collected, class fill and PT sales, across every site.
02What we build
Solutions
What we build for gyms. Usually all talking to each other.
Pick the one that's hurting most or join the whole lot up. Everything is built around how your team works, not the other way round.
Direct debit management
Weekly or fortnightly billing through your provider with retries, card update links and arrears tracking.
Freezes & cancellations
Self-serve holds and cancellations with your notice periods, fees and minimum terms built in.
Class timetable & booking
Timetables, caps, waitlists, credits, late-cancel rules and coach rosters per class.
Door access integration
Entry linked to membership status, working with the access hardware you already have where possible.
24/7 access controls
Phone or fob entry, anti-passback, after-hours logs, tailgating alerts and staffed-hours rules.
Member app
Bookings, membership, payments, check-in QR and announcements in your branding on their phone.
Leads & trial passes
Trial passes, lead follow-ups, tour bookings and conversion tracking from first enquiry to signed up.
Retention alerts
Members flagged when attendance drops, with automatic nudges and win-back offers.
PT & coach portal
Session packs, client bookings, notes, programs and PT rent or commission tracking.
Casual passes & visit packs
Day passes, 10-visit packs and visitor waivers sold online or at the desk.
Equipment & maintenance log
QR fault reporting on every machine, service schedules and repair history.
Staff rosters & checklists
Desk and coach rosters, open and close checklists and cleaning logs on staff phones.
Reporting dashboard
Active members, churn, debits, class fill and PT sales in one view, by site or across them all.
A website that sells memberships
Hand-built, quick on mobile, with live timetables and online joining, built to rank for 'gym near me'.
03The systems
The big ones
Your whole gym, on one system.
These are the systems gyms ask us about most. Each one works on its own and they get properly clever when they're joined up.
Sign-ups & billing
Join online at 11pm. Debit starts on the right day.
New members pick a plan, sign the contract, answer the health questions and enter their payment details without anyone at the desk. Debits run through your provider and failed payments retry themselves before anyone has to pick up the phone.
- Plans, joining fees and promo codes
- Digital contracts and health questionnaires
- Induction booked during sign-up
- Weekly, fortnightly or monthly billing
- Works with Ezidebit, Stripe and others
- Automatic retries on failed debits
- SMS card update links
- Arrears list with who needs a call
- Freezes and cancellations with notice periods
- Upgrades and downgrades mid-term
Classes & bookings
Full classes, short waitlists, fewer no-shows.
Your timetable lives in one place and shows up in the app, on the website and on the screen at reception. Members book, waitlists fill themselves and late cancels follow your rules without anyone having to be the bad guy.
- Weekly timetable with recurring classes
- Caps per class and per room
- Waitlists that promote automatically
- Late-cancel and no-show rules
- Class credits and pack limits
- Coach rosters and cover requests
- QR check-in at the door
- Timetable on website and screens
- Fill rates by class, time and coach
- Reminders by push or SMS
Door access
Paid members in. Everyone else, not so much.
Door access follows membership status, so a bounced debit or a cancellation pauses entry on its own. On 24/7 nights you know exactly who's inside and you hear about tailgating straight away.
- Entry tied to membership status
- Phone, fob or card entry
- Works with existing access hardware where possible
- Anti-passback to stop fob sharing
- Live list of who's in the building
- After-hours entry logs
- Entry photos matched to members
- Staffed-hours and off-peak rules
- Casual and visitor day access
- Lockout alerts to the manager
Member app
Your gym in their pocket, with your logo on it.
Members book classes, scan in, check their membership and update their card in one app branded as your gym. Announcements and reminders go straight to their phone instead of getting lost in a Facebook group.
- Your branding, not someone else's
- Class booking and waitlists
- QR or phone check-in
- Membership, payments and invoices
- Self-serve card updates
- Freeze and cancellation requests
- PT session bookings
- Push notifications and announcements
- Attendance streaks and milestones
- Refer-a-friend links
Leads & retention
Catch them before they join. Keep them once they have.
Trial passes, tour enquiries and website leads land in one place with follow-ups that run themselves. Once they've joined, attendance is watched quietly so you can reach out when someone starts slipping, not after they've cancelled.
- Trial passes and tour bookings
- Lead follow-ups by SMS and email
- Call reminders for staff
- Trial-to-member conversion tracking
- Attendance drop alerts
- Automatic check-in nudges
- Win-back offers for lapsed members
- Exit reasons on cancellation
- Referral rewards
- Churn by plan, site and month
04How it changes
Before and after
A January sign-up rush, wolloped.
Here's how New Year's week could change. Every gym is different, so we map yours first.
Before
- A queue at the desk filling in paper forms
- Staff retype every form into the system
- Debit forms set up by hand days later
- Fobs programmed one by one in another program
- Inductions booked by phone tag
- The 6am class overbooked by Wednesday
After
- New members join online from the couch
- Their details land in the system once
- Debits start on the right date automatically
- Access goes live the moment they've paid
- Induction picked during sign-up
- Classes capped with a waitlist that fills itself
05Services
Everything under one roof
Software, websites and systems for gyms.
Whether you're starting fresh or upgrading what you've got, it's one team from the first sketch to the support call.
Custom software for gyms
Built around how your gym actually runs: online sign-up & contracts, direct debit management and the admin in between, in one system you own.
Websites for gyms
Fast, hand-built websites that rank for the searches your customers make and turn visits into enquiries, bookings or orders.
Gym system upgrades
Running on spreadsheets, old software or a platform you've outgrown? We move your data across and upgrade in stages so the business never stops.
Apps and portals for gyms
Freezes & cancellations and class timetable & booking: customer and staff portals that work on any phone without an app store.
Integrations and automation
We connect Mindbody, Clubware and Glofox so information moves on its own and nobody retypes it.
Hosting, support and care
Managed hosting, updates, backups and security for your gym, looked after by the people who built it.
06Integrations
Connections
Plays nicely with what you already use.
We connect to the payment providers, access hardware and apps you rely on, work alongside gym platforms you're happy with or replace the ones holding you back.
- Mindbody
- Clubware
- Glofox
- GymMaster
- PerfectGym
- Ezidebit
- Debitsuccess
- Paysmart
- Stripe
- Square
- Xero
- MYOB
- Gallagher
- Salto
- Kisi
- Deputy
- Mailchimp
- Twilio SMS
- Google Business Profile
07How we work
The process
Some people dip their toe in. We turn up in a rebreather.
We get properly below the surface of your gym: the systems, the busy days and the jobs everyone hates. Then we fix the bits that matter most first.
- 01
Think
We spend time at your front desk, on the gym floor and in the office, then work out where members and staff are actually getting stuck.
- 02
Archi-tech
We plan it before writing code: your plans, billing provider, door hardware, classes, PTs, sites, hosting and cost.
- 03
Build
Real engineering, shown to you early and often. Usually the most painful bit first, so you get a win before the next January rush.
- 04
Look after
We host it, maintain it and keep improving it. When the door won't open at 5am you call the people who built it.
08Questions
FAQ
Things gyms ask us.
Something else on your mind? Ring 0423 011 252 and ask the people who'd build it.
Can we move members across from our current gym software?
Yes. We export members, plans and payment schedules from your current system and move them across carefully, so billing carries on without members having to sign up again where possible.
Do we have to change our direct debit provider?
Usually not. We work with providers like Ezidebit, Debitsuccess, Paysmart and Stripe. If your current setup is costing you too much we'll show you the options before anything changes.
Will it work with our door access hardware?
Often, yes. Many access systems can be controlled from outside, so entry follows membership status. We check your hardware first and tell you straight if it needs upgrading.
We already use Mindbody or Clubware. Do we have to switch?
No. If it's doing its job we build around it: the member app, retention alerts, lead follow-ups, reporting and website on top. If it's holding you back we'll show you what replacing it would involve first.
Does it suit a 24/7 gym?
Yes. Phone or fob entry, anti-passback, after-hours logs and tailgating alerts are built for unstaffed hours. You can set different access rules for off-peak and full members too.
Can our PTs use it?
Yes. Trainers get their own portal for session packs, bookings and client notes. You can track PT rent or commission in the same place.
How much does a gym system cost?
It depends on what you need, so we quote up front once we understand it. No per-member fees from us, no surprise invoices, no lock-in and you own what we build.
How long does it take?
Smaller jobs like online sign-up or a retention alert system can be quick. Bigger systems are planned in stages so you get the first win early instead of waiting for everything at once.
Who looks after it once it's built?
We do. We host it on our own managed servers and keep it updated and secure. When you need something you ring the people who built it.
We already have systems. Can you upgrade them instead of starting again?
Usually, yes. Most gyms we work with keep what's working and upgrade the rest in stages. We move your data across, connect the old and new while we switch and retire the old system only when the new one is proven.
Contact
Got a gym problem? Consider it wolloped.
Tell us what's slow, broken, manual or missing. You don't need a spec, just describe what's going on.