The 7am class is full. Who is next on the waitlist?
Gyms, yoga and pilates studios and non-clinical wellness centres run on bookings and memberships that interact in fiddly ways: packs, freezes, guest passes, trainer slots, several branches. We build the member app and front-desk tools that apply those rules the same way every time.
Each plan type behaves differently.
Exceptions the software must handle.
A late cancel for the 7am class.
The member cancels twenty minutes out. Under your rule the credit is lost, the waitlist moves up, and the next person gets a WhatsApp message with a few minutes to confirm.
The card payment failed.
Auto-renewal fails overnight. Can the member still book tomorrow? A grace period you define, a reminder with a UPI link, and booking rights that pause only when the grace period ends.
A day of PT sessions to move.
Staff need one screen of affected bookings, a way to offer other slots, and credits returned automatically when nothing suits the member.
A goodwill extension.
A regular asks for two extra weeks after an injury. The manager grants it with a reason, and the record shows who approved it.
Two apps, one set of rules.
- Members book, cancel and join waitlists from a mobile app or the web.
- Remaining credits and expiry dates appear on every booking screen.
- Trainers see their day, mark attendance and add session notes.
- The front desk sees check-ins, dues and the day's exceptions at a glance.
- Renewals, receipts and retries after a failed payment through payments and billing.
- Branch managers compare class occupancy and lapsed members across locations.
A sensible order for the build.
Write the plan rules down
Notice periods, credit expiry, freeze limits and branch access, agreed with the people who field complaints at the desk.
Schedule, bookings and memberships
One branch, real classes, real plans. Payment collection and receipts belong here, because a membership's state depends on them.
Staff overrides and reports
Authorised overrides with reasons, plus attendance and renewal reports drawn from the same records.
More branches and services
Further locations, PT packages or wellness services once the core rules hold up day to day. Physiotherapy or diet consultations that keep clinical notes would need their own scoping; the platform handles bookings and administration and makes no health claims.
The parts in more detail.
Studio owners ask.
Can members pay by UPI as well as card?
Yes, through a payment gateway that supports both. Auto-renewal rules depend on what the gateway and the member's bank allow, so we confirm that before promising recurring charges.
We already use a booking app. Why build our own?
You may not need to. If an existing app fits your plans and branches, keeping it is cheaper. Custom software earns its place when your membership rules, branch arrangements or member experience keep running into the app's limits.
Can you also look after our website and Google listing?
That sits with SmartMM, our managed service for websites, search and Google Business Profile.
Send us your membership rules.
Share your plans and the exceptions your front desk handles, and we will tell you how we would build around them.