Everything The Gym Terminal Includes: A Complete Feature Breakdown of the Basic and Advanced Plans

Why Two Plans and Not Five?

Most gym software either gives you too little and keeps upselling you, or gives you everything at once with no room to start small. Neither works well for the actual range of gyms operating in India today — from a 150-member single-floor facility in a Tier 2 city to a multi-branch chain with biometric access gates and a protein supplement counter.

The Gym Terminal is structured around a straightforward split: the features that every gym needs to run its day-to-day operations, and the features that gyms need when they start growing, automating more, and giving members a digital experience. Basic covers the first. Advanced covers both.

There are no hidden tiers. No contact sales for enterprise. No features locked behind a support ticket.

Basic Plan: Member Management, Billing and Attendance

Add new members with a full profile including name, contact details, plan, payment, and photo. Manage renewals, membership freezes, partial payment tracking, status changes, and member history from a single view. The member list supports up to 500 active members and can be filtered by status — Active, Expiring, Expired, Frozen, Partial, and Locked — so the front desk always has a clear picture of who is current and who needs a follow-up.

Every payment gets recorded with a date, plan, amount, and payment mode. Owners can view the full billing history, filter by month or date range, and generate PDF receipts per payment on demand. Refund records and deleted member billing histories are maintained separately for owner-level review.

Mark daily attendance for both members and trainers from a simple date-based view. The calendar grid on each member's profile shows present, absent, holiday, and Sunday entries by month, with total present and absent counts. No hardware required on the Basic plan — attendance is marked manually by staff.

Basic Plan: Leads, Expenses and Staff Management

Track prospective members through a lead pipeline with stages: New, Contacted, Interested, Converted, and Lost. Staff can add leads with contact details, source, and a follow-up date. When a lead is ready to convert, the system creates their member profile and records the payment in a single workflow, and the revenue is credited to whoever brought the lead in — not to whoever happened to process the paperwork. The owner can switch this to credit the person who closed the sale instead, or both.

Log gym expenses by category — rent, electricity, equipment, salaries, maintenance, marketing, and more. The dashboard shows a monthly category breakdown, and the owner also sees revenue and net profit. Staff can log and review day-to-day expenses; entries the owner records privately — salaries, rent — stay visible to the owner alone.

Add staff with assigned roles: Receptionist or Manager. Both run the front desk with the same access — members, attendance, leads and payment entries — while revenue totals, staff management, settings and subscription stay with the owner. Up to 2 staff per role on the Basic plan. Each staff member gets their own login account with credentials delivered via WhatsApp or email.

Automated Notifications — Included in Basic

Most gym platforms charge extra for notification automation. On the Basic plan, the following notifications are included and run automatically without any staff action: a welcome message when a new member is added; a payment receipt sent immediately when a billing record is created; a PT receipt when a personal training plan is assigned; and a 3-day expiry reminder sent automatically before a membership lapses.

Gyms connect their own WhatsApp Business account and email provider in the notification settings. The platform sends messages on the gym's behalf from the gym's own registered number — not a shared sender.

Bulk broadcast messages — birthday greetings, 7-day expiry reminders, holiday announcements, closure notices — work on a credit system at one credit per member contacted, purchased separately. This keeps the plan price fair for gyms that do not need to blast hundreds of members at once.

Advanced Plan: Member Portal and Biometric Integration

Members on the Advanced plan get their own login to a personal portal. From it they can check their attendance calendar, view and download payment receipts, see their active personal training plan, track body measurements over time, access assigned workout and diet plans, download their digital ID card, leave a review for their trainer, and browse the gym's in-app shop if it is active. Member accounts are created automatically when a staff member adds a new member — no separate provisioning step required. The portal inherits the gym's logo and brand colour.

Connect physical fingerprint and card-based access control devices from brands including eSSL, ZKTeco, Realtime, and Suprema directly to the platform. Every entry syncs to the system in real time, automatically marking attendance and feeding the footfall analytics dashboard. Expired or frozen members are blocked from accessing the gym automatically. A daily sync runs overnight to keep every device's access list aligned with current membership status.

The footfall dashboard shows daily visitor totals for any selected week, with an hourly breakdown for any day in that window. Owners can see exactly when their gym is busiest — down to the specific hour — and use that data to make staffing, scheduling, and equipment decisions. A per-device location breakdown shows which entry points are handling the most traffic. Members on the Advanced plan see a Best Time to Visit card in their portal that shows peak and quiet hours based on real check-in data.

Advanced Plan: PT Workflow, Workout Plans and Diet Planning

Assign trainers to members with plan details, session counts, pricing, and trainer income splits configured at the point of assignment. Trainers log sessions with date, time, and notes directly from their portal. Session counts update automatically for both the trainer and the member. When a client wants to cancel or transfer to a new trainer, a formal request goes to the owner for approval — keeping the process documented and the financials clean.

Trainers can build reusable workout templates from scratch — naming the template, adding exercises with target muscle groups, and defining sets with weight and rep targets. Once saved, a template can be assigned to any PT client in a few taps. Templates appear in the member's portal as their assigned workout plan.

A 7-day, 4-meal-per-day diet planning grid lets trainers build complete nutrition plans for individual clients. Trainers search for food items from an Indian food database, add them to each meal slot with quantity and unit, and see the macro totals — calories, protein, carbohydrates, and fat — update in real time. Assigned plans appear in the member's portal with their own daily macro tracking view where members can log what they actually ate alongside the plan.

During an active training session, trainers can open a live session view for their client, load a saved workout template or start blank, and log sets with weight and reps as they go. The previous session's data is shown alongside for reference so trainers can track progression without manual lookups. A timer runs from the moment the session starts.

Advanced Plan: Progress Tracking, ID Cards, Imports and Multi-Branch

Trainers can log six body measurements per client: weight, chest, waist, arms, hips, and thighs. Each entry shows the delta from the previous measurement so progress is immediately visible. Members can also log their own measurements from the Member Portal, where a fitness score ring gives a visual summary of their overall progress.

Trainers can upload before-and-after photos for client transformations, with a client name, duration, and caption per pair. The gallery aggregates transformations across all trainers and includes a fullscreen slideshow view. Members on an active PT plan can leave a star rating and written review for their trainer. Ratings aggregate into a trainer's overall score visible on their profile.

Digital ID cards can be generated for any member with a photo, member ID number, current plan, plan dates, and a status badge. Cards can be downloaded as a PDF or PNG and emailed directly to the member. The card layout includes the gym logo and matches the gym's brand colour.

Import member rosters in bulk using the eSSL/ZKTeco CSV format — the same format exported from most biometric device management software already in use at Indian gyms. The import tool shows a preview of matched, unmatched, and skipped records before confirming.

Add multiple gym locations to the same owner account, each operating as a separate entity with its own member roster, billing records, staff, trainers, and expense logs. Switch between branches from the Owner Dashboard in one tap. Assign Branch Owners who can run day-to-day operations at their location without access to subscription settings or financial data from other branches. The Advanced plan removes the 2-per-role staff cap — add as many receptionists and managers as your operation needs. All exports — member lists, billing records, attendance logs, trainer data — are available to the owner and restricted from staff-level accounts.

Add-ons and Communication Costs

The base Advanced plan supports up to 1,500 active members. Gyms can add member capacity in increments — +100, +500, or +1,000 — without migrating to a different plan. For larger operations, a custom stepper allows capacity all the way up to 10,000 members in 500-seat steps. The in-app Shop add-on activates a fully integrated product catalog inside the Member Portal, processed through the gym's own payment gateway with no separate e-commerce platform required. An Additional Branch add-on is also available on the Basic plan for gyms that want multi-branch support without upgrading.

The WhatsApp and email infrastructure — the connection to the gym's own provider, the notification templates, the per-type toggles, the test message functionality — is included in both plans at no extra charge. The platform does not add a markup on messages or act as an intermediary for the gym's outbound communications.

Transactional messages (welcome, receipt, PT receipt, 3-day expiry reminder) are included and unlimited. Bulk broadcast messages (birthday greetings, 7-day expiry reminders, holiday announcements, partial payment reminders, closure notices) consume WhatsApp credits at one credit per member contacted. Credits are purchased separately in any amount, with a minimum of Rs. 100.