GymOS Documentation
Everything you need to run your gym on Smapey — from registering your first member to reading your monthly analytics.
Add Your First Member
Learn how to register a new gym member, assign a subscription plan, and generate their QR check-in code.
Open the Members tab
From your gym dashboard sidebar, click Members. This shows a list of all your registered members with their status and plan.
Click "Add Member"
Hit the Add Member button in the top-right corner. A registration modal will open with all the required fields.
Fill in member details
Enter the member's full name, phone number, email (optional), and emergency contact information.
Select a subscription plan
Choose from your existing plans. The membership start date defaults to today but can be adjusted.
Save the member
Click Save. A unique QR code is automatically generated and attached to this member's profile — no extra steps required.
Tip: You can view and download any member's QR code from their profile page under the "QR Code" tab.
Enable QR Code Check-in
Set up contactless QR code check-in for your members. Available on PRO and ENTERPRISE plans only.
Upgrade your plan
Go to Settings → Billing and upgrade to PRO or ENTERPRISE. QR check-in is locked on the FREE plan.
Share each member's QR code
Open a member's profile and click "View QR Code". Members can save it to their phone's photos or print a copy.
Set up a check-in station
Open the Check-in page on a tablet or front-desk monitor. The page activates the device camera automatically.
Members scan to check in
When a member holds their QR code in front of the camera, the system logs their check-in instantly with a precise timestamp.
Tip: Place a tablet near the gym entrance and keep the Check-in page open in full-screen for a smooth, queue-free member flow.
Record Walk-in Visits
Record one-day visitors quickly without creating a full membership. Track walk-in revenue and monitor your monthly quota.
Go to the Check-in page
From the sidebar, open Check-in and switch to the Walk-in tab at the top of the page.
Enter visitor details
Type the visitor's name. You can optionally add a phone number for follow-up marketing.
Select a walk-in plan
Choose from your walk-in plans (created under Plans → Walk-in Plans). The fee is automatically recorded.
Submit the walk-in
Click Record Walk-in. The visit is logged and counted toward your monthly walk-in quota.
Tip: Your walk-in quota resets on the 1st of every month. Check your current usage vs. limit in the Analytics insight cards.
Manage Subscriptions & Plans
Create flexible membership plans, assign them to members, and handle renewals when subscriptions expire.
Create a plan
Go to Plans → click Create Plan. Set a name (e.g. "Monthly"), duration in days, and price.
Assign a plan to a member
From the Members Overview, click Subscribe next to a member. Select a plan from the dropdown — the subscription starts from today.
Adjust for days already consumed (optional)
If a member started using a plan before you set up the app, enter how many days they've already used in the "Days already consumed" field. The system recalculates the expiry automatically — for example, 8 days used on a 12-day plan means 4 days remaining from today. The same field is available in the Renew modal.
Monitor expiring memberships
Your dashboard automatically flags members whose subscriptions are nearing expiry or have already lapsed.
Renew with one click
From a member's row, click Renew when a subscription has expired. Pick a plan and optionally adjust consumed days before confirming.
Tip: Use the "Days already consumed" field when migrating existing members into the app — it prevents them from getting a full reset and keeps expiry dates accurate from day one.
Assign Trainers to Members
Add your gym's trainers, track their specialties and contact details, and assign them to specific members.
Add a trainer
Go to Trainers → Add Trainer. Fill in their name, specialty (e.g. "Strength & Conditioning"), and contact number.
Set the trainer as active
Only active trainers appear in the assignment dropdown. Toggle a trainer's status from the trainer list.
Assign to a member
Open a member's profile, scroll to the Trainer section, and click Assign Trainer. Pick from the active trainers list.
Update or reassign
You can change a member's trainer at any time from their profile. The new assignment takes effect immediately.
Tip: Specialty tags on trainer profiles help you quickly match the right trainer to each member's fitness goal.
Read Your Analytics
Understand your gym's performance through revenue charts, attendance trends, and real-time usage insight cards.
Open the Analytics card
The Analytics card appears at the top of your Gym Dashboard and loads automatically when you enter the gym module.
Read the Revenue chart
The bar chart shows monthly revenue from both subscriptions and walk-ins. Hover over a bar to see exact figures.
Read the Attendance chart
The area chart tracks daily check-ins over the past 30 days. Spikes indicate your busiest days.
Check the insight cards
Four insight cards show: Revenue Growth, Peak Hour, Members used vs. plan limit, and Walk-ins used vs. monthly limit.
Tip: If the Members or Walk-ins insight card turns red, you've hit your plan's limit. Upgrade to increase your capacity.
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