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.
Add a photo (optional)
In the Photo section at the top of the form, upload a picture from your device or click Take Photo to capture one with your computer or phone camera.
Save the member
Click Create Member. A unique QR code is automatically generated and attached to this member's profile — no extra steps required.
Subscribe them to a plan
From the gym dashboard's Members Overview, click Subscribe next to the new member and pick one of your plans — the membership starts immediately.
Tip: If you enter the member's email address, they automatically receive a welcome email with their check-in QR code attached. You can also view and download it anytime from the member's profile.
Enable QR Code Check-in
Set up contactless QR code check-in for your members. Available on every plan, including FREE.
Get each member's QR code
Every member gets a unique QR code automatically when registered. Open the Members page, click View on a member, and use the Download button in the QR Code section. Members with an email address also receive it automatically in their welcome email.
Share the QR code with the member
Members can save it to their phone's photos or you can print a copy for their membership card.
Open the QR scanner
On the gym dashboard, click the green Scan QR card — the camera scanner opens instantly. Keep it open on a tablet or front-desk monitor as your check-in station.
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.
Open the Walk-in form
On the gym dashboard, click the orange Walk-in card. A small form opens for recording the visit.
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 on the Plans page with the "Walk-in Plan" option checked). The fee is automatically recorded.
Confirm the walk-in
Click Confirm Walk-in. The visitor is logged, charged the plan fee, checked in automatically, 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.
Choose a plan type: By Days or By Sessions
When creating a plan, select how it expires. "By Days" plans expire after a set number of calendar days (e.g. 30-day monthly). "By Sessions" plans expire after a set number of check-ins regardless of how many days pass — perfect for punch-card style memberships like "10 visits".
Create a plan
Go to Plans → click Add Plan. Select the plan type (By Days or By Sessions), set a name, the number of days or sessions, and the price. Walk-in plans are only available for day-based plans.
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, and the modal previews the expiry date (day plans) or the number of check-ins included (session plans).
Correct usage after subscribing (optional)
If a member started using their plan before you set up the app, subscribe them first, then fix their used days or sessions with the Adjustment button — see the "Adjust a Subscription" section below for the full walkthrough.
Monitor expiring memberships
Session-based plans show sessions used vs. total directly on the member row. When a membership runs out on the day a member checked in (e.g. their last session), the row shows a yellow "will expire tomorrow" badge — it turns red "expired" with a Renew button the next day. You can also review a member's full subscription history anytime from the Members page via View.
Renew with one click
From a member's row, click Renew when a subscription has expired. Pick a plan and confirm — the new subscription starts immediately. If you need to correct already used days or sessions, use the Adjustment button after renewing.
Tip: Use "By Sessions" plans for punch-card style memberships where members buy a block of visits and use them at their own pace. Use "By Days" for standard time-based memberships. When migrating existing members into the app, subscribe them first and then fix their used days or sessions with the Adjustment button.
Adjust a Subscription
Correct how many days or sessions a member has already used — perfect for migrating existing members into the app or fixing front-desk mistakes.
Find the member's subscription
Open the Members Overview on your dashboard. In the Subscription column, every active membership shows its plan name, expiry or sessions used, and a status badge.
Click the Adjustment button
Next to the status badge you'll see an Adjustment button. It only appears on active subscriptions — expired memberships and walk-in passes can't be adjusted. On mobile, the button is in the member card's action row.
Enter the days or sessions already used
The modal adapts to the plan type. For day-based plans, enter the days consumed — the expiry is recalculated from the subscription's start date (e.g. 8 days used on a 12-day plan = 4 days remaining). For session-based plans, set the sessions used (e.g. 3 used on a 10-session plan = 7 remaining).
Check the live preview
Before saving, the modal shows the new expiry date or remaining sessions. If the adjustment uses up the entire plan, it warns that the subscription will be marked expired.
Save the adjustment
Click Save Adjustment. The subscription updates instantly — the member row, dashboard stats, and check-in eligibility all reflect the corrected usage right away.
Tip: Migrating from a paper logbook or spreadsheet? Subscribe each member to their current plan first, then use the Adjustment button to set how much of it they've already used.
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. You can also add a photo — upload one or take it with the camera.
Set the trainer as active
Only active trainers appear in the assignment dropdown. Toggle a trainer's status with the power button on their card.
Assign to a member
In the Members Overview on your dashboard, click the member's Trainer column — or the red "Assign trainer" link if they don't have one yet — and pick from the active trainers list.
Update or reassign
You can change a member's trainer at any time by clicking the trainer's name in the same column. 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 page
From the gym sidebar, open Analytics. It loads your latest numbers automatically every time you visit.
Read the Revenue chart
The area chart shows daily revenue over the last 7 days from both subscriptions and walk-ins. Hover over a point to see exact figures.
Read the Attendance and Member Growth charts
Two bar charts track daily check-ins and new member sign-ups over the last 7 days. Spikes show your busiest days.
Check the insight cards
Four insight cards show: Revenue Growth (yesterday vs. today), 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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