Membership management is the core of front-desk work, and also where money leaks away unnoticed: a forgotten renewal, a suspension written in pen and never counted, a member training on a membership that expired two weeks ago.
Studio starts from plans. A plan has a fixed duration in days or months, a price and an enrolment fee. When you sell a plan to a member, the end date is worked out for you. If the member stops for an injury, you suspend the membership and the end date moves accordingly. If they cancel, you record the cancellation with the refund.
The program costs €199 once and works offline: records and memberships are kept in a file on the gym’s computer. Every morning the daily overview lists who has expired, who expires today, this week and within 30 days, with a phone number to call.
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Status at a glance
active, suspended, expired or no membership, for every member.
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Suspensions move the end date
the end date updates itself, no manual arithmetic.
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Cancellation with refund
cancelling also records how much was paid back.
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Today’s expiries
expired, expiring today, this week and within 30 days, with phone numbers.
The life of a membership
First you create the plans: monthly, quarterly, annual, a ten-day pass, whatever you actually sell. Each has a duration, a price and an enrolment fee. Then you register the member: personal details, tax code, notes, and a competitive or non-competitive medical certificate with its expiry date.
When you sell, you choose the plan and the start date; Studio calculates the end. As the membership nears its end the member appears in the daily overview, and you renew from the same record. A suspension extends the end by the days paused. A cancellation closes the membership and records the refund. Members who no longer come go into the archive, with their history intact.
At the end of the month, sales and renewals feed the monthly report, alongside active, new and lost members.
What Studio does not do
Studio records sales but does not take payments: no cards, no recurring direct debits, no invoicing. You take payment as you do today, with your card terminal or in cash, and record it in the program. There are no turnstiles or key fobs, and no app where members see their own membership.
If you need renewals to charge the member’s card automatically every month, you need a service with integrated payments. If what you need is to know exactly who is paid up and who is not, Studio does that job.
What goes wrong without it
With a paper register or a spreadsheet, each member’s expiry is only checked when someone remembers to. Suspensions get written in the margin and the new end date is worked out by hand, with the mistakes that follow. A member trains for weeks on an expired membership, or gets chased for payment after already renewing.
The cost is not just the unpaid membership. It is also the time spent working out who paid for what, and the awkwardness of treating a paid-up member as if they owed money.
Your gym in one program. Your data in your gym.
Windows and Linux · €199 once, no subscription
The questions people usually ask
Can I suspend a membership for an injury?
Yes. Suspending moves the membership’s end date forward by the days it was paused.
Can I create plans in days, for example a 10-day pass?
Yes. A plan’s duration is set in days or months, with a price and an enrolment fee.
Does Studio collect payments from members?
No. It records sales and refunds, but does not handle cards, recurring billing or invoicing.
Is there a member limit?
No. Members are unlimited and the price stays €199 once.
Can I export the data?
Reports export to CSV, and the full database is saved with the backup in the settings.
What happens to members who stop coming?
They move to the archive. They drop out of the day-to-day lists, but their record and history can still be looked up.