Getting Started with FineGym

Welcome to FineGym! This guide will walk you through setting up your gym management system from scratch. By the end of this guide, you'll have your business configured, your first membership plan created, and be ready to check in your first member.

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Creating Your Account

Step 1: Institution Setup

When you first sign up for FineGym, you'll be asked to provide basic information about your fitness business.

1. Enter your Fitness Institution Name (e.g., "Downtown CrossFit" or "Sunrise Yoga Studio")
2. Your Gym URL Identifier will be automatically generated from your name
   • This creates your unique URL: yourgymname.finegym.app
   • You can customize this if needed

Step 2: Admin Account

Next, create your administrator account:

1. Enter your Full Name
2. Enter your Email Address (this will be your login)
3. Create a Password (must meet security requirements)
4. Confirm your password
5. Select your Country
6. Your Timezone will be automatically set based on your country

tip

Use a professional email address that you check regularly. Important notifications about payments and member activity will be sent here.

Step 3: Choose Your Plan

FineGym offers flexible subscription options:

Plan	Features	Best For
Starter	Unlimited members, all core features, email support, free data migration	Small gyms getting started
Growth	Everything in Starter + marketing automation, email/SMS marketing, priority support, custom branded mobile app	Growing businesses

• Choose between Monthly or Yearly billing (save with yearly!)
• All plans include a 30-day free trial
• Special Lifetime Deal options may be available

Step 4: Accept Terms & Complete Signup

1. Review and accept the Terms & Conditions
2. Complete the security verification
3. Click Create Account

You'll be redirected to your new FineGym dashboard!

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Initial Setup Checklist

After creating your account, follow this checklist to get your gym fully operational:

Essential Setup (Do First)

• Upload your logo - Brand your admin portal and member communications
• Complete business information - Address, contact details, website
• Configure tax rates - Set up applicable taxes for your region
• Connect your bank/Stripe - Enable payment processing
• Create your first membership plan - Define what you'll sell

Recommended Setup

• Customize email templates - Personalize member communications
• Set up digital documents - Waivers, contracts, policies
• Configure custom fields - Collect additional member information
• Add staff members - Give your team access

Optional Setup

• Configure SMS messaging - Set up Twilio for text notifications
• Create custom payment methods - Track alternative payments (M-Pesa, bank transfers)
• Set up note tags - Organize member notes with categories

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Configuring Business Settings

Navigate to Settings from the left sidebar to access all configuration options.

General Settings

Location: Settings → General

Brand Identity

Your logo appears on:

• The admin dashboard
• Member emails
• The mobile app

To upload your logo:

1. Click the Logo card
2. Click Upload or drag and drop your image
3. Recommended size: 200x200 pixels minimum, PNG or JPG format

Business Information

Complete your business profile:

Field	Description	Required
Company Name	Your official business name	Yes
Company Website	Your website URL	No
Address	Full business address (auto-complete available)	Recommended
VAT/Tax ID	Your tax identification number	If applicable
Customer Service Email	Email for member inquiries	Yes
Customer Service Phone	Phone for member support	Recommended

note

Your Country and Currency are set during signup and cannot be changed later. Contact support if you need to modify these.

Timezone

Your timezone affects:

• Class and appointment scheduling
• Report date ranges
• Automated email send times

The timezone is automatically set based on your country during signup.

Tax Configuration

Location: Settings → Tax Rates

Set up taxes to ensure correct invoicing:

Understanding Tax Display

First, choose how prices are displayed to members:

Option	Description	Example
Tax Exclusive	Prices shown without tax, tax added at checkout	$50 + $5 tax = $55 total
Tax Inclusive	Prices shown include tax	$55 (includes $5 tax)

Creating Tax Rates

1. Click Add Tax Rate
2. Enter the tax details:
   • Name: e.g., "VAT", "Sales Tax", "GST"
   • Rate Type: Percentage or Fixed Amount
   • Rate: The tax percentage (e.g., 20 for 20%) or fixed amount
   • Applies to: Select Memberships, Products, or both
3. Click Save

Example

For a 20% VAT that applies to all sales:

• Name: "VAT"
• Type: Percentage
• Rate: 20
• Applies to: Both Memberships and Products

Payment Methods

Location: Settings → Payment Methods

FineGym supports multiple payment methods:

Default Payment Methods

• Card (via Stripe) - Automatic recurring billing
• Cash - Manual payment tracking

Custom Payment Methods

Add additional payment methods your gym accepts:

1. Click Add Payment Method
2. Enter the name (e.g., "Bank Transfer", "M-Pesa", "Check")
3. Set as Active
4. Click Save

note

Custom payment methods are for tracking purposes. Actual payment processing still occurs outside FineGym for these methods.

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Setting Up Payments

Connecting Stripe (Card Payments)

Location: Settings → Bank Connection

To accept card payments and enable automatic recurring billing:

1. Navigate to Settings → Bank Connection
2. Click Connect with Stripe
3. Follow the Stripe onboarding process:
   • Create or log into your Stripe account
   • Provide business verification documents
   • Add bank account for payouts
4. Once connected, you'll see your connection status as "Active"

Important

Without Stripe connected, you can only process manual payments (cash, bank transfer). Recurring memberships require Stripe for automatic billing.

What Stripe Enables

Feature	Without Stripe	With Stripe
Manual payments (cash)	✅	✅
Card payments	❌	✅
Automatic recurring billing	❌	✅
Online membership purchase (member app)	❌	✅
Failed payment retry	❌	✅

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Your First Workflow

Now let's put it all together by creating your first membership plan, adding a member, and processing a check-in.

Step 1: Create Your First Membership Plan

Location: Memberships → Membership Plans → Add Plan

1. Click Add Membership Plan

2. Select the plan type:

   • Recurring: Auto-renewing (monthly, weekly)
   • Non-Recurring: One-time purchase with set duration
   • Punchcard: Credit-based visits

3. Fill in the basic information:

   • Name: e.g., "Unlimited Monthly"
   • Description: What's included
   • Setup Fee: One-time joining fee (optional)
   • Charge Amount: Regular price

4. Configure billing (for Recurring plans):

   • Interval: Monthly or Weekly
   • Billing Day: When to charge

5. Click Save

Quick Start Example

Create an "Unlimited Monthly" plan:

• Type: Recurring
• Name: "Unlimited Monthly"
• Charge Amount: $99
• Interval: 1 Month
• Billing Day: Purchase Date

See the Membership Plans Guide for detailed configuration options.

Step 2: Add Your First Member

Location: Memberships → Members → Add Member

1. Click Add Member

2. Enter member details:

   • Full Name (required)
   • Email (required - used for login and notifications)
   • Phone Number (recommended)
   • Additional fields as needed

3. Click Save

Step 3: Assign a Membership

After creating the member:

1. Go to the member's profile
2. Click the Memberships tab
3. Click Assign Membership
4. Select the membership plan you created
5. Choose the payment method:
   • Card (requires Stripe and saved card)
   • Cash (for in-person payments)
   • Bank Transfer (or other custom methods)
6. Set the Start Date
7. Apply a discount if applicable
8. Click Assign

Step 4: Process Your First Check-In

Location: Memberships → Check-Ins

Option A: Manual Check-In

1. Navigate to Check-Ins
2. Search for the member by name or email
3. Click Check In
4. Confirm the check-in

Option B: QR Code Scan

1. Navigate to Check-Ins
2. Click the Scan QR button
3. Member shows their QR code from the mobile app
4. Scan to check them in

success

You've completed the basic setup workflow. Your gym is now ready to operate with FineGym!

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Next Steps

Now that you've completed the basic setup, explore these features to get more from FineGym:

Recommended Next Steps

1. Set Up Classes - Create your class schedule and let members book
2. Configure Email Templates - Customize member communications
3. Add Digital Documents - Create waivers for members to sign
4. Import Existing Members - Migrate from your old system
5. Add Staff Members - Give your team access

Learn More

• Membership Plans Guide - Deep dive into plan configuration
• Members Management - Managing member profiles and operations
• Payments & Invoices - Understanding billing and transactions
• Reports & Analytics - Track your gym's performance

Get Help

• Email Support: Available on all plans
• Priority Support: Available on Growth plan
• Documentation: You're reading it!