Stop chasing payments by hand

Automatic gym fee and renewal reminders on WhatsApp

Gym Management Soft works as a gym fee reminder app that messages your members for you. Before a plan ends, members get a renewal reminder on WhatsApp, email and push notification, and every new invoice is sent to them automatically. No more scrolling through a notebook each morning to work out who is due.

Start free, no card $1 per active member

1Add member contact detailsSave a WhatsApp number or email for each member so reminders have somewhere to go.
2Start their subscriptionsPick a plan and start date. The system now knows when each membership ends.
3Let reminders go outRenewal reminders and new invoices are sent automatically on WhatsApp, email and push.

Automatic WhatsApp gym renewal reminders

Most of your members already live on WhatsApp, so that's where reminders reach them. When you add a member's WhatsApp number, Gym Management Soft sends them the messages that matter, without you opening your phone: their login when the account is created, a note when their subscription is activated, each new invoice, and a renewal reminder before their plan ends. You don't copy and paste the same message to thirty people at the end of the month. The reminders go out on schedule whether you're at the gym, at home or on holiday.

Account created
Subscription activated
New invoice
Renewal reminder before the plan ends

Gym membership expiry reminders before the plan ends

The best time to remind a member is before their plan runs out, not after. Every subscription has a start date and a period, so the system knows exactly when it ends and sends a renewal reminder ahead of time. The member arrives ready to pay instead of finding out at the desk that they've lapsed. Timing matters here: PushPress notes renewal is one of the moments members are most likely to quit (PushPress). A friendly nudge before the date makes renewing the easy choice.

Sent before the plan ends
Works for daily, weekly and monthly plans
No list to check each morning

Email and push notifications on top of WhatsApp

Not every member reads WhatsApp straight away, and some prefer email. Each reminder can go out on three channels: WhatsApp, email and push notifications. Push notifications arrive on the member's phone through the installed member app, the same way a message from any other app would. Members who joined with only an email address still get their reminders by email. Using more than one channel means a busy member is far less likely to miss the one message that keeps their membership running, and you don't have to chase them later.

WhatsApp, email and push
Push through the installed member app
Email for members without WhatsApp

Every invoice delivered automatically

Reminders work best when paying is easy. At the end of each period, the next invoice is generated and sent to the member automatically, with your logo and your payment methods on it, such as your bank account or mobile wallet number. They know what they owe and where to send it. This helps with a problem many gyms underestimate: Gymdesk reports that 10 to 25% of cancellations are involuntary, from failed or forgotten payments (Gymdesk). An invoice that reaches the member on time prevents many of those. See the billing software.

Next invoice sent at the end of each period
Payment details on every invoice
Fewer forgotten payments

You decide when notifications go out

Automatic doesn't mean out of your control. The owner can turn notifications on or off, for example while you're still entering your existing members and don't want anyone messaged until you're ready. Once they're on, the system takes care of timing, and you stop being the person who has to send awkward money messages. Your front-desk staff don't have to keep a reminder list either. They can spend that time on the people who are actually in the gym, and on the few members who need a personal conversation about an unpaid invoice.

Owner can switch notifications on or off
No manual reminder list
Staff time back for members in the gym

Why automated gym fee reminder messages beat manual ones

Chasing fees by hand is slow, inconsistent and a little uncomfortable. Some months you remember everyone; other months a few slip through and you only notice when the money is short. Asking a member you see every day for money can also feel personal. Automated reminders are the same polite message, sent at the right time, to every member, every period. Nobody gets singled out and nobody gets forgotten. If you still want to send personal follow-ups, we've written 20 gym fee reminder message templates you can copy.

Consistent every period
Nobody forgotten, nobody singled out
Less awkward than asking in person

$1 per active member. Every feature included.

Free sign-up, no credit card, no contract. A 40-member gym pays $40 a month.

See pricing

FAQ

Fee reminders: common questions

Can a gym send fee reminders on WhatsApp automatically?

Yes. With Gym Management Soft, members who have a WhatsApp number on file automatically receive renewal reminders before their plan ends, plus each new invoice. The same messages can also go by email and push notification.

When are membership renewal reminders sent?

A renewal reminder is sent before the member's plan ends, so they can pay before it lapses. When the period ends, the next invoice is generated and sent to them automatically.

Do members need to install an app to get reminders?

Not for WhatsApp or email reminders. Push notifications need the member app installed on their phone, which they can do from the browser without an app store.

Can I turn automatic reminders off?

Yes. The owner can turn notifications on or off. You might leave them off while you enter your existing members, then switch them on once everything is set up.

What should a gym fee reminder message say?

Keep it short and friendly: the member's name, the plan, the due date and how to pay. For ready-made wording, see our gym fee reminder message templates.

Keep exploring

Your gym on autopilot, starting today

Start free See pricing