Frequently Asked Questions

Sign up, add your gym's details, and you'll land in a guided setup: create membership plans, invite staff, and optionally import your existing members. Most gyms are fully set up within a day.

Yes. You can start on our free plan or trial to explore member management, billing, and attendance before committing to a paid tier. No credit card is required to get started.

Yes. Our team can help you import your existing members, active plans, and history so you don't lose anything when switching from a spreadsheet or another gym management tool.

No, WellbeSync runs entirely in the browser on any phone, tablet, or desktop, so you can manage members, billing, and attendance without extra hardware. If you want automated check-in, we support biometric attendance devices that sync directly with your account.

Most gyms are live within a day. Higher-tier plans include a dedicated onboarding call to help you configure plans, roles, and reminders correctly from day one.

Yes. Create multiple plan types, set validity, pricing, and session limits, and let WellbeSync track consumed vs. allotted sessions automatically. Renewal reminders go out before a plan expires.

Yes. PT plans can be sold separately from gym memberships. Trainers can log sessions, request slots, and the system tracks how many sessions a member has used versus what they've paid for.

WellbeSync tracks plan validity and can automatically send renewal reminders via WhatsApp, SMS, or email before expiry, so front-desk staff aren't chasing renewals manually.

An active member is anyone with a current, active membership or session-based plan. You aren't charged for leads, cancelled members, or archived profiles sitting in your database.

Yes. You can configure your GST details once, and WellbeSync will apply GST automatically on invoices and receipts for members and for your own subscription billing.

Yes. The expenses module lets you log and filter operating costs so you can see revenue and expenses for each gym in one place, rather than in a separate spreadsheet.

Staff can mark member attendance directly from the dashboard, or check-ins can be captured automatically through a connected biometric attendance device. Staff attendance is tracked the same way.

Yes. WellbeSync integrates with compatible biometric/AI attendance devices installed at your gym. Once configured by your account admin, member and staff check-ins sync automatically into your dashboard.

Yes, gyms with a connected attendance device can trigger a remote door unlock from the dashboard, useful for staff who need to let a member in without walking to the entrance.

Yes. Assign staff to specific gyms, define slots, and manage PT session requests. Trainers get a focused view of their schedule; owners and managers see everything across every gym.

Staff with the right permissions can add or correct attendance entries manually for both members and staff, so a missed device scan doesn't throw off your records.

Yes. The enquiries module lets you log prospective members, schedule follow-ups, add notes, and track a lead from first contact through to a paid membership, so no walk-in or call gets lost.

WellbeSync sends automated and manual messages over WhatsApp, SMS, and email. You can use these for renewal reminders, payment follow-ups, and general announcements to your members.

Yes. You can send bulk messages to filtered groups of members, for example everyone whose plan expires this week, or everyone at a specific location.

Yes. Renewal reminders, payment notices, and other automated messages use templates you can edit, so the wording matches your gym's voice instead of a generic default.

Yes. Automation settings let you configure rules so reminders fire on a schedule (e.g. a few days before a plan expires) without staff needing to trigger them each time.

Yes. Higher-tier plans let you manage multiple gyms from a single account and dashboard, with staff, members, and plans scoped per location and combined reporting across all of them.

Access is role-based. Owners and managers see everything; staff and trainers see only what's relevant to their job. Role permissions are fully configurable, so you decide exactly what each role can view or edit.

WellbeSync provides reports across memberships, revenue, attendance, staff, and enquiries, with export options, so you can review performance per gym or across your whole account.

WellbeSync is fully responsive and works on any device, phone, tablet, or desktop, without a separate app install, so your team can work from the front desk or the gym floor.

Yes. As you grow past your current plan's limits, WellbeSync will prompt you to upgrade, and charges are prorated so you only pay the difference for the time remaining.

Yes. We use encryption for data in transit and at rest, follow security best practices for authentication and access control, and back up your data regularly.

No. WellbeSync is billed on a recurring plan you can cancel at any time. We believe you should stay because the product works for your gym, not because you're locked into a contract.

Plan pricing is transparent, with no hidden fees. For larger accounts that need custom data migration or multi-location rollout, we can discuss one-time onboarding support separately.

All plans include support via chat and email. Higher tiers get priority support and a dedicated onboarding call to help you configure plans, roles, and automation correctly.

You can submit a support request, bug report, or feature request directly from your account, and our team will follow up. For anything urgent, chat and email support are also available.

Yes. Use the "Request a demo" form on our website and we'll get back to you within 1–2 business days to schedule a walkthrough tailored to your gym.