Why a gym needs gym management software, not a notebook
A small or mid-sized gym runs on details: whose membership ended, who owes money, who walked in today, whose plan is frozen and when it resumes. In a notebook or spreadsheet, every day brings a wrong entry, money that slips away or a membership that gets forgotten. Gym management software ties each member to the plan, attendance, payments and trainer in one place, so “should this member come in?” is answered in a second.
Members and memberships
Every member has a code and a file: name, phone, gender, birth date, membership type (gym or swimming), activity, trainer and sales rep. Plans are daily, weekly, monthly, 3-month, 6-month, yearly and per-session; price and amount paid are set at registration and the rest becomes the member’s balance. Search any member by code, name or phone and see their status (active, stopped, expired) on one screen.
Check-in by code — the software refuses the mistakes
The front desk types the member code (or scans a barcode) and the software decides. It records the visit when everything is fine and refuses with a clear message when:
- the code does not exist;
- the membership has expired (and tells you on which day);
- the membership is currently stopped;
- the member was deleted;
- the sessions are used up (per-session plans deduct one session per visit);
- the member already checked in today — it asks before recording a second visit.
If the member owes money, an alert with the amount appears at the door so you can collect it.
Renewals, collection and balances
Renewing an active membership continues from its end date and an expired one starts today; outstanding payments are collected from one screen and recorded on the member and on the cash box. If a member pays more than they owe, the software collects only what is due and shows the difference before you confirm. It blocks deleting any member who has a balance — settle first, by collecting or by withdrawing the membership. A member statement with paid and remaining amounts is one click away.
Stop, re-activate and withdraw a membership
A member who travels or is ill can be stopped (a reason is mandatory and recorded); the software keeps the remaining days and excludes the member from check-in and alerts. Re-activating resumes from the same remaining days. If a member wants out, withdrawing the membership refunds what was paid and closes the file while keeping the code.
Swimming and classes
For academies and pools: classes with a maximum capacity, a captain and a weekly schedule (day, start and end time); swimming members are registered on a class. The same software serves gym and swimming in one club.
Trainers, staff and sales reps
Staff check-in and check-out, payroll (monthly, weekly or daily) with bonuses, deductions and advances, and commissions for the sales rep who signed the member. All in the same software, so month-end needs no spreadsheet.
Shop, products and stock
If the gym sells drinks, supplements or apparel there is a barcode point of sale, items and warehouses, purchase invoices and suppliers, and sales and purchase returns — no second program needed.
Expenses, cash box and reports
- Expenses are recorded against the cash box, and the software warns you if an expense is larger than the drawer balance.
- Shifts, a cash box and a daily ledger show where every payment came from.
- Dozens of ready reports and receipts to print (A4 and 8 cm thermal sizes).
- Membership-expiry alerts before memberships end, so you can contact the member.
WhatsApp for members (optional module)
The WhatsApp module lets you message one member, or send one message to all members with a single button, with ready templates and auto-replies. It protects your number: a visible count before sending, a confirmation step, spacing between messages and a stop button. It is enabled on the licence separately — ask the sales team. Details on the WhatsApp marketing page.
Your data stays on your machine — and it works offline
The database is local on the gym’s computer and the software keeps working without internet after activation. It has automatic backups at sign-in, manual backup and restore protected by the manager’s password, per-user permissions (who deletes, who edits, who sees reports) and a light or dark interface with ten colour palettes.
A working day at the gym
- Morning: the front desk records check-ins by code; expired and stopped members are refused.
- During the day: a new member signs up and pays part, the shop sells, expenses are recorded against the cash box.
- Before closing: collect balances and renew expired memberships.
- End of day: close the shift and read the day’s report: income, expenses and attendance.
How to download and install the gym software
- Download the package (a ZIP of about 124 MB) with the download button on this page or from the download page.
- Unzip it into a folder on the gym’s computer (for example
C:\SoliqGym) and runSoliqGym.exe. The program is signed as Soliq Software. - Enter the serial: on first run it asks for an activation serial, which you get from the SOLIQ team (trial or subscription). Activation needs internet once and ties the licence to the computer.
- Sign in with the first-run credentials that come with your serial and change the password in Settings.
- Moving a running gym: if you have an older version, put the old database file (
MatrixSales.dborSoliqGym.db) next to the program before the first start — it is copied automatically and the original is left untouched.
Requirements: Windows 10 (version 1803 or later) or Windows 11, and internet only for activation. For remote installation help our team can set it up with you over AnyDesk — message us on WhatsApp.
How much does gym management software cost?
The download is free and activation uses a serial from SOLIQ, depending on the licence that fits your gym (number of users and optional modules such as WhatsApp). Contact sales on WhatsApp or from the contact page for a clear quote with no surprises, or book a free demo and we will show you the software on your own business.