About the business
I own a gym with about 400 members and one front desk.
The problem
Our billing system and our door system were two separate lists. When a payment failed, the door still opened.
The front desk was meant to check names by hand on busy evenings. Often they didn't. And honestly, staff hated stopping a regular at the door over money.
What we did
We asked for billing status to drive door permission.
But not instantly. A card can fail for a dozen innocent reasons, and locking out a paying member over a bank glitch is the fastest way to lose them. So the rule works like this:
- A payment fails, and the member gets a message the same day.
- After a grace period that I set, the door shows a friendly refusal, and the front desk screen shows the reason.
- The desk can override once, with a note.
Staff and trainers stay on a separate list, untouched by billing.
The result
Nobody checks lists by hand anymore. Members who've paid are never stopped. The conversation about an unpaid fee happens at the desk, privately, with the facts on the screen.
And I decide the grace period, not a salesman.
If sharing fobs is your problem rather than unpaid fees, this is how another gym fixed it.
Members still getting in after their payments stop? Tell us which billing system you use. We'll tell you how to link it to your door, grace period included.
Free door-by-door access review
Send us your door list, or just tell us what's behind each door. We'll reply with the weak spots and what to fix first, cheapest first.
- Free
- Reply within 24 hours
- No obligation