Gym membership billing software that collects before the door opens.
Dues that draft on schedule, declined cards recovered by text before they become cancellations, check-in at the door tied to the member's balance, and freezes and cancellations handled the way the law and your contract say - for independent gyms, boxing and martial arts studios.
Reply within one business day · Written scope and fixed price before any work starts
Built on a platform our team runs in production. The U.S. edition is being configured with design partners.
Status as of November 2026. How we label products
Drafts this month
1,412
Declined
96
6.8%
Recovered
71
$4,590
Access paused
9
Open declines
| Member | Plan | Amount | Step | Status |
|---|---|---|---|---|
| L. Ortega | Unlimited boxing | $129 | Retry 2 · card-update text sent | Grace until Nov 16 |
| The Brennan family | Family (3) | $249 | Card expired | Link opened, not paid |
| M. Ito | Fight team | $179 | Grace period ended | Door paused |
| J. Adeyemi | 10-class pack | $140 | Paid via link 07:12 | Access restored |
Today
- Drafts run 06:00214 members · $23,880
- Card-update links sent18 by SMS · 18 by email
- Call list5 members over 14 days
Check-ins today
386
Peak hour
6–7 pm
84 entries
Denied at door
7
Biometric enrolled
71%
Recent entries
| Time | Member | Method | Membership | Result |
|---|---|---|---|---|
| 05:58 | R. Castillo | Fingerprint | Active | Entered |
| 06:03 | M. Ito | Fob | Payment overdue | Denied |
| 06:10 | A. Novak | QR | Frozen until Dec 1 | Denied · frozen |
| 06:14 | Guest of S. Patel | Desk | Day pass | Waiver signed |
Freeze requests
23
Cancellations
31
Saved by offer
6
Net members
+18
Requests
| Member | Request | Channel | Policy result | Status |
|---|---|---|---|---|
| K. Duval | Freeze · surgery | App | 60 days, no fee (medical) | Applied |
| T. Haines | Cancel | App | Last draft Nov 28 | Confirmed by email |
| P. Romero (CA) | Cancel | Online | Same-medium cancel, no fee | Confirmed |
| J. Wu | Freeze · travel | Desk | $10/mo hold fee | Starts Dec 1 |
In short
Agenbord Recur for Gyms & Fitness Studios is membership billing software for independent gyms, boxing and martial arts schools and fitness studios. It runs dues and autopay, failed-payment recovery, check-in with biometric or door access, freezes and cancellations, and a member app. The billing, attendance and door-access engine already runs in production; the U.S. edition, with card and ACH processing and TCPA-aware SMS, is in early access with design partners.
What slows gyms, boxing & martial arts studios down today.
Failed payments quietly turn into cancellations
Cards expire, banks decline, and the front desk sees the list once a month. By then the member has stopped coming, and a $59 decline becomes a lost member and a collections argument.
The door doesn't know who has paid
A member three months behind still badges in at 5 a.m., while a member who paid by text this morning gets stopped at the desk. Check-in data and billing live in different systems.
Freezes and cancellations are handled by mood
One coach freezes a membership for an injury with no end date, another tells a member they must cancel in person. Disputes, chargebacks and bad reviews follow - and state cancellation rules don't care who was on shift.
How the work flows through the system.
Each workflow runs on one shared record, so nobody re-types numbers between steps.
Join, pay and get in
Member → front desk → billing engine → door
- The member joins online or at the desk, chooses a plan (monthly, paid-in-full, family, class pack) and agrees to the renewal terms with an explicit checkbox.
- The first payment and the stored card or bank account are captured; the agreement and terms are emailed.
- The member enrolls a fingerprint or face at the kiosk only after signing a separate biometric consent - or uses a QR code or key fob instead.
- From then on the door opens only while the membership is active and paid; every entry is logged against the member.
Failed-payment recovery
Billing engine → member → front desk
- A draft declines; the processor retries on the schedule you choose (for example day 2 and day 5).
- The member gets an SMS and email with a secure card-update link - no card numbers by text.
- After the grace period you set, door access pauses and the member sees why on the kiosk screen.
- Payment restores access immediately; anything still unpaid after day 14 lands on a front-desk call list with the full history.
Freeze or cancel
Member → member app → owner
- The member requests a freeze or cancellation in the app, by email or at the desk.
- The request follows your written policy: freeze length, fee, notice period, and the last draft date.
- A single retention offer may be shown, but the member can always complete the cancellation in the same session.
- Confirmation is sent in writing, future drafts are cancelled and door access ends on the right date.
What's included in Agenbord Recur for Gyms & Fitness Studios.
Plans & agreements
Monthly, annual, paid-in-full, family, student and class-pack plans with enrollment fees, annual fees and proration.
Autopay & dues
Card and ACH drafts on the member's billing date, with self-updating ledgers and receipts.
Failed-payment recovery
Retries, card-update links by SMS and email, grace periods and call lists - tracked as recovered dollars.
Check-in & door access
Biometric, QR or fob check-in tied to membership status, with a log of every entry.
Freezes & cancellations
Policy-driven freezes and online cancellation with written confirmations and no dead ends.
Member app
Membership, payments, receipts, card updates, check-in QR and freeze or cancel requests.
Ranks & programs
Belt and rank progress, attendance requirements and testing fees for martial arts schools.
Staff & payroll inputs
Coach attendance, class counts and expenses feeding payroll and profitability per program.
Owner dashboard
Members, MRR, churn, recovered payments, attendance trends and revenue per location.
AI that does specific jobs and shows its work.
Every AI feature is tested on your own records before it's switched on, and a person approves anything that moves money or goes to a customer.
Inbox assistant for member questions
Drafts replies to member messages - "why was I charged twice?", "can I freeze for surgery?" - from the member's real ledger and your written policies. Limits: freezes, refunds and cancellations are executed by staff or the member's own request, never by the assistant.
Lapse-risk list
Flags members whose check-ins have dropped sharply or who have a pending decline, so coaches can reach out before the renewal. Limits: based on attendance and billing data only; it suggests, staff decide.
Who it's for and who it isn't.
A good fit if you are
- Independent gyms and studios with 150-2,500 members, single or multi-location
- Boxing, MMA, BJJ and martial arts schools with family memberships and belt programs
- Owners losing members to failed card payments nobody follows up on
- Gyms that want door access to depend on an active, paid membership
Probably not the right fit if you are
- Class-booking-first boutique studios whose main need is a polished booking marketplace
- Franchise brands that must use the franchisor's mandated platform
- Gyms that want a self-serve app they can sign up for today with no setup
Designed around the rules you work under.
Plain-English notes, not legal advice. Software supports your compliance process; it doesn't replace your attorney, CPA or compliance lead.
California automatic renewals and online cancellation
California's amended Automatic Renewal Law (AB 2863) applies to memberships entered into, amended or extended on or after July 1, 2025: express affirmative consent to the renewal, clear cost disclosures, and online cancellation for members who joined online. Separately, California's health studio law lets members cancel in person, by email from the address on file or by first-class mail (AB 2810, 2016). DWT on AB 2863 · AB 2810 enrolled text.
The federal click-to-cancel rule was vacated
On July 8, 2025 the Eighth Circuit vacated the FTC's amended Negative Option Rule ("click to cancel") on procedural grounds, days before enforcement was due to start. State automatic renewal laws still apply, so cancellation flows are configured per state. Fenwick summary.
Biometric check-in consent
Illinois' Biometric Information Privacy Act requires informed written consent before collecting fingerprints or face geometry; a 2024 amendment (signed August 2, 2024) allows electronic signatures and limits damages per person. Biometric enrollment is optional, consent is captured separately, and templates can be deleted on cancellation. Thompson Coburn on the BIPA amendment-in-litigation).
Text-message consent
Payment reminders by SMS need appropriate TCPA consent, and promotional texts need prior express written consent; consent and opt-outs are recorded per member. FCC - TCPA overview. Not legal advice.
What exists today and what's being built.
Runs in production today
Capabilities of the engine this edition is built on.
- Automated scheduled invoicing in two languages
- Payment reminders over WhatsApp
- Digital payment collection with automatic reconciliation and self-updating ledgers
- Biometric attendance and door access tied to membership status
- Staff attendance, salaries and expenses
- Member app and owner dashboard
- Shared inbox with an AI assistant
What this edition adds
In development with design partners.
- U.S. card and ACH processing through Stripe, with retries and card-update links
- SMS and email reminders with TCPA consent records
- State-aware renewal consent and online cancellation flows
- Separate biometric consent capture and deletion on cancellation
- Integrations with U.S. door controllers
- Belt and rank tracking for martial arts programs
Connects to the systems you already run.
Systems we integrate with
Named platforms are examples we build against through their public APIs - not partnership claims.
How it compares - honestly.
Established products are often the right answer. Here's when each one is the better choice.
| Product | What it is | The better choice when |
|---|---|---|
| Mindbody | A widely used booking and business platform for studios, gyms and wellness businesses, with a consumer marketplace app. | Class booking and discovery through a consumer marketplace matter more to you than billing control. |
| ABC Glofox | Gym and studio management software with branded member apps, booking, payments and access control integrations. | You want a packaged branded app and class booking that you can launch quickly. |
| Zen Planner | Membership management software popular with martial arts schools, CrossFit boxes and small gyms. | You run a martial arts or CrossFit-style gym and want an established, off-the-shelf tool with rank tracking today. |
What it costs, up front.
During early access the gym edition is delivered as a configured build on the Agenbord Recur engine at a fixed price, plus your payment processor's fees. Design partners get a reduced build price in exchange for feedback and a reference.
Billing & recovery
From $12k
Plans, autopay, failed-payment recovery, reminders and accounting sync, migrated from your current system.
6–10 weeks
Full gym edition
$25k–$60k
Adds check-in and door access, the member app, freeze and cancellation flows, ranks and the owner dashboard.
3–5 months
Multi-location
$60k+
Several locations with shared or local memberships, consolidated reporting and custom access rules.
Phased
Gyms, boxing & martial arts studios: common questions.
Is the gym edition available today?
The engine - scheduled billing, payment reconciliation, biometric attendance and door access, staff attendance and a member app - runs in production today. The U.S. edition adds card and ACH processing, TCPA-aware SMS, state cancellation flows and U.S. door hardware integrations; it is in early access with design partners.
Which door access hardware does it work with?
The engine runs biometric and door access in production. For U.S. hardware we integrate with controllers that offer an API, and confirm your specific door system before quoting. If yours doesn't, we can recommend hardware that works.
How does failed-payment recovery work without being pushy?
Retries happen on the processor's schedule you choose, the member gets one text and one email with a card-update link, and access pauses only after the grace period you set. Members never send card numbers by text.
Can members cancel online?
Yes. Cancellation is available in the member app, with an optional single retention offer that never blocks completion. Where a state requires it - California's renewal law, for example - online cancellation is mandatory for members who joined online.
Do we need biometric check-in?
No. QR codes and fobs work too. If you use fingerprints or face check-in, consent is collected separately, which matters in Illinois and several other states with biometric privacy laws.
Can we migrate from Mindbody, Glofox or Zen Planner?
Usually. Members, plans, balances and billing dates are imported from exports. Stored cards often can be migrated between processors on request, which avoids asking every member to re-enter a card; we confirm this with both processors first.
What is a design partner?
A gym that adopts the U.S. edition early at a reduced build price, gives structured feedback and agrees to be a reference if the results are good. Terms are agreed in writing before work starts.
Sources
- Davis Wright Tremaine - AB 2863 updates California Automatic Renewal Law
- California AB 2810 (2016) - health studio contracts, enrolled text
- Fenwick - Eighth Circuit vacates FTC's click-to-cancel rule
- Thompson Coburn - Illinois BIPA amendment (2024)
- FCC - Telemarketing and robocalls (TCPA)
- Zen Planner
- Mindbody
Regulatory notes are plain-English summaries, not legal advice.
Early access
Become an early-access customer of Agenbord Recur for Gyms & Fitness Studios.
Early-access customers get a reduced build price, direct input into the roadmap and a fixed scope in writing before work starts. Tell us how you work today and we'll reply within one business day.
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