Gym owners and front-desk staff
Gym management software: fewer arguments at the desk, money in your own account
MoveBase is built for a gym that keeps separate hours for groups of members, sells «12 visits» and takes money at the desk; and if it already has a ZKTeco access terminal, MoveBase is designed to work beside that device. The gym console runs in the browser on the front-desk computer, in Persian or English. Members who want it see their check-in code, membership, time slots and classes in the app, which also opens in a phone browser.
Check-in
Every entry is either recorded or refused with its reason written down
The member shows the check-in code in the app, or the desk searches their name, or the member scans the location's code with their own phone. If the membership has ended, the visits are used up, it is not their slot or the code was already used, the console writes exactly that in plain words and names the next slot. The desk has nothing to guess.
- The member's check-in code is short-lived and works once; a screenshot lets nobody in
- A handheld scanner that reads QR codes works in keyboard mode, even with the keyboard set to another language
- Each location has its own desk, and the desk's location choice is remembered
Time slots and visits
Women's hours, men's hours and any group you name
You create the groups yourself: women, men, children or whatever your gym calls them. You set each location's slots for every weekday, and from then on MoveBase lets a member in only during their own group's slot; if an access terminal opens the door outside the slot, that entry is recorded in the check-in list with a warning. A member booked on a class is let in for that class even outside their slot.
- A visit plan counts one visit a day by default; switchable to one per check-in
- Members see their own slots in the app
- A location with no slots is open to everyone
Money
Membership money goes into the gym's own account
Only the owner enters the gym's own payment-gateway merchant id, and it is stored encrypted. A member renews in the app or joins from the gym's public page, and the money goes straight to your account; MoveBase never holds it and takes no percentage. Cash, card-reader and bank-transfer payments are recorded at the desk, and mistakes are voided, never deleted. Online payment is built for Zarinpal, the gateway Iranian gyms use; elsewhere, start with desk payments and tell us which gateway you use.
- An in-app payment request for a member whose membership is ending
- Revenue reports by month, plan and payment method
- CSV export of every report
Your current device
Keep the ZKTeco terminal you already have
MoveBase is designed for ZKTeco terminals over the PUSH protocol and starts in observe-only mode: it reads and records entries and writes nothing to the device. The device's existing users are never touched. For a terminal with no cloud connection, a small program on the gym's computer reads it over the local network. MoveBase never stores a face or a fingerprint, and if the device sends one anyway it is discarded unread.
- Before MoveBase writes anything to a device (managed mode), the console shows the consequences and asks the owner or a manager for an explicit confirmation
- MoveBase puts nobody on a device for face entry without that person's own separate consent; the QR code, the card and the desk always remain
- The device connection has not been tested on real hardware yet; we go through this with you in the demo
Classes, messages to members and the member app
Three more parts of the console, each with its own page.
Group classes with booking and a waitlist
Group classes with capacity, booking and a waitlist in the member app; a free spot goes to the next person and you set the no-show rules.
Messages to specific groups of members
Message memberships that are ending, members who have not visited for a while, the members of one location or one slot group; you see the audience and the message count before sending. Linked members get it in the app; SMS delivery runs through an Iranian provider today.
The member app
A member who wants it has their check-in code, membership, time slots, classes and online renewal in the phone's browser; nothing to install.
Rules a gym can rely on
The doors never close
If the gym's own plan bill runs late, only management becomes read-only after the grace period; member check-in, viewing, exports and every member's app keep working.
Every opening of a record is logged
Each time a staff member opens a member's record it is logged, and the member sees the same list in the app. It cannot be switched off.
Team roles
Owner, administrator, manager, front desk and coach, each with only what they need. Someone removed from the team loses the console on their next click.
The gym's data belongs to the gym
You import your current members from a CSV file and export everyone whenever you want.
Getting a gym started
Four steps, in the order the console takes them.
- 1
Sign the gym up
You sign up in the gym console and create the gym and its first location; the plan you chose on the pricing page comes with you.
- 2
Set it up in the console
You prepare locations, plans and prices, time slots, and member cards from a CSV file.
- 3
Invite the team and the members
You invite your colleagues to the team and switch online payment on with the gym's own Zarinpal account. The gym's public page appears after our review.
- 4
The first day at the desk
Members are invited by link or by a QR code at the desk, and from that day they come in with their check-in code or by name search.
Gym owners' questions
How do we bring in our existing members?
From the CSV file Excel saves, with headers in English or Persian: name, mobile, email, slot group and, if you want, each person's current membership (plan name, start and end dates, visits used). The console assigns card numbers in sequence. Before anything is written you see a preview of every row and its problems. Past payments are not imported. Until a member accepts the gym's invitation in the app, their card lives only in your console.
We have several locations. Does MoveBase fit?
Yes. Each location has its own address, opening hours, time zone and time slots, a plan can cover all locations or some, and each location has its own desk. The number of locations depends on the gym's plan.
What does front-desk staff see?
Check-in, members, renewals, recording payments and freezes; not reports or money totals. A manager sees more, and money totals only if the owner allows it.
Does our gym see members' workouts?
No. The gym sees only its own member card, memberships, entries, payments and staff notes. A member's training, weight, photos, nutrition and chat with their coach are never shown to the gym, and the member sees the same list in the app.
What if the gym's internet goes down?
The gym console runs in the browser and needs the internet; until it is back, entries are not recorded in the console and the desk works by hand for a while. A ZKTeco terminal decides on its own and opens the door. The QR gate we have designed (not yet tested on hardware) does not open the door during an outage and sends the member to the desk.
Do the gym's name and logo appear in the app?
On plans that include it, the gym's display name, logo, colour and cover picture are shown on "My gym", on the check-in code, in the console and on the public page. A gym can also request its own branded app from the console; we prepare and publish it by hand, and no branded app has been published so far.
What does it cost to start?
A gym pays its plan in advance, monthly or yearly, with no long-term contract and no percentage of its membership money. Pricing for your region is on request: tell us your country, member count and locations in the demo call. If the founding period is open, a gym approved during it uses its plan free for its first months.
Which currency and payment gateway do you support?
Membership plans are priced in Iranian Rial in the console today, and online payment is built for Zarinpal, the gateway Iranian gyms use. Cash, card-reader and bank-transfer payments can be recorded at the desk anywhere. Other currencies are not switched on yet; tell us your country in the demo and we will say what works for you today.
See the gym console on sample data
A sample gym with three months of history, yours alone and with no sign-up: record check-ins, write to members and pay a sample invoice. Nothing is sent, and the sample is removed after a few hours. If you would rather go through how your gym works with a person, we answer during working hours.