Front desk and the Register

Open “Register” in the menu. If the club has several branches, the chips at the top choose the branch: stock and the cash drawer are counted per branch.

• “Products”: a tile for each product on sale at this branch, with its price. A product with stock tracking also shows how much is “In stock” at this branch: the receipt can’t hold more than that, and when nothing is left the tile shows “Out of stock” and can’t be added. A product without stock tracking, such as a drink made at the bar, is always available.
• “Receipt”: what the guest is buying, with quantities, the subtotal, a discount, tax if the product carries it, and “To pay”.
• “Cash drawer”: how much cash should be in the drawer today, “Expected”: every cash payment taken at this branch, at the Register and on the member card for a membership, a renewal or a membership fee.

1. 1Press “Add product” on the Register, or open “Plans & products” → “Products” and press “Add”.
2. 2Enter the “Name”, the “Selling price” and, if you like, the “Cost price”, which is for margin reports and never shown to members. Choose a “Category” or type a new one.
3. 3Optionally add an “SKU” and a “Barcode”: put the cursor in the field and scan the item. A barcode can belong to one product only.
4. 4For goods you count, keep “Track stock” on, enter the “Opening stock, pcs” and choose the branch in “Held at branch”; for a drink made at the bar or a service, turn it off. Press “Create product”.

“Plans & products” → “Products” lists every product with its category, price, cost price and stock across all branches; a product without stock tracking shows “Not tracked”. Press a product’s name to open its page: there you change any of these fields, “Sold at”, “Fulfilment” and “Track stock”, and press “Save changes”. Untick “On sale” to archive a product: it disappears from the Register, stays in past sales and receipts, and shows “Archived” in the list.

You can also bring a whole price list over from a file — see the data import guide.

The “Stock” card on a product’s page shows how many pieces each branch holds. Stock changes only through deliveries, corrections and sales, so each branch’s shelf always matches its history.

1. 1When a delivery arrives, press “Receive stock”, choose the “Branch”, enter the “Quantity received, pcs” and, if you like, a “Note” such as the invoice number or supplier, then press “Receive”.
2. 2After a stock count, or when something is damaged or expired, press “Correct stock”, choose the “Branch”, enter how many are “Actually on the shelf, pcs” and the “Reason”, then press “Save count”. The shelf becomes exactly that number; if it already matches, nothing is written.

“Stock history” lists the latest movements — opening stock, deliveries, corrections and sales — with the branch, date, who made them and the note or reason.

1. 1Tap products to add them to the “Receipt”; change quantities with − and +.
2. 2Optionally find the buyer in “Member” by name or phone, so the sale shows on their member card.
3. 3If needed, enter a “Discount” in percent or as an amount.
4. 4Choose how the guest pays: “Cash”, “Card (QR)” or “Terminal”.
5. 5For cash, type what the guest handed over in “Tendered” to see the “Change”, then press “Take payment”. For the terminal, take the card on your own bank terminal first, then press “Take payment” to record the sale.

The sale appears in “Revenue” → “Transactions” as “Product sale”, and this branch’s stock goes down. Stock is checked again when you take payment: if the last pieces were sold at another register in the meantime, the sale isn’t recorded and the Register says which products are short and how many are left. “Clear” empties the receipt without selling.

Card payments at the desk go to the club’s own Stripe account, and no card reader is needed: the guest scans a QR code and pays on their own phone by card, Apple Pay or Google Pay.

1. 1Build the receipt, choose “Card (QR)” and press “Show QR code”.
2. 2The guest points the phone camera at the code and pays on the club’s Stripe page. The screen shows “Waiting for payment…” and how long the page stays valid.
3. 3When the money arrives, the screen shows “Payment received”: the sale is recorded and the stock updated. If the card is declined, the guest can try another card on the same page.

• The QR option needs Stripe connected in “Settings” → “Payments”, a club currency Stripe accepts and a receipt above the card minimum; otherwise take cash or use the terminal.
• “Cancel payment” closes the page and voids the sale; the receipt stays on screen so you can take it another way.
• If money still arrives for a voided sale, the payment is marked “Needs refund” in “Settings” → “Payments”: refund it to the guest in the club’s Stripe Dashboard.
• Stock is checked when the QR code is shown, but it isn’t held while the guest pays. A payment that arrives after the last piece was sold elsewhere still completes the sale, and the shelf goes below zero until you correct the stock.

1. 1Open the member card in “Members” and press “Sell membership”.
2. 2In “Choose a plan” pick one of the plans on sale.
3. 3Check the “Price”, which you can change for this sale, the “Starts” date and the “Discount” in percent or as an amount; the discount never applies to the signup fee.
4. 4Choose the “Payment method”, “Cash”, “Terminal” or “Card online”, and set “Auto-renew”.
5. 5Turn on “Paid now” if the money has been taken, check the “To pay” panel and press “Sell”.

The “To pay” panel lists the plan, the signup fee and any membership fee due with this purchase, when the period ends and how many sessions are included. The payment method only records how the money was taken: this form doesn’t charge a card.

If the money hasn’t been taken yet, leave “Paid now” off: the member card shows the membership as “Awaiting payment” with the amount due. It can be paid later, at the desk with “Accept payment” in cash or on the terminal, or by the member with “Pay now” in the member area. The membership becomes valid once paid; if its start date has passed by then, the period counts from the payment. “Cancel unpaid” closes a membership nobody is going to pay for.

• Register sales appear in “Revenue” → “Transactions” as “Product sale”, and cash sales also in the day’s “Cash drawer”. With a “Member” chosen on the receipt, the sale also appears on their member card under “Transactions”.
• A card payment by QR code with a member chosen appears on their member card under “Online payments” and is refunded from there, like any online card payment.
• A membership sold at the desk appears on the member card under “Transactions” and in “Revenue” → “Transactions”. Cash taken on the member card, for a membership or a membership fee, goes into the branch’s “Cash drawer” for the day.
• When a member pays by card online, on the website or through a payment link, easygym emails a payment confirmation, and the member finds it in the member area under “Payments and receipts”.