XFitness ERP
An ERP for fitness clubs, gyms and sports sections — the whole business under control in one solution. It automates every core process, from member records to finance and stock. It comes with a client mobile app, a staff workspace app and an app for trainers.
applications in one system
modules in the main program
modules in the Work zone app
Pro plan, 30 days
The XFitness client app
The four screens a member opens most often: attendance analytics, memberships, gym entry and notifications. All of it runs on the data captured by the QR scan at the door.
Attendance analytics
The attendance analytics screen helps every member track their training, follow their progress and build habits that stick. The analytics are based on the QR scan at the entrance, so the figures are exact and update in real time.
Seeing the results of their own discipline in numbers is what keeps people from skipping sessions. It is easy to spot when they train most and when they train least, and to adjust the week accordingly. The analytics screen turns training into something deliberate and measurable.
- Data from the QR scan at the door, in real time
- The member’s progress and discipline in numbers
- A clear picture of their own training schedule
XFitness memberships
XFitness gives your club a digital way to run memberships. The memberships screen in the client app lets members browse every available package, buy online and see all the current information without involving an administrator.
The full list of memberships with a short description — all in one place, with no need to walk up to reception. Tapping any of them opens the training schedule, the price and payment terms, the number of sessions, the validity period and a detailed description of what is included: group classes, the free-weights area, the pool, personal training and so on.
The memberships screen is not merely a list of services, it is a sales tool. You make choosing and buying simpler for the member, and you build trust in the brand through transparency, convenience and speed.
Entry without an administrator
The gym entry feature in the XFitness mobile app automates access to the club and the recording of visits. Members walk into the training area themselves by scanning a QR code — no queues, no plastic cards, no administrator involved.
What that gives your business: full control over access, automatic attendance records, saved staff time and accurate analytics. For the member it is simple and modern — nothing to carry, nothing to explain at the door. For the club it means clear order, lower costs and more trust in the system. The entry screen is the key to honest attendance records and fair use of memberships.
Notifications and staying in touch
The notifications screen in the XFitness client app is each member’s personal information centre. System messages, marketing reminders and important club news all arrive here automatically. For you it is a continuous line to the member that needs no staff time.
What the member sees: a reminder that their membership is running out, with the option to renew in a couple of taps; nudges such as “you have not been in for 5 days” or “2 more sessions to your goal”; offers and promotions — new memberships, discounts, bonuses, open days; and personal reminders about a session, a booking with a trainer or an expiry date.
XFitness keeps members up to date, reminds them about you at the right moment and sells more — automatically.
The main program
The core of the system for the owner and management: members, memberships, finance and staff in one window, with live analytics and a full audit log.
Member records module
The member records module is the foundation of running a fitness business well. It holds everything about each member: their visits, memberships, financial transactions, documents and interactions with the club. It is not a list of names but a digital member card that lets you analyse behaviour, build personal offers, communicate effectively and keep an eye on service quality.
Exact dates and times of entry to the gym. A visit chart for any period you choose. The full history of memberships bought: type, duration, number of sessions, start and end dates.
The member records module in XFitness is a powerful instrument for building loyalty, predicting behaviour and increasing lifetime value. It brings everything together — from statistics to a personal approach — in one convenient window.
Membership management module
The membership management module is the strategic tool for running your club’s entire membership system. Here you control the range of memberships in full, follow sales dynamics, edit the terms and make decisions on live analytics.
A catalogue of every membership the club offers, creating and editing them, sales analytics, and integration with the client app. Every change appears in the mobile app instantly — the member sees the current offers, the validity dates and the sessions left.
The membership module is the heart of fitness sales. You always know what is being bought, when it is bought and who is selling it. And, most importantly, you can adapt your products to the market, the season or your members’ needs. With XFitness you run a stable system rather than chaotic sales.
Finance module
The finance module is the key instrument for transparent, accurate and prompt accounting of every cash flow in your fitness business. It shows the club’s whole financial picture in one window — from daily transactions to strategic sales analytics.
A log of every transaction, accounting for cash and card payments, filtering by date, cashier and payment type, plus sales analytics. You see what is happening with the money right now: which products bring revenue and which do not. With XFitness you know where the growth is and where the dip is. Every action is tied to a specific employee, and every change is tracked.
XFitness gives you complete financial transparency, real analytics and full control over the club’s income.
Staff records module
The staff records module is a full HR system inside the XFitness ERP, built for managing people, payroll, working time and financial dealings with every employee. You get complete control over everyone in the club, from the administrator to a personal trainer.
A single staff database with access to each profile: position, start date, access level, contact details, payment history. Flexible shift planning, working-time control, records of lateness, days off and sick leave. Fixed salaries, hourly rates, percentages of sales and individual bonuses. Automatic payroll for any period. Payments, advances, penalties and bonuses — every transaction stored and filterable by date and by employee.
The staff records module in XFitness means discipline, control and transparent motivation. With us you run a system rather than chaos.
The XFitness staff workspace
A tablet app for reception and the bar: sales, cash desk, member access, issuing memberships and stocktakes — all synchronised with the main program.
Bar module
The bar module is a modern point-of-sale solution built for running the bar in your fitness club comfortably and efficiently. Everything works from a tablet — the interface is self-explanatory and the features are worked out down to the detail. This is not simply a till: it is an automated service area integrated with the whole XFitness ERP.
Selling items with one tap, attaching a member to a bill, up to 15 open bills at once, a locker-key system, and opening and closing the shift. With the bar module the drinks and accessories area becomes an effective part of the business — one that not only serves people but generates profit.
The bar module in XFitness means fast service, automation and full accounting straight from a tablet.
Cash desk module
The cash desk module in the staff workspace is a dependable tool for handling financial operations at reception or at the bar. Every cash movement is recorded to the penny, synchronised with the main ERP and visible to the manager online.
The system produces receipts, cash-in and cash-out orders and the shift close with no manual work. You do not need to watch every coin — the system does it. The XFitness staff workspace brings order to the finances, discipline among the staff and transparency for the business.
Members module
The members module in the staff workspace is the administrator’s key tool: it shows in real time who is in the gym, lets them manage access and react quickly to any situation. At any moment you can see exactly how many people are in the club.
Everything done with members is recorded automatically in the main ERP: finance, memberships, analytics. The module strikes the right balance — speed and convenience for the administrator on one side, precise records and control for you as the owner on the other. Every member accounted for, every entry controlled: a module that works for your security and your revenue.
Memberships module
The memberships module in the staff workspace is built for fast, comfortable work at reception. It lets the administrator complete a sale, register a new member and activate gym access instantly, straight from a tablet — no extra steps, no complicated screens.
In a few taps the administrator picks the right membership type, links it to the member and records the payment, all from one screen. If someone has come for the first time, they can be registered on the spot from within the module, with no jumping between screens. Duration, number of sessions, access to groups or to a trainer — all of it is easy to set up for the individual.
The memberships module turns reception into an effective front office for sales and service. Minimum time, maximum result.
Stocktake module
The stocktake module in the staff workspace makes checking bar stock as simple, fast and transparent as it can be. Everything runs from a tablet — no paper reports, no items that quietly disappear, no editing by hand.
The administrator picks the product categories and enters the actual quantities; the system compares them against the balances in the database automatically. Every completed stocktake is kept with its exact date, time and the employee responsible. Once a stocktake is closed it cannot be deleted or edited — that is what makes the result honest and keeps your stock safe. The results go straight to the main program, so you can see the data online wherever you are.
A stocktake without chaos and control without compromise. You know what you have, you see what is missing, and you know who is responsible.
XFitness plans — for clubs of any size
The Pro plan opens every module of the main program and the staff workspace, plus the client app and the trainer app, with no limits.
Pro
“Main program”
- Members module
- Memberships module
- Gym floors module
- Bar module
- Finance module
- Staff module
- Stock module
- Users module
“Staff workspace app”
- Bar module
- Cash desk module
- Receipts module
- Training module
- Members module
- Memberships module
- Stocktake module
“Client app”
- No limits
“Trainer app”
- No limits
One system, four apps, one invoice
The plan covers the whole system: the owner works in the main program, reception and the bar work in the staff workspace on a tablet, the member uses the mobile app and the trainer has their own. The data is shared, so a change shows up everywhere at once.
Updates, hosting in XPro’s own data center, backups and support are all included in the monthly fee.
client app and coach app users
every change is instantly visible in all apps
hosting, backups and monitoring included
onboarding, staff training, SLA
We will show the system on your own processes
A 30-minute demo: we create one of your memberships, sell it through the staff workspace and watch how it looks in the client app and in the finances.