Weekly Credits Explained
"When do my sessions reset?"
It's a simple question, but in most gym software, the answer is complicated. "Well, it depends on when you signed up... let me check your account... actually I think it's 7 days from your first session, or maybe..."
We fixed this. Every week runs Sunday through Saturday. Every member, every package, every time.
Why Sunday-Saturday?
For Your Members
Maria signs up for 3 PT sessions per week. She knows:
- Her week starts Sunday
- Her week ends Saturday
- She has until Saturday to use her 3 sessions
- Sunday morning, she gets 3 fresh credits
No confusion. No checking her account to figure out "her" week. It's the same as everyone else's.
For Your Staff
When someone calls and asks "how many sessions do I have left this week?" your staff doesn't need to look up individual account settings. They know:
- The current week (this Sunday to Saturday)
- How many credits the member has for that period
That's it. One answer, every time.
For Your Reporting
When you want to see "how many PT sessions happened this week?" you're looking at the same week for everyone. Aggregating data makes sense. Comparing weeks makes sense. Trends are actually meaningful.
How Weekly Credits Work
The Weekly Bucket
When Maria's membership bills, she gets credits organized into weekly buckets:
January Invoice:
├── Week of Jan 5-11: 3 credits
├── Week of Jan 12-18: 3 credits
├── Week of Jan 19-25: 3 credits
└── Week of Jan 26-Feb 1: 3 credits
Total: 12 credits for January
Each bucket is separate. Maria can see exactly what she has available for each week.
Using Credits
When Maria books a session for January 15th (a Wednesday), the system pulls from the January 12-18 bucket. That's it. No confusion about which credits are being used.
What If She Doesn't Use Them All?
Let's say Maria only uses 2 of her 3 credits during the week of January 12-18. What happens to that unused credit?
By default, it expires at the end of Saturday. Maria starts fresh with 3 new credits on Sunday.
This keeps members engaged and booking consistently. When sessions "use it or lose it," people actually use them. Your trainers stay busy. Your members get results.
But Life Happens
Maria was sick. Or traveling. Or had a family emergency. She genuinely couldn't make it.
You can move credits whenever you need to.
Your staff can take that unused credit and move it to any week—forward or backward. Put it in next week's bucket. Add it to the week she's back from vacation. Whatever makes sense for the situation.
The key difference from "automatic rollover":
- Credits don't pile up silently in the background
- Every move is a conscious decision
- Everything is tracked and documented
- You can see exactly what was moved, when, and why
This gives you flexibility without losing visibility. Maria gets taken care of, and you have a complete record of what happened.
The First Week: How It Works
What if Maria signs up on a Wednesday? She's joining mid-week.
Prorated First Week
Maria signs up Wednesday, January 15th. The current week (Jan 12-18) is already half over.
Her first week might be prorated:
- Full week = 3 credits
- Days remaining = 4 (Wed, Thu, Fri, Sat)
- Prorated = about 2 credits
Or you might give her the full 3 credits as a goodwill gesture—your call.
Our default: always round up. If the math says Maria should get 1.7 credits for a partial week, she gets 2. We'd rather give a member slightly more than leave them one session short. It's a small cost that builds a lot of goodwill, and members notice when a gym rounds in their favor.
Full Week Starts Sunday
Regardless of proration, Maria's first "full" week starts Sunday, January 19th. From then on, she's on the same schedule as everyone else.
Monthly Billing + Weekly Credits
Here's where it comes together. Maria has:
- Monthly billing (charged on the 1st)
- Weekly credits (3 sessions per week)
Her January 1st invoice covers January's weeks:
- Week of Jan 5-11
- Week of Jan 12-18
- Week of Jan 19-25
- Week of Jan 26-Feb 1
That's 4 weeks × 3 sessions = 12 sessions for $X.
Why this works well:
- Maria knows she's charged once a month
- She knows she gets 3 sessions per week
- You know all your monthly members bill on the same day
- Everyone's on the same weekly rhythm
See Predictable Billing Dates for more on why we think fixed date billing beats the alternatives.
Moving Credits
This is one of the features gym owners appreciate most. No automatic rollover chaos, but complete flexibility when you need it.
How It Works
- Find the member's account
- See their credits by week
- Select credits to move (from any week)
- Choose the destination week
- Add a note explaining why
- Done
Credit Movement Log:
───────────────────────────────────────
[MOVED 2025-01-20 09:15] 3 credits moved
From: Jan 12-18 (expired)
To: Jan 19-25
Reason: Member illness - missed all sessions
Staff: Amy at front desk
───────────────────────────────────────
What You Can Move
- Expired credits — Bring them back from past weeks
- Future credits — Pull them forward if the member wants to train more now
- Current credits — Push them to a future week if the member is traveling
Move one credit or move ten. To this week or three weeks from now. The system doesn't restrict you.
Everything Is Tracked
Every credit movement is logged:
- What was moved (how many credits)
- Where it came from
- Where it went
- Who moved it
- When
- Why (the note you added)
If a member later asks "what happened with my credits?" you can show them the complete history. No guessing, no "I think we might have..."—just facts.
Tracking and Visibility
What Maria Sees
Maria can view her credits broken down by week:
This Week (Jan 19-25):
├── Available: 2 credits
├── Used: 1 credit (Tuesday with Marcus)
└── Booked: 1 upcoming (Thursday with Marcus)
Next Week (Jan 26-Feb 1):
└── Available: 3 credits
She always knows where she stands.
What You See
You can see Maria's full credit history:
- Which weeks had how many credits
- When each credit was used, for which session
- Any that expired unused
- Any that were moved (with full details)
- Any that were refunded
Complete visibility, not just a number.
Common Scenarios
"I Missed Last Week—I Was Sick"
Maria was sick and didn't use any sessions last week. Now it's Monday. Her 3 credits from last week expired Saturday night.
Maria calls the gym: "I was really sick. Is there anything you can do?"
You do:
- Look at her account—yep, 3 unused credits expired
- Move those 3 credits to this week (or spread them across upcoming weeks)
- Add a note: "Credits moved from Jan 12-18 due to illness"
- Done
Maria now has 6 credits this week. The move is documented. If questions come up later, you can see exactly what happened.
"Can I Book Ahead?"
Maria wants to book sessions for next week and the week after.
Yes—as long as she has credits allocated for those weeks. If her billing cycle covers through January 31st and she's trying to book February 5th, she might not have credits yet (depending on when February bills).
"I Want to Train Extra This Week"
Maria has a light schedule next week and wants to train 5 times this week instead of 3.
She only has 3 credits for this week. Options:
- Move credits from a future week — If Maria knows she'll miss next week, move 2 credits from that week to this one
- Purchase additional sessions — One-off credits at whatever rate you offer
Either way, you're in control of what moves where.
"I Cancelled a Session—Where's My Credit?"
Maria booked a Tuesday session using her Jan 19-25 credit, then cancelled it (with more than 24 hours notice).
The credit goes back to the exact bucket it came from—the Jan 19-25 week. It doesn't float into some generic pool. It's back in that week, available to use.
See Smart Refund Handling for more on how this works.
For Your Trainers
Trainers don't need to worry about credit mechanics. They see:
- Member has an available credit (or doesn't)
- Member is booked for a session
- Session happened, was cancelled, or was a no-show
The weekly bucket system runs in the background. Trainers just do their job.
Why Consistency Matters
Every gym owner we've talked to has stories about credit confusion:
"The member swore they had sessions left, but our system said zero."
"We couldn't figure out if the sessions expired or got used."
"Different staff members told the member different things because nobody knew how 'their week' worked."
When weeks are consistent, these problems disappear. Sunday is Sunday. Saturday is Saturday. Everyone's on the same page.
Related Topics
- Predictable Billing Dates — How billing aligns with weekly credits
- Credit Tracking — The bucket system in detail
- Smart Refund Handling — How cancelled sessions return credits
Ready to streamline your gym?
Start managing bookings, personal training, and memberships in minutes.
Start Your Free Trial →No credit card required