Our Philosophy

Every feature in Easy Fitness Booking reflects a deliberate choice. This page explains the thinking behind those choices. Not how the system works, but why it works that way.

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Charge From The Credits Granted

When a member signs up mid-week, the system calculates the credits they can actually use before the next full billing cycle. If a partial week creates a fractional credit, it rounds up to a whole usable session, then prices the invoice from the credits granted.

When a member resumes after a pause, the same principle applies. Saved paid credits are preserved first. If the system grants new credits to bridge the member back to the normal billing date, the bridge invoice is based on those granted credits.

Fair for everyone. The member pays for usable credits, and staff can explain the charge from the credit history instead of doing calendar math by hand.

See Pausing and Resuming for how this works in practice.

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Whole Sessions, Not Fractions

When the math produces a fractional credit, the system rounds up to a whole session. If a partial week works out to 1.7 credits, the member gets 2.

The important detail is that the invoice follows the rounded credits granted. Fractional sessions are not useful in a booking system, so the system converts the entitlement into usable credits and keeps the billing tied to that result.

See Weekly Credits for how credits are allocated.

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Trainers Earn What They Block

If a member cancels late or doesn't show up, the trainer still gets paid. They committed the time. They may have turned down other clients, arranged their day around that slot, or driven to the gym specifically for that appointment.

The 24-hour rule protects both sides: members who cancel with enough notice get their credit back and the trainer can fill the slot. Members who cancel last-minute lose the credit because the trainer already did their part.

See Session Handling for the details.

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Refunds Involve a Conversation

Cancellations and refunds go through staff, not self-service. There's a reason: your team can make sure the member gets the right outcome.

A member who says "I want to cancel" might actually need a pause. Or a schedule change. Or to talk about what's not working. When staff handles it, they can offer the option that actually fits instead of the member making a permanent decision without knowing all the choices available to them.

See Cancellation Policies for the available options.

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PT and Class Credits Never Mix

A member can have both PT and class memberships, but credits from one never apply to the other. Each membership stands on its own. Each credit has one purpose.

Why? Because it eliminates confusion. When a member asks "how many class credits do I have?" the answer is never "well, it depends on whether you also want to train this week." Your staff never has to untangle which membership paid for what.

See Group Classes for how class credits work.

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Self-Service Where It Makes Sense

Members can cancel their own class bookings. They see the record and manage it directly. But PT cancellations go through staff. Different visibility because different workflows.

Classes are group events with waitlists. When someone cancels, the spot goes to the next person automatically. Self-service makes that flow fast.

PT is one-on-one with a specific trainer. Cancellations affect scheduling, payroll, and the trainer's day. Staff involvement ensures the right things happen.

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3 Billing Cycle Commitment

When a member buys a recurring membership, they commit to a minimum of 3 cycles. This protects the gym from single-month churn and gives the member enough time to actually see results.

One month isn't enough to build a habit or judge a training program. Three months is. The commitment helps both sides: the gym gets revenue predictability, and the member gets past the initial "this is hard" phase.

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Non-Training Sessions Exist for a Reason

Trainers do more than train. Admin work, gym maintenance, outside trainer rentals, continuing education. If it blocks their calendar, it should be tracked and paid.

Non-training sessions keep the calendar honest. A trainer who spends Tuesday afternoon doing equipment inventory isn't available for clients, and their time should be accounted for.

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Simple Features, Nothing Extra

We don't add configurability for its own sake. If a feature needs 5 options, we pick the best 2. The goal is a tool that works without a manual.

Every option we add is an option your staff has to understand, your members have to navigate, and we have to maintain. The best gym software is the kind people actually use, and people use things that are simple.