Setup guide · Updated April 2026

How to Set Up GymForce in One Day

8 steps. ~3–5 hours. Your gym fully operational on GymForce by end of day — with payments, WhatsApp automation, and member app all live.

Total estimated time:~3.5–5 hours·Technical skill needed:None

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Before you begin — the pre-setup checklist

Your member list exported from current system (Excel/CSV)
Your Razorpay API credentials (Key ID + Secret Key)
Your GSTIN number
Your gym logo file (PNG, min 400×400px)
A dedicated phone number for WhatsApp Business
Staff names, phone numbers, and roles
List of all membership plans with current prices
30 minutes of uninterrupted time to start
1

Step 1: Create your account & choose your plan

15 min

Sign up at gymforce.in with your business email. Select the plan that matches your member count — Starter for under 200 members, Growth for under 600. You'll get a 14-day full-access trial regardless of plan.

Pro tips

  • Use your gym's official email address — it appears on all GST invoices
  • You can upgrade your plan at any time during or after the trial
  • Annual billing saves 20% — decide upfront if you're committed
See all plans →
2

Step 2: Configure your gym profile

20 min

Fill in your gym's core details. This information appears on all member invoices, the member app, and WhatsApp communications.

Gym name
Logo
Full address
GSTIN number
Business phone
Timezone & currency
Website (optional)

Pro tips

  • Upload your logo (PNG, minimum 400×400px) — it appears on invoices and the member app
  • Add your GSTIN number — required for GST invoice generation
  • Set your timezone to IST and your local currency to INR
  • Add a business phone number that members can WhatsApp
3

Step 3: Build your membership plans

30 min

Create the membership plans your gym offers. GymForce supports unlimited plan types — monthly, quarterly, annual, batch-based, and drop-in.

Plan name
Duration (days)
Price (INR)
Joining fee
GST rate (5% or 18%)
Batch/class access (if applicable)
Freeze eligibility

Pro tips

  • Name plans clearly — 'Monthly Unlimited' not 'Plan A'
  • Set renewal price separately from joining fee
  • Create separate plans for peak and off-peak batches if you charge differently
  • Add a 'Day Pass' plan for walk-in members
4

Step 4: Import your members

45 min

GymForce provides a CSV import template that maps to your existing member data — whether it's from Excel, Google Sheets, or another gym software.

Pro tips

  • Download the import template from Settings → Members → Import
  • The minimum required fields are: Name, Phone, Plan, and Join date
  • Import in batches of 200 if you have over 1,000 members
  • After import, spot-check 10 profiles to confirm data integrity
  • Members will NOT receive a notification during import — you control when to communicate
Need to migrate from another gym software?
5

Step 5: Connect your payment gateway

30 min

GymForce connects natively with Razorpay (recommended for Indian gyms), Stripe, PayU, and Cashfree. Razorpay setup takes under 30 minutes with no developer involvement.

  1. 1Log in to your Razorpay account (or create one free at razorpay.com)
  2. 2Go to GymForce Settings → Integrations → Razorpay
  3. 3Enter your Razorpay API Key ID and Secret Key
  4. 4Enable UPI auto-debit for recurring mandates (optional but recommended)
  5. 5Run a test payment of ₹1 to confirm the integration works
  6. 6Set your settlement account and payout frequency
See all integrations →
6

Step 6: Set up WhatsApp automation

30 min

Connect your gym's WhatsApp Business API account to GymForce. Once connected, automated messages go live immediately — renewal reminders, welcome messages, payment receipts.

  1. 1Go to Settings → Communication → WhatsApp
  2. 2Follow the Meta Business Verification flow (usually 5–10 minutes)
  3. 3Connect your WhatsApp Business number (must be a dedicated number, not personal)
  4. 4Enable the default message templates: Welcome, Renewal Reminder (7-day, 3-day, overdue), Payment Receipt
  5. 5Customise message content to match your gym's tone
  6. 6Send a test message to your own number to verify

Pro tips

  • Use a dedicated SIM for WhatsApp Business — not your personal number
  • WhatsApp requires Meta-approved message templates for outbound messages
7

Step 7: Add your staff & set permissions

20 min

Create staff accounts and assign appropriate roles. Each role has a different level of access to member data, billing, and reports.

Owner

Full access to everything — billing, reports, settings, staff management

Manager

All member and billing functions; cannot modify gym settings or billing rates

Trainer

View own schedule, mark session attendance, see assigned members only

Front Desk

Simplified mode — check-in, new member registration, daily attendance only

Pro tips

  • Never give Front Desk staff 'Manager' access by default
  • Trainers should only see members assigned to them for privacy reasons
8

Step 8: Go live & communicate to members

30 min

Your GymForce account is fully set up. Now tell your members about the switch and invite them to download the member app.

  1. 1Use GymForce's bulk WhatsApp broadcast to announce the new system
  2. 2Send member app download links via the in-app 'Invite Members' tool
  3. 3Brief your front desk staff on the check-in flow (10-minute walkthrough is sufficient)
  4. 4Run your first real check-in at the front desk
  5. 5Collect payment from one renewal member as a live test
  6. 6Check the attendance dashboard to confirm today's check-ins are showing

Common setup mistakes — and how to avoid them

These four issues account for 90% of support tickets in the first week.

Skipping the test payment

Always run a ₹1 test transaction through Razorpay before processing real member payments. It takes 2 minutes and prevents billing issues on launch day.

Not setting renewal reminder timing

Default reminder timing is 7 days before expiry. Most gyms find 7+3+1+overdue works better. Configure this in Settings → Automation before going live.

Giving all staff full admin access

Use role-based access from day one. Front desk staff in 'Manager' mode can accidentally modify pricing or delete member records.

Not importing existing member data

Some gym owners prefer to 'start fresh' — this means chasing 6 months of catch-up billing manually. Always import your full member list before going live.

What to do in week 1 after setup

The first week is critical for catching issues and building team habits.

1
Check the attendance dashboard every morning — flag any anomalies
2
Review the daily revenue report each evening for the first week
3
Monitor WhatsApp message delivery rates (should be >95%)
4
Follow up personally with any members who haven't downloaded the app
5
Run your first member renewal end-to-end via GymForce
6
Check the first GST invoice generated — confirm GSTIN and amounts are correct

Setup FAQs

How long does GymForce setup take?

A full setup — account creation, plan building, member import, payment gateway, and WhatsApp automation — typically takes 3–5 hours for a gym with under 500 members. Larger gyms with complex pricing structures may need 1–2 days.

Do I need a technical person to set up GymForce?

No. GymForce is designed for gym owners, not developers. The Razorpay and WhatsApp connections are guided flows that require no code. If you get stuck, GymForce's onboarding team is available via in-app chat.

Can I migrate from my existing gym software?

Yes. GymForce supports CSV import from any source. If you're migrating from FitnessForce, Gymowl, or another platform, GymForce's migration team can extract and format your data as part of the onboarding package.

What if I get stuck during setup?

GymForce offers in-app live chat support during business hours (9am–8pm IST, 7 days a week) and an onboarding call for all new accounts. You can also book a guided setup session with a GymForce onboarding specialist.

Start setup now

Create your GymForce account and have your gym fully operational by tonight.

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