Gyms, studios & martial arts
Fitness businesses are recurring-revenue machines that nobody treats like recurring revenue. Member dues, frozen accounts, family bundles, retail, gear rental, packages — all running on a system that thinks every charge is a one-off. Xray builds fitness accounts around the actual recurring model.
Why generic processing fails Fitness.
Failed dues that nobody chases
Card on file expires, charge fails, member quits. You find out at the next quarterly retention review.
Frozen accounts that come back as cancellations
Member freezes for July, intends to reactivate in August. Nobody reaches out. Now they're gone.
Family bundles that lose half the family
$120/month for a family of 4. One kid quits. Now the family's paying for an empty slot.
Retail and gear sales as an afterthought
Shaker bottles, branded tees, recovery products — all sitting in a cabinet because the front desk hardware can't scan or take a separate sale.
What Xray actually configures for Fitness.
Recurring dues with smart-retry + AU
Soft declines retry on schedule. Reissued cards get auto-updated. Collection rate climbs from 84% to 93%+.
Freeze workflow with reactivation reminder
Member freezes — system tracks the reactivation date and sends a "welcome back" SMS the day before.
Family bundle math
Family member quits — bundle auto-reprices, family pays new total. Or apply a "kids stay free" promo to keep them on.
Retail + dues in one terminal
Same Clover Mini that takes dues swipes a $25 shaker bottle. Single batch, single statement, retail SKU tracking.
The terminals we ship for Fitness.
Every device pre-configured for your account, menu, and tip prompts before it ships.
Clover Mini
Front-desk friendly — dues, retail, gift cards in one device.
Valor VP300 Pro
Customer-facing PIN pad for member signature and tip on personal training.
Dejavoo P8
Alternative to Clover with the AURA bundle.
PAX A35
Compact PIN pad for studio reception.
Programs we run
Configured on your account before activation.
- Recurring billing with smart-retry + Account Updater
- Cash discount or surcharge on retail product side
- Pre-paid packages (10-session punch cards, etc.)
- Gift cards (digital and physical)
- Freeze + reactivate workflow
Software & integrations
Bidirectional, real-time wherever supported.
- Mindbody (read/write sync)
- Glofox, ClubReady, Zen Planner
- Wodify (CrossFit specific)
- Mariana Tek (boutique fitness)
- QuickBooks Online for monthly close
Features tuned for Fitness.
What it looks like on a Tuesday.
Boutique HIIT studio: 420 members at $129/month. 1st of month, recurring runs — 392 collect cleanly, 28 decline. Account Updater recovers 18 expired cards silently. Smart-retry recovers 8 of the remaining 10 over the week. Net failure: 2 members (vs. 28 on a generic processor). At the same time, a member buys a $42 hoodie at the front desk — same Clover Mini, same statement, retail SKU decrements. Front desk hands her a Pay-by-Link to gift her sister a 5-pack of classes ($175); sister buys, redeems at her first visit.
Why generic processors fall short.
Most gym processors treat dues like a one-time charge. No Account Updater = 8% lost MRR. No smart-retry = 5% more. No retail flow = front desk runs a paper sale book. The wrong setup costs a 400-member studio $40-60K/year in invisible leakage.
The actual math.
A 420-member studio at $129/mo with 88% collection rate (industry average) loses 12% × $54K = $6,500/month = $78K/year. Our setup typically takes that to 93-95% collection — a $40-50K annual recovery.
Fitness questions, straight answers.
Will you integrate with Mindbody?
Yes — payments flow through our terminal while Mindbody handles scheduling and member records. You can also fully migrate to native Clover booking if you want to drop Mindbody.
Can I freeze a membership?
Yes — set freeze start/end dates; member doesn't get charged during the freeze; auto-resumes on the end date with an SMS notification.
Can I run family pricing?
Yes — bundles like "first family member $89, each additional $59" with automatic math if a member drops or joins.
How do gift cards work?
Branded digital and physical gift cards — included free. Sold at the front desk or on a hosted page on your domain.
