Guided gym setup

The Gym setup wizard gets a new gym ready one step at a time. You can skip steps, save and come back later, and ask Orbit (Spacebrain's built-in assistant) for help without leaving the wizard. This guide is for the gym manager doing the first setup.

Before you begin

• The Gym add-on must be installed for your workspace.
• You need Gym manager permission. Other staff see: "A Gym manager can set up this workspace. You can still use the Gym pages you have access to."
• Have your gym's timezone, your membership prices and a list of your classes ready.
• If you are moving from another system, have a spreadsheet of your customers.

Where to find it

The wizard opens automatically the first time a manager opens Gym. You can also open Gym → Setup at any time. Its heading is Let's get your gym ready.

How the wizard works

• The top shows your progress, for example "Step 2 of 6 · Membership plans". You can click back to earlier steps.
• Each step checks your workspace for you. Choose Check again after making a change in another tab.
• Choose Continue to move on, or Do this later on optional steps.
• Choose Save and exit to leave. Progress is saved when you continue or save and exit.

Step 1: Your gym

1. Answer How do people use your gym?: Open-gym visits, Scheduled classes or Open gym and classes.
2. Check the Gym time zone. It is suggested from your device. Use a name such as America/Vancouver.
3. Choose Continue.

If you choose Open-gym visits, the classes step is skipped.

Step 2: Membership plans

1. Choose Payment products ↗ to create the products you sell.
2. Choose Create membership plan ↗ to create a plan. Both open in a new tab.
3. Publish the plan, then come back and choose Check again.

This step passes when you have at least one published plan. See Set up membership plans and offers.

Step 3: Classes & schedule

1. Choose Create a class and add at least one class.
2. Choose Schedule a class and add at least one upcoming session.
3. Choose Check again.

See Classes, bookings and attendance for the fields.

Step 4: Your members

• Choose Import a spreadsheet to bring in existing customers.
• Or choose Add a customer to add one person.

Step 5: Front desk

This step shows your current rules, such as "Member follow-up: after 14 days without a visit" and whether waivers are tracked.

1. Choose Front-desk settings to change them:
   • Days without a visit — when active members appear in the follow-up list.
   • Required Gym waiver — pick an agreement template members must sign. This tracks waivers but does not automatically block check-in.
2. Choose Payment settings ↗ to check your payment account.

Step 6: Review

The heading is Your setup at a glance. Each step shows Reviewed, Left for later or Needs review. Open any step marked Needs review and choose Continue or Do this later.

When all steps are reviewed, choose Finish setup and open front desk.

Get help from Orbit

The Need a hand? panel sits beside the wizard. Your question opens Orbit with your current step attached.

• Type in Your setup question, for example "What kind of membership should I create?", and choose Ask Orbit.
• Or choose Guide me with questions. Orbit asks you one question at a time.

Your wizard stays open while Orbit answers. If Orbit is busy or unavailable, you can keep setting up by hand.

Come back later

If you leave before finishing, Gym pages show the banner "Pick up your gym setup where you left off." Choose Continue setup to return to the same step. You can reopen setup any time from Gym → Setup, even after finishing.

Worked example: a CrossFit box

1. The manager chooses Open gym and classes and the timezone America/Denver.
2. They create an "Unlimited monthly" plan and a "Drop-in day pass".
3. They create "WOD" and "Open gym" classes and schedule WOD weekdays at 6 am.
4. They import 200 members from a spreadsheet.
5. They set follow-up to 10 days and pick their waiver template.
6. On review, everything is Reviewed. They finish and land on the front desk.

If something goes wrong

• A step still says Needs review. Open it and choose Continue or Do this later.
• The membership step won't pass. Your plan is still a draft. Publish it, then choose Check again.
• "Reload saved progress" appears. Someone else changed setup. Reload to see their changes.
• I can't choose a waiver. You need Agreements editor access, or the template is inactive.

FAQ

Do I have to finish in one go?

No. Choose Save and exit and continue later.

What does Orbit know about my setup?

When you ask from the wizard, Orbit opens with your current setup step as context, so you don't need to explain where you are. Review anything it suggests before you act on it.

Next step

Run the front desk.