Gym management terms explained.
Clear definitions for the operational concepts behind modern gym software.
Arrears
Outstanding membership fees that remain unpaid after the scheduled collection date. Itensity automates arrears recovery through SMS, payment links, and debt agent workflows.
Batch processing
The automated submission of a group of debit order transactions to a payment provider for collection on a specific date.
Booking credits
A system where members purchase a set number of class sessions (e.g. a 10-session pack) rather than paying for individual classes.
Churn rate
The percentage of members who cancel their membership within a given period. Lower churn means higher retention and more stable revenue.
Day pass
A once-off access token that allows a non-member or guest to enter the facility for a single visit, often linked to access control hardware.
Debit order
An automated recurring payment instruction that authorises the gym to collect membership fees directly from a member’s bank account on a set date each month.
Direct debit
The UK and European equivalent of a debit order. An instruction from a customer to their bank authorising a business to collect payments.
Dual-stage access
A high-security entry method requiring two verification steps (such as QR Code plus fingerprint). Recommended for 24/7 unmanned facilities.
Freeze
A temporary pause on a membership, typically used for injury, travel, or other absence. Itensity allows configurable freeze fees and cool-down periods.
Lead stage
A step in the CRM sales pipeline representing where a prospect is in their journey from first contact to becoming a paying member.
Online join
A digital registration flow allowing prospects to browse memberships, sign contracts, and pay initial fees directly from a website or social media link.
OTP verification
One-Time Pin sent via SMS to verify a member’s identity during contract signing or profile updates. Serves as a legally binding digital signature.
Pro-rata billing
The automatic calculation of a reduced first payment when a member joins mid-way through a billing cycle, ensuring fair alignment with the gym’s standard collection date.
Tariff
The core pricing unit in Itensity. Every member is linked to a tariff which defines their fee, billing frequency, contract duration, booking credits, and access permissions.
Tariff transition
An automated rule that moves a member from one tariff to another on expiry, e.g. from a 6-month promotional rate to a standard month-to-month membership.
Token (access)
A temporary digital credential (QR code or 6-digit PIN) issued to leads or trial members for facility entry without needing a full membership profile.
Vitality Fitness
A Discovery Health programme where members earn points for gym visits. Itensity integrates with the Vitality network, handling bookings, check-ins, and automatic lead capture.
White-label app
A mobile application built on the Itensity platform but branded entirely with your gym’s logo, colours, and identity, appearing as your own app to members.
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