User Manual — Brioforz

Welcome to the Brioforz user manual — the all-in-one management platform for gyms and fitness studios.

Table of Contents

System overview

Brioforz is a web platform designed to help gyms, boxes, and fitness studios manage:

• Their team (trainers and administrative staff)
• Their clients (history, goals, membership plans)
• Membership plans and billing (invoices, payments, refunds, and receipts)
• The personalized training routines for each client, with progress tracking
• Group classes with schedules and capacity limits
• Location access via QR codes
• Communication with all members via push notification or email
• The general configuration of the company and its locations

Clients/students access their routines and classes from the mobile app. The web panel is for exclusive use by staff.

One person, multiple companies: a single account can participate in more than one company. For example, someone can be a trainer at one gym and, at the same time, a client at another. In each company they hold an independent membership with their own role, permissions, locations, plan, and tracking data. This means what a person can see and do depends not only on their account, but on the role they hold within each company.

Typical workflow

1. Create an account and verify your email
2. Complete onboarding: company name, first location, and first plan
3. Add team members (trainers / administrative staff)
4. Create clients and assign them a trainer and a membership plan
5. Create personalized routines for each client
6. Assign dates to routines (the student sees them in the app)
7. Create group classes
8. Send messages and notifications

Support

If you have questions or encounter a problem, contact the Brioforz support team.

Onboarding — Initial Setup

Onboarding is a one-time process you complete when you create your account. It guides you step by step to get the system ready: email verification, company creation, and configuration of your first location and your first membership plan.

Step 1: Account registration

1. Go to the application and click Create account.
2. Fill out the registration form:

3. Click Sign up.

Password mismatch error: If the password and its confirmation do not match, the system will display an error and remain on the registration screen. Correct the field before trying again.

Step 2: Email verification

After registering, the system redirects you to a pending verification screen:

• The email you registered with is displayed.
• The system automatically sends a verification email to that address.

To complete verification:

1. Open your email inbox.
2. Find the Brioforz email with the verification subject line.
3. Click the verification link inside the email.
4. You will be returned to the application with a success screen.
5. Click Continue.

Expired link: The verification link has a limited validity period. If it has expired, request a new one from the pending verification screen.

Step 3: Onboarding — Company, location, and first plan setup

Once your email is verified, if this is the first time you access the system (with no company configured), the application automatically redirects you to /onboarding.

The onboarding form has three sections:

Section 1: Company information

Section 2: First location

Business hours (optional): for each day of the week you can select No information, Open, or Closed. If you mark a day as Open, add one or more time ranges (for example, a morning shift and an afternoon shift) using the From / To fields, and remove a range with the × button. This information is shown to your clients as a reference only: it does not restrict class enrollment or QR check-in. You can also configure it later from Company Settings.

Section 3: First membership plan

Once all fields are completed, click Confirm (or Finish).

Note: the plan you configure here becomes your company's first real plan — the system no longer creates a generic plan automatically. You can edit it, deactivate it, or create additional plans at any time from Company Settings. See Membership Plans for more detail.

Step 4: Initial dashboard

After completing onboarding, the system redirects you to the Dashboard with your company already configured.

You will see the initial indicators for your newly created company:

Your company name appears in the left sidebar.

Sign in with Google

You can also register and sign in using your Google account:

1. On the login or registration screen, click Continue with Google.
2. Select or confirm your Google account.
3. If it is your first time:
   • The system creates your account automatically.
   • You are redirected to onboarding to set up your company.
4. If you already have a company configured:
   • You are redirected directly to the Dashboard.

What to do after onboarding

Once in the Dashboard, the recommended workflow to start using the system is:

1. Add team members — Invite your trainers and staff (Team Members).
2. Add clients — Enter your students with their contact details and assign them a membership plan (Clients, Membership Plans).
3. Create custom exercises (optional) — If you use your own exercises that are not in the global library (Exercises).
4. Create routines — Build training plans for each client (Routine Builder).
5. Assign dates to routines — Without this step, the student will not see anything in the app (Session Assignment).
6. Create group classes — Set up classes with schedules and capacity (Classes).
7. Send communications — Use messaging to share news and updates (Messaging).

Onboarding FAQ

Can I modify the company information after onboarding? Yes, from the Company Settings section you can edit the name, email, phone, logo, social media links, and add more locations at any time.

Can I add more locations later? Yes, from Settings you can add as many locations as you need.

What happens if I close the window during onboarding? The system will detect that you did not complete the setup and will redirect you to onboarding the next time you sign in.

Can I have multiple companies with the same account? This depends on the platform configuration. If you need to manage multiple companies, contact technical support.

User Account

Every person who accesses the system has a personal account with profile information and credentials. This section explains how to manage that information.

Access account settings

1. Click your name or avatar in the sidebar (bottom left).
2. Select "My account" or navigate directly to /account.

Profile information

In the profile section you can view and edit the following fields:

How to edit your profile

1. Navigate to My account.
2. Modify the fields you want to update.
3. Click Save to confirm the changes.
4. A confirmation alert will appear indicating that the data was saved successfully.

Note: The email field cannot be modified from the interface. If you need to change your email address, contact your administrator.

Phone number format

The system accepts international phone numbers. Enter the number with the country code (for example, +54 9 11 1234-5678). The system automatically normalizes the format.

Interface language

You can select from the available languages (Spanish, Portuguese, English, and others). The change takes effect immediately upon saving.

Change password

To change your current password:

1. In the My account section, find the Change password area.
2. Fill in the three required fields:
   • Current password: Your existing password.
   • New password: The password you want to set.
   • Confirm new password: Repeat the new password for verification.
3. Click Save.

Important: If the new password and confirmation do not match, the system will display an error and will not allow saving. Correct the field before trying again.

Once changed, the previous password is immediately invalidated.

Recover a forgotten password

If you forgot your password:

1. On the login screen, click Forgot your password?
2. Enter your registered email address.
3. You will receive an email with a link to reset your password.
4. Click the link in the email (it has a limited validity period).
5. Enter your new password and confirm it.
6. Once completed, you will be authenticated automatically and can access the system.

First access by invitation

If you were invited by an administrator to join the platform:

1. You will receive an invitation email with a special link.
2. Click the Set password link.
3. Enter the password you want to use and confirm it.
4. You will be authenticated automatically and will access the dashboard.

Sign in

With email and password

1. Go to the login screen.
2. Enter your email and password.
3. Click Sign in.

With Google

1. On the login screen, click Continue with Google.
2. Select or confirm your Google account.
3. If it is your first time, the system will create your account automatically.
4. You will be authenticated and will access the dashboard.

Register a new account

If you do not yet have an account:

1. On the login screen, click Create account.
2. Fill out the form:
   • Full name
   • Email
   • Password
   • Password confirmation
3. Click Sign up.
4. You will receive a verification email. Click the link in the email.
5. Once verified, you can proceed to onboarding to create your company.

Note: If the password and its confirmation do not match, the system will display an error before submitting the form.

Team Members (Trainers / Staff)

Team Members are all the people who work at the company and have access to the web panel: trainers, administrative staff, and owners. Each one has a role that defines what they can see and do in the system.

Access the section

Navigate to Team in the side menu. This section is only visible to users with the Admin or Sysadmin role.

Available roles

For more details on what each role can do, see Access and Permissions.

View the team member list

When you enter Team, you will see a list of all active staff members. Each entry shows:

• Full name
• Email
• Phone
• Assigned role
• Number of assigned clients
• Status (active / inactive)

Create a new team member

Only available for the Admin and Sysadmin roles.

1. In the Team section, click the + New button.
2. Fill out the form:

3. Click Save.
4. The system will automatically send an invitation email to the new team member so they can set their password.

Important: The email cannot be changed once the team member is created. If you make a mistake with the email, you will need to deactivate the member and create a new one.

View a team member's details

Click on the name of any team member to open their detail page. There you will see:

• All their contact information
• Current role
• Assigned locations
• List of clients assigned to them
• Date of last access
• Available actions (edit, deactivate, create client account)

Edit a team member

1. Open the team member's detail page.
2. Click the Edit button (or the pencil icon).
3. Modify the allowed fields:
   • Name
   • Phone
   • Role
   • Location(s)
4. Click Save.

The email cannot be changed from the edit interface.

Change a team member's role

1. Open the detail page.
2. In the Role field, click the dropdown selector.
3. Choose the new role.
4. Save the changes.

The change takes effect immediately: the team member will see the sections enabled for their new role the next time they reload the page.

Deactivate a team member

Deactivating a team member removes them from the active list, but does not delete their data from the system (logical deactivation).

1. Open the team member's detail page.
2. Click Deactivate (or in the actions menu).
3. Confirm the action in the confirmation dialog.
4. The team member will disappear from the active list.

Clients assigned to a deactivated team member are not lost; they remain without an assigned trainer until one is reassigned to them.

Create a client account for a team member

It is possible to give a team member (trainer / staff) access to the mobile app as a student, without needing to create a separate client with a different email. See the specific manual: Create a Client Account from a Team Member.

Clients

Clients are the students or members of the gym/studio. From this section you can create, edit, and track each one of them.

Access the section

Navigate to Clients in the side menu.

View the client list

Upon entering you will see a list of all active clients. For each one you will see:

• Full name
• Email
• Phone
• Assigned trainer
• Current membership plan and status (Active / Inactive)
• Date of last app access

You can search for clients by name or email using the search field.

Create a new client

Available for the Sysadmin, Admin, and Coordinator roles. The Trainer role can edit existing clients but cannot create new ones.

1. Click the + New client button.
2. Fill out the creation form:

3. Click Create.
4. If your role is Admin or Sysadmin, the Assign plan dialog opens immediately after the client is created, so you can set up their membership in the same step. You can complete it or click Assign later to skip it — the client is still created, just without an active plan yet. See Membership Plans for the full flow.
5. The client will receive an invitation email to set their password and access the mobile app.

Important: The email is unique per client and cannot be changed once created. If you make a mistake, you will need to deactivate the client and create a new one.

Account reuse: if the person already had an account on the platform (for example, because they are a client at another gym), the system does not create a new account: it reuses the existing one and adds a membership at your company. And if that person was previously your client and had been deactivated, re-adding them will cause the system to reactivate the previous membership along with their history.

View a client's details

Click on the name of any client to open their detail page. You will find the following tabs:

Tab: General information

Shows the client's current membership plan and status, and allows editing of all the client's data (see the Edit client section below).

Tab: Calendar

Calendar view showing the routine sessions assigned to each day. From here you can assign which routine the student should perform on each date.

Tab: Routines

Shows the training routines assigned to the client. From here you can:

• Create new routines
• Edit existing routines using the Routine Builder
• Duplicate routines
• Assign routines to calendar dates

For more information, see Routine Builder.

Tab: Sessions

Shows the client's session history: completed and pending workouts logged from the mobile app, with the routine performed and the date.

Tab: Progress

Tracks the client's strength progress over time. Three filters — Folders, Routines, and Exercises — narrow the chart in a cascade: choosing folders limits which routines are available, and choosing routines limits which exercises are available. Once at least one exercise is selected, a line chart shows the maximum weight (in kg) logged for that exercise on each date it was trained, with a different colored line per exercise. Hovering over a point shows the exact value. If nothing has been selected yet, the tab invites you to choose folders, routines, or exercises to see the client's progress.

Tab: Classes

Shows the group classes the client is enrolled in.

Edit a client

1. Open the client's detail page.
2. Click Edit.
3. Modify the necessary fields:

4. Click Save.

Membership management

A client's membership is managed through plan periods, tied to the assigned plan and to whether that plan has been paid — it is no longer a simple pair of dates on their profile. In the client list and on their detail page you will see:

• Current plan: the name of the assigned plan (or "No plan assigned").
• Status: a green Active tag (the client has a paid, current plan with access enabled) or a gray Inactive tag (no plan, unpaid plan, or expired plan).
• If a plan change is scheduled for when the current plan ends, a notice appears — "Changes to {plan} on {date}".

To assign a plan for the first time, change it, or renew it, see Membership Plans.

Deactivate a client

Deactivating a client removes them from the active list, but their data, routines, and history are preserved (logical deactivation).

1. Open the client's detail page.
2. Click Deactivate (available in the actions menu or the corresponding button).
3. Confirm the action.
4. The client will disappear from the active list.

Assign a trainer to a client

A client can have an assigned trainer who is responsible for their planning:

1. Edit the client.
2. In the Assigned trainer field, select a team member from the list.
3. Save.

The assigned trainer will be able to see that client in their list when they sign in.

Statistics and tracking

Each time a student completes a routine in the app, the system saves the full session: exercises performed, sets, reps, weights, and any other data they logged. Using this information, on the client's detail page you can see:

• Recent activity: latest completed sessions and sessions for the week.
• Training time: total minutes/hours of training for the week.
• Adherence streak: how consistently the student performs their assigned routines.
• Session history: previous workouts and the last session of each routine (see also the Sessions tab).

For a detailed chart of load progression by exercise, see the Progress tab described above.

This information is updated automatically as the student logs their activity in the mobile app.

Student schedule: in the app, the client sees a weekly schedule (Monday to Sunday) that combines their assigned routines and the classes they are enrolled in, so they know what activity they have each day.

Create a Client Account from a Team Member

This feature allows you to give a team member (trainer / staff) access to the mobile app as a student, without needing to create a separate client with a different email.

This is useful when, for example, a trainer also trains at the gym and needs to access their own routines from the app.

What does this feature do exactly?

When a client account is created for a team member:

• A secondary email derived from the team member's email is automatically generated (for example, if the trainer's email is juan@gym.com, the account juan+client@gym.com is created).
• A client membership is created at the company for that email.
• The team member can use that email in the mobile app to access their routines and classes as a student.
• This client account is independent of their staff account: the team member continues to appear in the team list with their original role.

Steps to create the client account

1. Navigate to the Team section in the side menu.
2. Click on the team member's name to open their detail page.
3. Click the "More actions" menu (three-dot icon ··· or "More" button).
4. Select the "Create client account" option.
5. A confirmation dialog will appear explaining what is about to happen.
6. Click Confirm.
7. The system creates the account and displays the generated email for the client account.
8. Close the dialog.

What to do next?

Once the account is created:

1. Communicate the generated email to the team member (it is displayed in the confirmation dialog). That is the email they should use in the mobile app.
2. The team member will receive an invitation email at that address to set their student password.
3. Once they configure their password, they can sign in to the mobile app like any other student.

Assign routines and classes to the team member as a student

Once the client account is created, the team member will appear in the Clients section of the web panel with the generated email. From there you can:

• Assign training routines to them
• Enroll them in group classes
• Schedule sessions on their calendar

Important considerations

• This action cannot be undone from the interface. If you need to remove the generated client account, contact technical support.
• The client email is an alias of the original email with the +client suffix. It is a valid email address that receives messages if the team member's email provider supports + aliases.
• The team member will continue to appear in the Team list with their original role. The client account is additional and does not replace their staff access.
• Only users with the Admin or Sysadmin role can perform this action.

Exercises

The Exercises section contains the library of movements available for building routines. It includes a global library provided by the platform and custom exercises created by your company.

Access the section

Navigate to Exercises in the side menu.

Exercise types

Search and filter exercises

The library can be very extensive. Use the available filters to find what you need:

Search by name

Type the exercise name in the search field. The system filters in real time.

Filters by category

You can combine multiple filters:

Click Clear filters to reset all filters and view the full library.

View an exercise

Each exercise is displayed as a card with:

• Movement image or thumbnail
• Name
• Demonstration video (YouTube or own video)
• Tags (muscle, equipment, level, etc.)

Click on a card to see the full details, including execution instructions.

Language: exercise names and descriptions are displayed in the user's language when that translation is available.

Create a custom exercise

Available for all roles with web panel access: Sysadmin, Admin, Coordinator, and Trainer.

1. Click the + New exercise button.
2. Fill out the form:

Exercise video: file upload or YouTube

Every custom exercise requires a video. There are two ways to add one, and you must choose only one per exercise (both cannot be used at the same time):

• If you upload a file, do not fill in the YouTube field. If you use YouTube, do not upload a file.
• The system validates the file: if it is empty, exceeds 100 MB, or is not a valid MP4/MOV, it will be rejected with a notice.
• With YouTube, the system takes the video and automatically generates thumbnails. If the link is not compatible or a thumbnail cannot be retrieved, the error is reported.

Company-owned videos: When a company uploads their own video for an exercise, that content is associated exclusively with the company that uploaded it. Only that company's trainers and students can see it; it is not available to other companies. Uploaded videos are the property of the company that uploads them and remain their responsibility.

Processing uploaded videos

When you upload a video as a file, it is not immediately ready: the system needs to prepare it for smooth playback within the app. In the meantime:

• The exercise may show a temporary "processing video" image.
• In the background, the system generates optimized versions at different quality levels and thumbnails for the catalog.
• When processing is complete, the final thumbnails and video are displayed. This usually takes only a few moments.

If you replace the video before the previous one has finished processing, the system cancels the old processing to avoid using an outdated file. YouTube links do not require this processing.

Available tags by category:

• Primary muscle: abductors, biceps, glutes, quadriceps, hamstrings, pectorals, lats, shoulders, triceps, abs, calves, lower back, obliques, traps, and more
• Equipment: barbell, dumbbells, cable, Smith machine, bodyweight, kettlebell, resistance band, TRX, medicine ball, bench, and more
• Movement pattern: horizontal push, vertical push, horizontal pull, vertical pull, squat, hip hinge, rotation, carry, and more
• Mechanics: Compound, Isolation
• Level: Beginner, Intermediate, Advanced

3. Click Save.

The exercise will be available to use in the Routine Builder for all clients in your company.

Edit a custom exercise

Only exercises created by your company can be edited (not those from the global library). All roles with panel access can edit custom exercises.

1. Find the exercise in the list.
2. Click the exercise to view its details.
3. Click Edit.
4. Modify the necessary fields.
5. Click Save.

You can change the name, instructions, type, tags, and also the video. When you change the video, it replaces the previous one. You can also remove the YouTube link or remove the uploaded file, as long as you do not mix that action with a new upload in the same operation (remove first, save, and then upload the new one if needed).

Removing exercises: exercises from the global library cannot be edited or deleted from your company account. You can only delete custom exercises from your own company, and that deletion is logical (it stops being displayed, but the historical data from routines that already used it is not erased).

Using exercises in routines

The exercises in the library are the foundation of the Routine Builder. When creating or editing a routine, you can search for and add any exercise from the global library or your company's library.

Routine Builder

The Routine Builder is the tool for creating and editing personalized training routines for each client. It allows you to select exercises, configure sets, reps, rest periods, and create groupings such as supersets and circuits.

Access the Routine Builder

Routines are managed from a client's detail page:

1. Navigate to Clients and open the client's profile.
2. Click the Routines tab.
3. You will see the client's existing routines or can create a new one.

Create a new routine

1. In the client's Routines tab, click + New routine.
2. Fill out the initial form:

3. Click Create to open the Routine Builder.

Routine Builder interface

The Routine Builder has two main panels:

• Right panel: Exercise library (filterable and searchable)
• Left panel: Exercises selected for the routine

A counter at the top shows how many exercises are included in the routine.

Add exercises to the routine

1. In the right panel, search for the exercise by name or use the filters (muscle, equipment, level, etc.).
2. Hover over the exercise to see a preview with details.
3. Click the + Add button (appears on hover).
4. The exercise will appear in the left panel.

Repeat this process for all the exercises you want to include.

Configure each exercise

Once added, each exercise in the right panel shows configuration options:

Goal mode

The Goal field has two modes:

• Text mode: Freely write the target (e.g., "To failure", "70% of 1RM")
• Time mode: Select a predefined duration (e.g., 90s, 2 min)

Click the mode toggle icon to switch between text and time.

Remove an exercise

Click the trash icon to the right of the exercise to remove it from the routine.

Duplicate an exercise

Click the copy icon to duplicate an exercise within the same routine. This creates a copy with the same configuration that you can edit independently.

Add rest blocks

You can insert explicit rest periods between exercises:

1. Click + Add rest.
2. The rest block appears at the corresponding position.
3. Edit the rest duration directly in the block.
4. You can remove it using the trash icon.

Group exercises

Superset

A superset groups 2 or more exercises performed in sequence without rest between them, sharing the same number of sets.

To create a superset:

1. Select 2 or more exercises in the right panel (check the corresponding boxes).
2. The Create superset button will automatically become active when 2 or more exercises are selected.
3. Click Create superset.
4. The exercises are grouped and share a common sets field.

Editing the superset:

• Modify the number of sets for the group (applies to all exercises within it).
• Each exercise within the superset keeps its own reps and goal.

Circuit

A circuit groups multiple exercises for round-based work. The flow is the same as the superset:

1. Select the exercises.
2. Click Create circuit.
3. The exercises are grouped as a circuit block.

The exercise counter counts them as a single unit (1) instead of individually.

Ungroup

To dissolve a superset or circuit:

1. Select the group.
2. Click Ungroup.
3. The exercises return to being independent items with their original configuration.

Save the routine

Click the Save button to confirm all changes. The routine is saved to the client's profile and will be available to assign to the calendar.

Important: If you close the builder without saving, unsaved changes will be lost. Save frequently while you work.

When you reopen the saved routine, all data persists:

• Exercises and their order
• Sets, reps, and goals
• Groupings (supersets, circuits)
• Rest blocks

Duplicate a routine

Duplicate for the same client

1. In the client's routine list, find the routine's actions menu (icon ···).
2. Select Duplicate.
3. A dialog will appear with the name pre-filled as "[Original name] (copy)".
4. You can modify the name if you wish.
5. Click Confirm.
6. The copy appears in the same client's routine list.

Duplicate to another client

1. In the routine's actions menu, select Duplicate.
2. In the dialog, select the "Another client" option.
3. Use the selector to search for and choose the destination client.
4. Click Confirm.
5. An alert will confirm the name of the destination client where the copy was created.
6. The original routine is not modified.

Note: Copied data includes all exercises with their exact configuration, groupings, sets, reps, goals, rest settings, and rest blocks.

Organize routines in folders

When a client accumulates many routines, you can group them into folders to keep them organized (for example, "Volume phase", "Cutting", "Rehabilitation"). Folders are simply an organizational tool within the client's profile; they do not affect what the student sees in their schedule.

Export a routine to PDF

Any routine can be downloaded as a PDF, which is useful for printing or sharing outside the app:

1. Open the client's routine.
2. Use the Export to PDF option (in the routine's actions menu).
3. A document is generated with the exercises, sets, reps, goals, and rest periods.

The student can also view their routine details and download them as a PDF from the mobile app.

Next step: Assign the routine to the calendar

A created routine does not appear in the student's app until dates are assigned to it. See Routine Session Assignment to learn how to schedule sessions.

Routine Session Assignment

Session assignment is the process of indicating on which calendar dates a student should perform each routine. Without this step, the student will not see any routine in their mobile app.

Core concept

A routine created in the Routine Builder exists, but is "invisible" to the student until specific dates are assigned to it. The assignment links a routine to one or more days on the client's calendar.

Think of the routine as a training "template" and the assignment as the "schedule" that tells the student when to perform it.

Access a client's calendar

1. Navigate to Clients and open the client's profile.
2. Click the Calendar (or Planning) tab.
3. You will see a monthly calendar with any already-scheduled sessions.

Assign a routine to dates

1. Navigate to Clients and open the client's profile.
2. Click the Routines tab.
3. In the block for the routine you want to schedule, click Assign dates.
4. Select the desired days in the calendar.
5. Click Accept.

What the student sees in the app

Once a session is assigned, the student will see in their mobile app:

• The corresponding day highlighted in their personal calendar.
• When they tap that day, they can view and perform the assigned routine.
• They can mark exercises as completed and log their loads.

If no date is assigned: The student will not see any routine in the app, even though the routine exists in the system.

Sessions: modify or delete

Each date assigned to a routine is a session: it represents the specific day on which the student should perform that routine. The same routine can have as many sessions as dates assigned to it.

Delete sessions

There are two ways:

• From the Routines tab: in the routine block, each assigned date shows an X. Click it to delete that session.
• From the Calendar tab: click the X that appears over the day you want to remove.

Modify sessions

There are also two ways:

• From the Routines tab: click Assign dates in the routine block. In the calendar that opens, you can add or remove sessions.
• From the Calendar tab: drag a session to another day in the month to move it.

Completed session tracking

Each assignment has a completion status:

• Pending: The student has not yet completed the session.
• Completed: The student marked the session as finished in the app.

From the web panel, you can view the history of completed sessions for each client to track their adherence to the plan.

Planning recommendations

• Plan ahead: Assign routines at least a week in advance so the student can see their full week in the app.
• Vary the routines: Assign different routines to different days to maintain variety (e.g., upper body on Mondays, lower body on Wednesdays).
• Update the plan regularly: If the client completes a training block, create new routines and assign them to future dates.
• Always verify: After assigning, open the client's calendar to confirm the sessions appear correctly.

Classes

Classes are group training sessions (yoga, spinning, crossfit, etc.) with a fixed schedule, maximum capacity, and an assigned trainer. Clients can enroll through the mobile app.

Access the section

Navigate to Classes in the side menu.

View the class list

Upon entering you will see all active classes with:

• Class name
• Assigned trainer
• Start date and time
• Duration
• Available spots / enrolled students
• Next scheduled session

Create a new class

Creating classes is available for the Sysadmin, Admin, and Coordinator roles. The Trainer role can view classes only.

1. Click + New class.
2. Fill out the form:

Capacity limit

• Check the "Has participant limit" box to enable the maximum capacity field.
• Enter the maximum number of students who can enroll.
• Once capacity is reached, the mobile app will not allow further enrollments.
• If you do not enable this option, the class will have no participant limit.

Class types

3. Click Save.

View a class's details

Click on the class name to see:

• All class information
• List of enrolled students
• Available spots
• Upcoming sessions (if recurring)

Edit a class

1. Open the class details.
2. Click Edit.
3. Modify the necessary fields.
4. Click Save.

For past classes, some fields may not be editable.

Automatic notification: when a class is modified, all enrolled students receive a notification — via push notification in the mobile app if they have it installed, or by email otherwise.

Cancel a class

1. Open the class details.
2. Click Cancel class (or in the actions menu).
3. Confirm the action.
4. The class disappears from the active list.

Cancellation is a logical deletion: the data is preserved but the class is no longer available.

Automatic notification: when a class is cancelled, all enrolled students receive a notification — via push notification in the mobile app if they have it installed, or by email otherwise.

Student enrollment

Students enroll in classes from the mobile app. From the web panel you can:

• View who is enrolled in a class.
• Check the available spots.
• In some cases, manage enrollments manually from the client's profile (Classes tab).

Recurring classes (weekly program)

If your class is held, for example, every Tuesday and Thursday at 6:00 PM:

1. When creating the class, select the Weekly program type.
2. Configure the days of the week and the time for each day.
3. Set a recurrence end date.
4. The system automatically generates one session for each applicable day up to that date.

In the app, students always see the next available session of the class — that is, the next future date when it is held.

Delete sessions from a recurring class

When cancelling a session from a recurring class, the system asks what you want to do:

• Delete only this session: cancels only the selected day; the rest of the program continues unchanged.
• Delete the entire program: cancels the entire recurring class and all its future sessions.

Access and Permissions

The permissions system defines what each user can see and do based on their role. Assigning the correct role to each team member is essential for maintaining the security and organization of the platform.

Available roles

Sysadmin

The highest access level. Has full control over the platform, including technical and company configurations.

Admin

Full access for day-to-day management: clients, team, classes, exercises, membership plans, billing, messaging, and company settings. This is the recommended role for owners and managers.

Coordinator (Trainer with shared access)

Can manage clients, routines, classes, exercises, and messaging. Cannot access company settings, billing, or membership plan assignment, and cannot create/edit/deactivate team members. Ideal for trainers who need full operational autonomy over content and clients, without financial access.

Trainer

Can create and edit routines and custom exercises. Classes are view-only: they can view classes but cannot create, edit, or cancel them. They also cannot create, edit, or deactivate clients; manage team members, membership plans, or billing; or access Settings or Messaging. Useful for trainers who only need to consult company information.

Client

Has no access to the web panel. Is automatically redirected to the mobile app download screen. Clients only interact with the system through the application.

Permissions table by section

Role behavior in the interface

Sysadmin / Admin

• See all sidebar menu items: Dashboard, Clients, Team, Classes, Exercises, Billing, Messaging, Settings.
• Can create and edit any entity.
• Have access to the Company Settings section, including membership plans, location business hours, and QR code generation.
• Are the only roles that can assign or renew a client's plan, and the only ones with access to the Billing section.

Coordinator

• Sees the full menu except Settings and Billing.
• If they try to access /settings or /invoices directly, they are redirected to the Dashboard.
• Can create and edit clients, routines, classes, custom exercises, and send messages.
• Cannot create client accounts from a team member's profile (an action exclusive to Admin and Sysadmin).
• Cannot assign or renew a client's plan, view invoices, or generate location QR codes.
• Does not see the "+ New" button in the Team section and cannot edit or deactivate team members.

Trainer

• Sees the full menu except Settings and Messaging.
• If they try to access /settings, /invoices, or /messaging, they are redirected to the Dashboard.
• Classes are view-only: they do not see actions to create, edit, or cancel classes.
• Can create and edit routines and custom exercises.
• Cannot create, edit, or deactivate clients.
• Cannot manage team members, assign or renew membership plans, view invoices, generate location QR codes, or access Settings.

Client

• Upon signing in to the web panel, they are automatically redirected to the mobile app download screen.
• Does not have access to any section of the web panel.

Change a team member's role

The role can be changed at any time from the team member's profile:

1. Navigate to Team and open the team member's profile.
2. Click Edit.
3. Change the Role field.
4. Save the changes.

The change takes effect immediately: the next time the team member reloads the page, they will see the access corresponding to their new role.

Only users with the Admin or Sysadmin role can change roles.

Role assignment best practices

• Assign Admin only to trusted individuals who need to manage settings, billing, and the team.
• Use Coordinator for trainers who independently manage their own clients, but who should not see billing or company settings.
• Use Trainer for trainees, substitutes, or staff who only need to view information.
• Never share credentials between individuals: each user must have their own account to maintain a clear audit trail.

Company Settings

The Settings section lets you manage your company's general information, locations (including their business hours and QR code), and membership plans. Only users with the Admin or Sysadmin role have access.

Access the section

Navigate to Settings in the side menu.

If you do not see this option in the menu, your role does not have access permission. See Access and Permissions.

General company information

In this section you can edit your company's public information:

Social media

You can link your company's social media accounts:

Save changes

1. Modify the necessary fields.
2. Click Save.
3. The button will show "Saving..." status while processing.
4. Once saved, the company name in the sidebar updates automatically.

Location Management

A company can have multiple locations (branches, sites, etc.). Each location is an independent physical site.

View existing locations

In the Settings section you will find the list of registered locations, each with:

• Location name
• Full address
• Geographic coordinates (if configured)
• Time zone
• Business hours (if configured)
• A QR code button to get that location's access code

Create a new location

1. In the Locations section, click + New location.
2. Fill out the form:

3. Click Save.

Business hours

The location form includes a Business hours editor, with one row per day of the week (Monday through Sunday). For each day you can choose one of three states:

• No information (default option) — nothing is shown for that day.
• Open — add one or more time ranges using the From / To fields (use + Add range for split shifts, for example morning and afternoon; remove a range with ×).
• Closed.

Informational only: business hours are shown to your clients as a reference and do not restrict class enrollment or QR check-in — a client can still check in with their QR code outside the hours configured here.

Location QR code

Each location has its own access QR code, generated directly from that location's row in this list. See Access QR Codes for the full flow.

Edit a location

1. Click on the location you want to modify.
2. Edit the necessary fields.
3. Save the changes.

Deactivate a location

A location is not permanently deleted: it is deactivated (logical deletion). If the location still has classes or memberships associated with it, the system may prevent deactivation to avoid inconsistencies. In that case, first reassign or resolve those classes and members, and then deactivate the location.

Relationship between locations, clients, and team members

• When creating or editing a client, you can assign them one or more locations.
• When creating or editing a team member, you can assign them the locations where they work.
• Classes are also associated with a location and use its time zone to display schedules correctly.
• In messaging, you can send messages to all members of a specific location.

Membership Plans

Plans are managed from here, but the complete guide — including how to assign, change, and renew a client's plan — is in Membership Plans.

View existing plans

In the Plans section you will find all configured plans, each with its price, duration, days per week, and status (active/inactive).

Create or edit a plan

Click + New plan, or the pencil icon on an existing plan. See Membership Plans for the field-by-field detail of the form.

Assign a plan to a client

Plans are assigned from each client's profile, not from Settings. See Membership Plans.

Is this your first time setting up the platform? See the Onboarding — Initial Setup section for the complete process of registration, email verification, and company, first location, and first plan creation.

Messaging

The Messaging section lets you send communications to clients and staff at the gym. Messages can be sent immediately or scheduled for a future date and time.

How do messages reach recipients?

Messages are delivered through two channels, depending on whether the recipient has the app installed or not:

Recommendation: Encourage your clients to install the app and enable notifications to ensure they receive messages immediately.

Access the section

Navigate to Messaging in the side menu.

The section has two tabs:

• Send: Compose and send new messages.
• History: View the status of sent or scheduled messages.

Send a message

1. Select recipients

You have multiple ways to select who will receive the message. You can combine them:

Selection is cumulative: if you select a class and two individual clients, the message will reach all of them. The system shows a summary with the total number of recipients (e.g., "3 clients, 1 trainer").

2. Compose the message

Write the message body in the text field. This is the content all recipients will receive. The field is required.

3. Define when to send

4. Send

Click Send. The message is created and appears in the History.

Message history

In the History tab you will see all messages with their current status:

Cancel a scheduled message

If you need to cancel a message before it is sent:

1. Go to the History tab.
2. Find the message with Queued status.
3. Click the Cancel button on the message row.
4. Confirm the cancellation in the dialog.
5. The status will change to Cancelled.

Only messages that have not yet been sent (with "Queued" status) can be cancelled. Messages with "Sending" or "Sent" status cannot be cancelled.

Common use cases

Schedule change notice

Select the affected class as the recipient and send an immediate message informing of the change.

Membership renewal reminder

Select the clients whose memberships are about to expire and schedule the message to send a few days before the expiration date.

General announcement to the entire location

Select the full location and send an announcement to all active members simultaneously.

Birthday greetings

Search for and select the individual client and send a personalized message.

Best practices

• Use clear and concise messages: push notifications only show the first few lines of the message.
• Test by sending a message to your own account before sending it to everyone.
• Schedule messages with sufficient advance notice for important announcements.
• Do not overuse mass messaging: frequent messages may cause users to disable notifications.

Access QR Codes

QR codes let you record members' check-ins at your locations quickly: the person scans the QR code from the app and the system records their access. Each location has its own QR code — print it and place it at the reception desk or entrance of that location.

Who can generate QR codes?

Generating QR codes is available to users with the Admin or Sysadmin role.

Get a location's QR code

1. Go to Company Settings → Locations.
2. In the row for the location you want, click the QR code icon.
3. A dialog opens with that location's QR code — the system creates it automatically the first time you open it, and reuses the same code afterward.
4. Click Download to save it as a PNG image, ready to print, laminate, or display on a screen at reception.

One code per location: each location has exactly one QR code, associated only with it. There is no longer a single QR code that covers all locations at once — if a client needs to be able to check in at more than one location, they simply scan the specific QR code of the location they are visiting (as long as their membership grants them access to that location).

How members use it

1. The member opens the mobile app (they must be signed in).
2. They scan the location's QR code.
3. The system verifies that their membership plan is active and that they have access to that location, and records the entry.

Only authenticated users with an active plan and access to that location can register an entry. The business hours configured for the location (see Company Settings) are informational only and do not block check-in outside those hours.

Staff time tracking

Team members (trainers and administrative staff) can also use the QR code to clock in for their work shift. The flow is the same: they open the app, scan the location's QR code, and the system records the entry. This enables simple, paperless attendance tracking for staff without the need for manual spreadsheets.

Support and Legal Documents

This section covers two topics that accompany daily platform use: how to request help from the support team and how legal documents (terms and policies) work.

Request help from the support team

Any signed-in user can submit a support message when they have a question or encounter a problem. The message can include text and, optionally, attachments to better illustrate what is happening.

Allowed attachments

A good support message includes: what you were trying to do, what you expected to happen, what actually happened, and, if possible, a screenshot or video of the problem.

Legal documents

The platform displays the current legal documents (for example, terms and conditions and policies) according to the document type and the user's language.

• When appropriate, you will be asked to accept the document to continue.
• Upon acceptance, the system saves the acceptance along with contextual information (date and, when available, IP address and browser/device). This serves as a record that the document was accepted.

Membership Plans

Membership plans define what a client is paying for and for how long: monthly, quarterly, annual, a certain number of visits per week, etc. A client needs an assigned and paid plan to show an Active status and have access to the gym.

Create or edit a plan

Plans are managed from Company Settings → Plans (see Company Settings). Only the Admin and Sysadmin roles can create or edit plans.

1. In Company Settings, open the Plans section.
2. Click + New plan (or the pencil icon on an existing plan to edit it).
3. Fill out the form:

4. Click Save.

Deleting a plan: a plan cannot be deleted while it currently has clients assigned to it, nor if it is the only plan left for the company. In those cases, deactivate it instead of deleting it, or create additional plans first.

Assign a plan to a client

When creating a new client

1. Create the client as usual (see Clients).
2. If you have the Admin or Sysadmin role, the Assign plan dialog opens automatically as soon as the client is created.
3. Choose a plan and fill out the fields described below, or click Assign later to skip it — the client will have Inactive status until a plan is assigned.

For an existing client

1. Open the client's detail page.
2. Click the plan button next to Edit client: it reads Assign plan if the client has no active plan, or Renew plan if they already have one.
3. Fill out the Assign plan dialog:

4. Click Assign plan.

Membership periods and their statuses

Every time you assign, change, or renew a client's plan, the system creates a period: a record of "this client has this plan, starting on this date, at this price." A client's full membership history is the chain of their periods. In the client list and on their profile, all of this is simplified into two visible statuses:

Behind that simple label, a period can be in one of these internal states — useful for understanding a specific situation if you need to contact support:

• Pending — assigned but not yet paid; no access yet.
• Active — paid and in progress; the client has access.
• Scheduled — a plan change already decided, which will start automatically when the client's current paid, active period ends.
• Finished — a past period that was replaced by a renewal.
• Cancelled — a period that was replaced before it was ever paid.

What happens when you change a client's plan

The same Assign plan / Renew plan button and dialog handles every case — the system detects which one applies:

When a change is scheduled, the client's profile shows a notice — "Changes to {plan} on {date}" — so staff can see at a glance that a change is coming.

Connection with Billing

Assigning, changing, or renewing a plan automatically generates an invoice for that period (a scheduled change is only invoiced once it actually starts). If you do not check Register payment now when assigning a plan, the client is left with a pending invoice that can be collected later from Billing — see Billing.

Billing

The Billing section brings together the invoices, payments, refunds, and receipts generated from your clients' membership plans. It is only visible to the Admin and Sysadmin roles.

Where to find it

• Billing in the side menu opens the invoice list, with a search box (by client name, email, or invoice number) and a status filter.
• Clicking an invoice opens its detail page, with the client, plan, period, and due date, a financial summary (amount, paid, and outstanding balance), the list of registered payments, and any refunds.

There is no "New invoice" button anywhere — invoices are always generated automatically, as explained below.

How invoices are generated

The system automatically generates an invoice every time a membership period is created:

• When a plan is assigned to a client for the first time.
• When a plan is changed immediately (the previous plan had not yet been paid).
• When a plan is renewed.

Scheduled plan changes (see Membership Plans) do not generate an invoice until the change actually starts. If a plan is assigned with a 100% discount, its invoice is created directly in Paid status, since there is nothing left to collect.

Invoice statuses

A client's membership period only becomes Active (with access enabled) once its invoice reaches Paid. If a payment is later voided or refunded and the invoice is no longer fully covered, the period loses access again.

Register a payment

On an invoice with an outstanding balance, click Collect invoice to open the Register payment dialog:

Once confirmed, the payment is registered, a receipt is generated automatically, and the invoice status is recalculated.

Void a payment

Every payment row on the invoice detail page has a Void action, meant for correcting a mistaken entry. In practice, as soon as a payment already has a receipt issued — which happens automatically and immediately, every time — direct voiding is blocked and the system will ask you to use a Refund instead. Treat Refund as the standard way to correct or reverse a payment.

Refund a payment

Click the Refund icon on a payment to open the Refund payment dialog:

The refund is applied immediately — there is no separate approval step. Depending on how much of the payment is returned, the payment and invoice move to Partially refunded or Refunded.

Cancel an invoice

From the More menu on the invoice detail page, choose Cancel invoice. This is only available while the invoice is Pending or Overdue, with no confirmed payments or receipts issued — if either condition is not met, cancellation is blocked and the invoice must first be resolved with a refund. Fill out a Reason (3 to 500 characters) and, optionally, check Also cancel the client's membership. Cancellation is irreversible and the invoice number is never reused.

Receipts

Every approved payment generates a receipt automatically — there is no manual "issue receipt" action. From an invoice's payment table, use the receipt icon to download the corresponding PDF once it is ready.

Downloading PDFs

Invoice and receipt PDFs are generated in the background after the corresponding document is created, so there can be a short delay (from a few seconds to a couple of minutes) before Download PDF is available. If you click too soon, the system will let you know the PDF is not ready yet — simply try again a moment later.

Why clients need a document number

Every client now requires a document number (national ID) on file — see Clients. It is needed so the system can correctly generate invoices and payment receipts in their name.

Invoice and receipt numbering

Invoices and receipts are numbered sequentially per company, with an internal code (for example F-000123 for an invoice, R-000045 for a receipt). This is an internal tracking number for your own records — it is not an official fiscal receipt number.

Who can use Billing

Only the Admin and Sysadmin roles see the Billing menu item and can manage invoices, payments, refunds, and cancellations. Coordinators and Trainers do not have access to this section.

Company Dashboard

The Dashboard is the screen you land on as soon as you sign in — it gives you a quick, real-time overview of what is happening in your company today. It is visible to the Sysadmin, Admin, Coordinator, and Trainer roles (clients do not see it; they use the mobile app).

Indicators

Four cards at the top summarize today:

Activity panels

Below the indicators, four panels give more detail:

• Recent activity — a live feed of what just happened: a client enrolling in a class, a new client being added, a message sent to a group of people, or a staff member checking in.
• Today's schedule — the classes scheduled for today, with time, trainer, location, and how many people are enrolled out of total capacity. Click View all to go to the Classes section.
• Clients that need attention — two lists: clients whose membership plan expires in the next 3 days, and clients who started very recently (last 3 days). Click a client's name to go straight to their profile.
• Latest payments — the most recent payments collected, with client name, plan, amount, and how long ago it happened.

About the date range

The Dashboard always shows today, based on your device's local time zone — there is no manual date picker. All roles that can view the Dashboard see the same company-wide data (a Trainer sees the same indicators as an Admin, not a trimmed-down version).