FitPilot AI — Gym Management & Training Coach
Run a gym end to end: memberships and plans, payments and balances, freezes, a door check-in with member cards, renewal reminders — plus personal workout and meal plans with progress tracking for every member.
FitPilot AI now runs the whole gym floor. Define membership plans (monthly, quarterly, yearly, student…), sell a subscription in seconds, take full or partial payments and track every outstanding balance. Freeze a membership and its end date moves automatically; renew with one click from the expiring list.
At the door, reception types or scans the member number — the screen answers “Welcome” or explains why not (expired, frozen, no subscription, or an unpaid balance if you turn that rule on). Every entry is logged, and members get a printable QR card. Renewal reminders are queued for WhatsApp or SMS through your own provider.
FitPilot AI starts from a member profile — age, height, weight, goal, experience, equipment, injuries and diet preference — and builds a calorie and macro target (with safety floors) plus a weekly workout split and a meal plan. Exercises that clash with a reported injury are left out, and food choices respect vegetarian or no-dairy preferences.
Members log workouts with one tap, record lifts (estimated 1RM is calculated), and watch weight, waist and strength trends and a 12-week consistency map. The coach sees every member’s adherence and goal progress. The built-in planner works offline; an optional Claude AI mode adds variety, is validated, and falls back to the built-in planner on any failure. The AI call itself needs your own API key and was not tested live here.
Key features
- Gym memberships: plans, start/end dates, discounts, instalment payments and outstanding balances
- Freeze and resume (end date extends automatically), cancel, printable receipts
- Door check-in by member number, phone or national ID — blocks expired, frozen or (optionally) unpaid members
- Printable member cards with QR code (member number)
- Front-desk role with its own view; reception lands on the gym desk
- Renewal reminders queued for WhatsApp / SMS (sending needs your provider account; not tested live here)
- Gym dashboard: active, expiring in 7 days, expired, collections, balances and 14-day attendance
- Plans: memberships in Starter; door check-in in Pro and above
- Member profiles with goal, experience, equipment, injuries and diet preference
- BMR / TDEE calculation and calorie + macro targets with safety floors (1200 women / 1500 men)
- Weekly workout split for 2–6 days, bodyweight, home dumbbells or full gym
- Injury-aware exercise selection and vegetarian / no-dairy meal plans
- One-tap workout logging and strength log with estimated 1RM
- Body weight, waist and body-fat tracking with trend charts
- 12-week consistency map and strength records
- Coach dashboard: member adherence, goal progress and activity
- Optional Claude AI planner with validation and automatic fallback (needs your API key; not tested live here)
- Roles, audit log, Arabic (RTL) and English
- Two-factor sign-in (authenticator app) with single-use recovery codes
- Automatic daily backups with one-click download and integrity check
- Installable on phones and tablets (PWA) with an offline-friendly shell
- REST API, signed webhooks and CSV import (API keys, 120 req/min, Pro plan and above; import on every plan)
- Exercise library with 74 bilingual exercises, filters by muscle, equipment and level, and personal bests
- Habit tracker (check or counter) with streaks
- Food log with 98 Egyptian and common foods, servings, macros vs daily targets and private custom foods (Pro plan; values are approximate)
- Class schedule with capacity, booking and automatic waitlist (Pro)
- E-signature links: clients sign contracts and consent forms from their phone, with time, IP and tamper-proof fingerprint
- Photos, drawings and files attached to any record
- Phone push notifications (new bookings and alerts) on Android and installed iPhone app
- Member rewards: points for every class and visit, leaderboard and reward alerts
- Customer feedback & NPS: rating links and printable QR codes, with instant alerts on low scores
- Custom fields on any screen, dark mode and Ctrl+K quick search
- Members book and cancel their own classes from their account, with waitlist
- Automations: when a record is added or a status changes, alert the team on their phones or message the customer automatically
- Full change history per record (who changed what, before and after) and bulk actions on lists
- Multi-branch head office: every branch's live figures side by side with group totals (Business plan)
- Door check-in by camera QR on any phone or tablet, members show their QR card from their own phone, plus an API for turnstiles and door controllers
- Online payment links: customers pay by card or mobile wallet (Paymob) or InstaPay and the payment is recorded automatically (Pro plan; needs your Paymob account)
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