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The Whiteboard, the Leaderboard, and the Bill, in One System

A functional fitness box is a community built around a workout that changes every day and a score everybody wants to see. The software should treat the whiteboard as the centre of the business, not a bolt-on. Here is a week on CloudGymManager, one workout at a time.
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Programming that connects to the rest of the box

Swipe through Monday to Saturday. Every workout connects scores, attendance, communication, billing and member history.
Monday

For Time

21-15-9 · thrusters · pull-ups · cap 12:00

Coach publishes the workout at 5 AM from her phone. It appears in the leaderboard picker straight away, no page refresh, and on the athletes’ apps before the first class. Athletes log their time as they finish; the board ranks fastest first and says so with a “Fastest Wins” label, so nobody has to ask which way the numbers run. Scaled and Rx are logged as the athlete did them.

Behind the boardWorkout publishing from the mobile app, athlete self-logging, leaderboard ranking by scoring type and results on the athlete’s profile history.
Tuesday

AMRAP

AMRAP 20 · 5 power cleans · 10 box jumps · 15 double-unders

Two athletes finish with 11 rounds. The board breaks the tie by reps, then ranks the rest of the class correctly, because AMRAP is scored as rounds-then-reps and the software knows it. The coach adds a note to one athlete’s result about her clean setup; it lands on her profile, not on the public board.

Behind the boardAMRAP ranking by rounds then reps, coach notes per athlete and staff-only notes kept off athlete-facing views.
Wednesday

EMOM

EMOM 16 · min 1: 12 cal row · min 2: 8 burpee-over-bar

EMOM scores rank numerically, which sounds obvious until a piece of software sorts them as text and puts 9 above 10. The board here does not. The 6 AM class was full and two people on the waitlist got promoted overnight when a regular cancelled at 10 PM; both got a text from the box’s own number.

Behind the boardNumeric EMOM ranking, class capacity and waitlists, automatic promotion and waitlist texts from your own number.
Thursday

Strength

Back squat · build to a heavy 3 · then 3 × 5 @ 85%

A member hits a 3-rep PR. He logs it, the app marks it as a personal record, and it sits in his history next to the last six months of squat sessions. New members sign up on the front-desk tablet with the waiver signed by finger; the intake form asked about injuries and it is already on the profile the coach opens before class.

Behind the boardPersonal records and assessments per athlete, workout history in the member app, digital waivers and intake forms with signature and consent.
Friday

Benchmark

“Fran” retest · compare to March

Benchmarks are the day athletes care about most, and the day a box proves its value. Every athlete sees today’s score against their previous attempts. The coach sees the whole class’s progress on one screen. The owner uses the Segment Builder afterwards to text everyone who improved: it shows the true count before sending and drops anyone who opted out of promotions.

Behind the boardBenchmark history per athlete, Segment Builder with reach preview, SMS campaigns with delivery tracking and opt-in by category.
Saturday

Partner WOD and open gym

Teams of 2 · 200 cal bike · 100 wall balls · 50 synchro burpees

Saturday brings drop-ins from a visiting box, a member who wants open gym after class, and a family whose two teenagers train in the teens programme while dad does the partner WOD. Drop-ins pay at the desk on a card that goes straight onto their profile. Open gym runs on a different membership than classes, and a member can hold both. The family sits under one account: dad pays, the teenagers attend, and each of them has their own results history.

Behind the boardDrop-in and open-gym memberships alongside class memberships, card on file, family and dependent accounts and check-in kiosk.

Every side sees what it needs

Programming, member experience and business performance stay connected without giving every role access to everything.

The coach’s side

Publish programming from the app, edit it without the date jumping a day, and filter the calendar by track or class without duplicated events. Log results for athletes who forgot. Add notes that stay internal. When the whiteboard is blank on a Sunday night, the AI Workout Planner will draft a session, and it declines to spend your AI allowance on trivia.
Coaches get a staff account with exactly the access their role needs. They see their classes, their athletes, and the board; they do not see the box’s billing unless the owner says so.

The athlete’s side

Book a class, join a waitlist, see today’s workout, log a score, check the board, and look back at every PR since joining, all from the member app. Sign in with Face ID or a one-tap emailed link. Update a card, buy a 10-punch open-gym card, or send a friend a gift card without talking to the desk. Push notifications tell them when a waitlist spot opens.

The owner’s numbers

Class fill rates by time slot show when the 5:30 PM is carrying the week and the 10 AM is not. Revenue and payment reports count settled money only. A Retention dashboard flags the athlete who was in four days a week and is now at one, with a suggested win-back step. A loyalty bonus awards on the first visit, once. A Commission Summary supports coaches paid per class or per client.
Recurring memberships charge themselves, expiring cards are reminded before they fail, and a declined charge retries on the schedule you set. The next billing date advances as each charge processes. Nobody at the desk runs a billing day.

The complete box workflow

From the first booking to the final score and next billing date, the daily work stays in one platform.
  • Workout publishing, athlete self-logging and correctly ranked For Time, AMRAP and EMOM boards
  • Personal records, benchmark history, assessments and coach notes per athlete
  • Class capacity, automatic waitlist promotion, drop-ins and separate open-gym memberships
  • Recurring billing, card on file, retries, expiry reminders and family accounts
  • Digital waivers and intake forms with real signatures
  • Studio-number texts, Segment Builder, delivery tracking and push notifications
  • Retention dashboard, loyalty bonuses, Commission Summary and fill-rate reporting
  • AI Workout Planner and automation rules with an execution log
From a box owner
As the owner of a growing functional fitness gym, I wear a lot of hats. CloudGymManager has taken a huge weight off my shoulders.
Alex Kim Owner, FitBox Functional Training Gym

Clear answers before you switch

Athletes log the workout as they did it, and results sit on their own profile history. Ranking follows the scoring type of the workout.
Yes. Plans and punch cards stack, each on its own billing and count-down.
Yes. One guardian pays and manages; each teenager attends under their own profile with their own results.
A drop-in pays at the desk or online, signs the waiver on the tablet and gets a profile that keeps their score and card on file for next time.
CloudGymManager is free to use: no monthly fee, no per-athlete fee and no feature tiers. Payment processing runs through Host Merchant Services, which is how the software is funded.

Why Is It Free?

CloudGymManager is free to use, with no monthly fee, no user limits and no feature tiers. Host Merchant Services builds and maintains the software and earns its revenue from payment processing. Your box gets the full platform at $0 a month, and payments run through a processor built into the same system you use every day.

Bring This Week’s Programming

We will load your Monday-to-Saturday into a demo box, log a class’s worth of scores, show you the board rank them and run a drop-in from waiver to card on file.
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(888) 272-4960

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info@cloudgymmanager.com

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