TEZ FIT User Guide
This guide explains how to use TEZ FIT to manage your fitness club. It covers the system’s key features, including staff, clients, memberships, schedules, sales, and settings, with step-by-step instructions for everyday use.
When you log in to the Control Panel, the User icon is displayed in the top-right corner.
From this section, you can edit company information, including the company name, address, and the first name, last name, and identification number of the person responsible for the business.
The Refund on Downgrade option allows staff to downgrade a client’s membership and automatically calculate the refund based on the difference in membership prices.
The Event Notification setting defines how frequently the system checks for scheduled classes that require confirmation.
Notifications can be disabled or configured to check at intervals of 1, 3, or 15 minutes.
When enabled, the system reminds staff to confirm whether a class was held, assign the instructor who conducted it, or mark the class as cancelled.
If your business is registered for VAT, enter your VAT registration details in the VAT Information section.
The Control Panel navigation menu is located on the left side of the screen.
Before using the system, complete the initial club setup by creating membership plans and pricing, adding staff members, assigning user permissions, and entering the remaining club information.
By default, the staff list includes the user whose contact details were provided during the company registration process.
If this user is the club owner or manager, grant them access to all required system features.
Ensure that at least one user, such as the owner, a manager, or another authorized staff member, has permission to manage Role Settings.
Role templates can be created for different staff positions and configured with specific access permissions.
To add a staff member, enter their last name and identification number. The staff member’s email address will be used as their login. When a staff account is created, the system automatically assigns the default password Zz123456. The staff member can use this password for the initial login and change it at any time from their personal account settings.
Configure the trainer’s pay rate to enable automatic payroll calculations. The pay rate can be set per session, per hour, or per client. Separate rates can also be configured for group and individual training sessions.
The Calendar Color setting is primarily intended for instructors. It is used to distinguish each instructor’s classes in the group class schedule by displaying them in the assigned color.
After creating the staff member, assign the appropriate access permissions or select a predefined role, such as Fitness Trainer.
The Fitness Clubs section is used to create and manage fitness club locations.
The Club Types tab displays the available club types. By default, every club is assigned the Standard club type.
If additional functionality is required, a custom club type can be requested to meet the operational requirements of the business.
The Clubs tab displays all clubs associated with the account.
By default, a new account includes a single club named My Club.
The club settings allow the club name and address to be updated, photos of the facility to be uploaded, and the appropriate club type to be selected.
The POS section is used to create and manage cloud-based point-of-sale terminals. Each POS terminal can be assigned to the appropriate fitness club.
If the subscription includes retail sales of merchandise, the POS terminal must also be linked to the corresponding retail store to enable product sales and inventory management.
The Membership Tiers section is used to create and manage different membership levels. For example, Gold, Silver, and Bronze tiers can be created, or custom membership tiers can be defined to match the club’s membership structure.
The Marketing Tags section is used to create and manage custom marketing tags for tracking the effectiveness of marketing and sales channels.
Marketing tags can be created for channels such as Instagram, Google Ads, or Refer a Friend campaigns, as well as for any other marketing or customer acquisition source used by the club.
The Access Management section is used to create and manage membership card types and generate membership card numbers.
By default, the system includes card types for Regular Members and Guest Visits. Additional custom card types can also be created.
Before generating membership cards, specify the number of digits that each card number will contain.
The selected number of digits determines the total number of unique card numbers that can be generated. For example, a six-digit format supports up to 999,999 unique card numbers.
Specify the number of cards to generate for the current batch. Generating cards in smaller batches, such as 20 cards at a time, is recommended to simplify card assignment during client registration.
The Assets section is used to create and manage club resources that can be assigned to different services and activities.
Assets include lockers, rooms, equipment, and other resources used within the club.
The system includes several predefined asset types. Additional custom asset types can also be created to meet the operational requirements of the club.
For example, an asset type named Rental Equipment can be created to manage items such as ice skates, hockey sticks, and other rental equipment.
The Assets tab is used to add individual assets to each asset type.
For locker management, select the appropriate asset type, such as Men’s Lockers, and specify the available locker numbers. Lockers can be created individually or generated in batches by defining a range of numbers.
Creating locker assets is a mandatory part of the initial system setup, even if the club does not provide physical lockers. TEZ FIT assigns a locker to every client during registration, and the locker number serves as the client’s unique visit identifier within the system. If physical lockers are not available, virtual locker numbers should be created and used solely for client identification purposes.
Equipment assets, such as spin bikes, can also be added by specifying the available quantity.
Location-based assets, such as a Yoga Studio, can be configured by defining the location name and its maximum capacity. The same approach can be used for martial arts rooms, football fields, swimming pools, or any other facility within the club.
The Service Settings section is used to create and manage service types and individual services offered by the club.
The system includes several predefined service types commonly used by fitness clubs, such as Rentals, Individual Sessions, Group Sessions, and Guest Passes. These predefined service types are system-defined and cannot be edited or deleted. Additional custom service types can be created as required.
Before creating a service, select the appropriate service type.
Each service record includes the service name, price, duration (where applicable), and an optional description.
For example, a 30-Day Locker Rental service can be created by selecting the Rental service type, entering the service price, and adding a description such as Locker rental for storing sports equipment.
The Contract Templates section is used to create and manage membership agreement templates.
A custom contract template can be uploaded with placeholders for client-specific information.
Placeholders should then be replaced with the corresponding system variables. For example, the club address can be inserted using the appropriate address variable.
When a contract is generated, all variables are automatically replaced with the corresponding client and club information.
Contract templates can be edited or updated at any time.
The system also allows the assignment point for each contract template to be configured. A contract can be generated automatically during client registration, membership sales, or both, depending on the selected configuration.
The Membership Plans section is used to create and manage membership plans available for purchase.
Each membership plan is assigned a Membership Type. The Club Membership type is intended for standard memberships that provide access to the club. The Additional Membership type can be used when separate memberships are required for access to specific facilities or services. Event-Linked Memberships are designed for plans associated with specific events and are configured separately.
The Available for Purchase period defines the dates during which the membership plan can be sold. This period may be limited to a promotional campaign or remain available as part of the club’s regular membership offering.
The Membership Duration determines how long the membership remains valid after activation.
Visit limits, time restrictions, and allowed days of the week can be configured where required. For unlimited memberships, these fields can be left empty.
Guest visits included with the membership can be specified, together with the membership price.
Additional services included with the membership can be assigned if applicable.
The Freeze Policy allows the total number of freeze days and the maximum number of freeze requests to be configured. For example, a membership may allow a single freeze of up to 10 days, or two separate freezes with a combined total of 10 days.
A Membership Cancellation Fee can be configured either as a percentage of the membership price or as a fixed amount.
For clubs operating multiple locations, limits can also be configured for the number of visits permitted at other clubs within the same network.
The Discounts tab is used to create and manage discounts for the selected membership plan.
Discounts can be configured as either a percentage or a fixed amount.
Two discount types are supported:
- Fixed Discount, which applies a predefined discount value.
- Flexible Discount, which allows staff members to apply any discount up to the maximum value specified for that discount.
Multiple discounts can be assigned to the same membership plan.
For example, a Refer a Friend discount can be created in addition to a fixed membership discount to support referral campaigns.
The Clients section is used to register and manage client profiles.
Each client profile includes basic personal information such as the first name, last name, gender, date of birth, contact details, and an optional photo. A photo can be uploaded from a device or captured using the device’s camera.
The client’s date of birth is used by the system to calculate the client’s age automatically.
A membership card type must be assigned to each client. For example, a Barcode Card can be selected. Previously generated card numbers are displayed and available for assignment. If guest visit coupons are used, the corresponding coupon number can also be assigned. Guest visit coupons are configured and managed in the same way as barcode cards.
A membership agreement can be attached to the client profile when required.
Each client can be assigned a Membership Tier, a Home Club, and a Marketing Tag to identify the source of client acquisition.
Additional information, including contact details, address, passport information, and banking details, can also be recorded.
The Parents tab is used to link a parent or guardian to a child’s profile. The parent or guardian can be selected from the existing client database or registered as a new client.
When a parent or guardian is linked to a child’s profile, the child’s phone number becomes optional. This allows the parent or guardian to access and manage the child’s account.
Memberships can be assigned from both the Front Desk section and the Clients section.
If the New Membership button is disabled, it means that the current user does not have permission to assign memberships.
To enable membership assignment, open the Staff Settings section, select the appropriate staff member, open the Cashbox User settings, and enable POS Access.
Membership assignment is available only to users with POS Access.
The Cashbox User settings also define the maximum discount that the staff member is permitted to apply during POS transactions.
When assigning a membership, select the appropriate membership plan and, if applicable, choose one of the available discounts.
If a Fixed Discount is selected, the configured discount is applied automatically.
If a Flexible Discount is selected, a discount field becomes available. The entered discount cannot exceed the maximum value configured for that discount type. Any value above the permitted limit is automatically reduced to the maximum allowed discount.
When applying a flexible discount, a comment explaining the reason for the discount must be provided.
The membership start date can be specified manually. This allows a membership to be purchased in advance while becoming active on a future date.
Alternatively, the membership can be created with an Open Start Date, in which case it is activated automatically on the client’s first visit.
If the selected start date overlaps with another active membership assigned to the same client, the system prevents the new membership from being created until a non-overlapping start date is selected.
Membership payments can be processed through Cloud POS.
The payment method can also be selected. Multiple payment methods are supported, including split payments combining, for example, cash and credit card.
Individual membership settings can be customized by overriding the default configuration of the assigned membership plan.
The Terms & Conditions option, available from the three-dot menu, is used to modify membership settings and assign additional privileges.
Although the membership status is updated automatically by the system, it can also be changed manually when required.
The payment status can also be updated manually.
The discount assigned to the membership can be modified by changing either the discount type or the discount value.
The membership start and end dates can be adjusted if necessary.
Guest visit allowances can be updated manually, including both the total number of guest visits included with the membership and the number of guest visits already used.
The membership freeze allowance can also be modified.
Additional privileges not included in the original membership plan can be assigned to an individual membership.
For example, additional services can be added to the client’s membership. After selecting the required service, use the Add button to assign it to the membership.
The Freeze option is used to temporarily suspend an active membership. When a freeze is applied, the membership expiration date is automatically extended by the number of approved freeze days.
The freeze start date and freeze duration must be specified. An optional comment can also be recorded to document the reason for the freeze.
The system displays the remaining number of freeze days available under the membership, as well as the number of freeze requests that can still be used.
The Refund option is used to cancel a membership and process a membership refund.
The refund amount is calculated automatically in accordance with the membership terms, taking into account any applicable cancellation fees and the period of membership already used.
If required, the calculated refund amount can be adjusted manually. To modify the refund amount, select Edit, enter the revised amount, apply the changes, and complete the refund process by selecting Save & Proceed.
The Transfer option is used to transfer an active membership from one client to another.
Select the recipient of the membership and confirm the transfer. The client search function can be used to locate the recipient when working with a large client database.
Once the transfer is completed, the membership is removed from the original client and assigned to the selected recipient.
The Guest Visit Transfer option is used to assign a guest visit to another person. When a guest visit is transferred, it is immediately deducted from the client’s remaining guest visit balance.
Guest visits can be assigned to an existing client or to a newly created guest profile.
Creating a guest profile allows the guest to be registered in the system and later converted into a regular client, making future membership sales and client management more convenient.
The Schedule section is used to create and manage group training sessions.
A session can be created by selecting New Session button or by clicking directly on an available time slot in the calendar.
When a session is created using New Session, the default session duration is one hour. The duration can be changed as required.
When a session is created directly from the calendar, the selected date and start time are filled in automatically, and the default duration is 30 minutes. Multiple consecutive time slots can be selected to create a longer session.
Each session includes the class date, start time, duration, class type, instructor, and location.
One or more instructors can be assigned to the same session. This allows multiple instructors to conduct the same class when members attend the class itself rather than a specific instructor.
Each session must also be assigned to a location, such as a functional training area, yoga studio, swimming pool, or any other facility configured in the Assets section.
Recurring schedules can be created by selecting a recurrence pattern, such as Weekly, and specifying the applicable days of the week together with the schedule end date.
If multiple sessions are permitted to take place simultaneously in the same location, the Force Booking option can be enabled.
Sessions are displayed in the calendar using the color assigned to the corresponding instructor.
Additional information about a session can be viewed by hovering over the session in the calendar.
The schedule can be displayed using different calendar views, including Day, Week, and Month.
Existing sessions can be modified or deleted by selecting the corresponding session in the calendar.
The Front Desk section is used to manage client services and, where an Access Control System is not available, to register client check-ins and check-outs.
When an Access Control System is installed, client visits can also be registered automatically through the TEZ FIT mobile application. In this case, clients check in by scanning the QR code displayed at the club entrance, and their visit is recorded automatically.
When client check-ins are performed manually, clients can be located by searching for their first name, last name, phone number, or membership card number.
If multiple clients have the same name, enter both the first and last name to narrow the search results.
Membership card numbers can be entered manually or scanned using a standard barcode scanner.
Select a client from the search results to open their profile and register a visit.
The client profile displays the current membership status, expiration date, and the remaining number of guest visits.
During check-in, the system automatically assigns the first available locker. A different locker can be selected manually if required.
A preferred locker can also be assigned to a client, allowing the system to allocate the same locker automatically whenever it is available.
Locker rental services can be assigned directly from the client profile for storing sportswear or personal equipment.
The locker room is selected automatically, although a different locker room or a specific locker can be assigned manually if necessary.
When creating a locker rental, specify the rental start date, select one of the available rental plans, and confirm the service assignment by selecting Create Service.
The Individual Sessions section is used to schedule one-on-one training sessions with a specific instructor.
Individual training services must be created in advance in the Additional Services section.
After selecting an instructor, the instructor’s schedule is displayed, allowing available time slots to be identified and scheduling conflicts to be avoided.
Select the required date and time to create the session.
Scheduled individual sessions can be edited or cancelled at any time.
The Group Classes section displays all scheduled group sessions available at the selected club.
The class list can be filtered by instructor to simplify navigation.
Clients can be registered for any scheduled group class directly from this section. If payment is required, the corresponding payment transaction can also be processed during registration.
Clients can also book available group classes independently through the mobile application.
Each confirmed booking is automatically deducted from the number of visits included in the client’s membership.
For clubs operating as mono studios without a general gym area, weekly or monthly training programs can be managed by creating a membership specifically for the corresponding group class. In this configuration, the price of individual group sessions should be set to zero, allowing clients to book sessions using the visits included in their membership.
For more advanced membership scenarios, Event-Linked Memberships can be used. Configuration of this feature is described separately in the Advanced Tools section of this user guide.
The Freeze option displays the client’s remaining freeze allowance and is used to record the number of freeze days requested by the client.
If a membership freeze is ended before the scheduled end date, the system automatically recalculates the freeze period and extends the membership only by the number of freeze days actually used.
The Guest Visits option is used to redeem guest visits included with the client’s membership.
Guest visits can be assigned either to a newly created guest profile or to an existing client. A locker can also be assigned during guest check-in when required.
The remaining number of guest visits is updated automatically after each redeemed guest visit.
A new membership can also be assigned directly from the client’s profile.
The membership assignment process is identical to the procedure described in the Clients section.
The In Club tab displays all clients who are currently checked in at the selected club.
All transactions processed through Cloud POS are available in the POS Transactions section.
This section provides access to sales transactions, payment methods, and transaction details.
Cash receipts and cash disbursements can also be recorded separately, together with optional comments for accounting purposes.
The Reports section provides comprehensive reports covering sales, memberships, services, client activity, and other operational data.
The Dashboard displays key performance indicators (KPIs), providing a real-time overview of the club’s operational and financial performance.