Faults get lost
A paper note on the console, a message in a group chat, a remark at the front desk. None of it is a report someone can act on.
Maintenance software for gyms
Keep every machine on your gym floor in service.
Members and staff report faults by scanning a QR code on the machine. Your team handles them as work orders, and every repair is saved to the machine’s history.
- Free for one location
- Unlimited machines
- Reporting without an app or account
The problem
Broken equipment costs more than the repair.
A machine out of order frustrates members. When nobody knows why it is down or who is on it, it stays down longer.
Nobody knows the status
Is the part ordered? Can members use it? The next shift has to ask around and often gets a different answer.
No history when it breaks again
Without a record of what was done, which part was replaced and what it cost, every fault starts from zero.
How it works
From fault to fixed, in three steps.
One QR label per machine. Everything else happens in GymMaintain.
01
Report at the machine
Anyone scans the QR code, describes the problem and adds a photo. It opens in the browser. No app, no account.
02
Assign and fix
The report becomes an issue and a work order. Take the machine out of service, assign it to your team or a supplier, and track the parts.
03
Keep the history
What was done, which parts, the time and the cost stay on the machine. Ready for the next fault, an inspection or a replacement decision.
Features
Everything maintenance, in one place.
Built for the gym floor, not adapted from a factory system.
Equipment register
Every machine with brand, model, serial number, zone, photos, manuals and warranty.
QR fault reporting
A public page per machine. Members report a fault in seconds. Costs and internal notes stay private.
Work orders
Plan the job, log labour and parts, add before and after photos, and close it with the actual cost.
Preventive maintenance
Recurring schedules and checklists, so belts, cables and pins are checked before they fail.
Inspections
Pass, fail or follow-up, with photo and inspector. A record you can show to an insurer or auditor.
Costs and reporting
Downtime, repair costs and recurring faults per machine and per location.
Why GymMaintain
Made for the people who run the floor.
Safety first
A safety report can take a machine out of service straight away, and it stays closed until the job is done.
Proof when you need it
Every inspection, photo and repair is dated and stored. Useful for warranty claims, insurers and audits.
Better replacement decisions
See what a machine has cost in repairs and downtime before you decide to repair or replace it.
Any brand, any machine
Technogym, Life Fitness, Matrix, Concept2 or your own racks. Cardio, strength and studio equipment.
One location or a whole chain
Start with one site for free. Add locations on Pro, or roll out across a chain on Enterprise.
In your language
The site and the reporting page are available in 33 European languages, with prices in euro or US dollars.
Pricing
Start free. Upgrade when you grow.
No per-user fees. Free covers a complete location.
Free
Everything a single location needs.
€0for one location
Start free- Unlimited machines
- One location
- QR fault reporting
- Issues and work orders
- Full maintenance history
- Member ratings
Pro
For clubs that plan maintenance and track costs.
€29per month
Start free, upgrade anytime- Everything in Free
- Multiple locations
- Recurring maintenance and checklists
- Automations and custom fields
- Cost and downtime tracking
- Reporting across locations
Enterprise
For chains and franchise groups.
On request
Contact us- Everything in Pro
- Chain structure and governance
- Single sign-on (SSO)
- Full API and webhooks
- Supplier portal
- Central dashboards and SLA
FAQ
Frequently asked questions
What is GymMaintain?
GymMaintain is maintenance software for gyms and fitness clubs. It keeps a file for every machine with its faults, work orders, inspections and maintenance history, so your team always knows what is in service and what is not.
Do members need an app or an account to report a fault?
No. Each machine gets a QR code. Scanning it opens a simple web page where anyone can report a problem and add a photo. The page only shows the machine name and status, never costs or internal notes.
What is included in the free plan?
Free covers one location with unlimited machines, QR fault reporting, issues, work orders and the full maintenance history. Pro adds recurring maintenance, automations, cost and downtime tracking, and multiple locations.
Does GymMaintain replace my membership software?
No. GymMaintain is only about your equipment and its maintenance. It runs alongside your membership, booking or access control software.
Can external technicians or suppliers work in GymMaintain?
You can assign work orders and keep supplier details on each job. A dedicated supplier portal is part of Enterprise.
How long does it take to get started?
Create an account, add your machines and print the QR labels. A single location can be set up in an afternoon.
Guides
Practical maintenance guides
Operations
Find the model and serial number on gym equipment
The model and serial number are on a plate on the frame or inside the console bay. Photograph it, and if the plate is missing, record that rather than guessing.
26 Jan 2026 · 3 min read
Lifecycle
Repair or replace gym equipment
Replace when the part is no longer sold, the same fault keeps returning, or the machine is unsafe while you wait. Decide from recorded costs, not a lifespan.
10 Nov 2025 · 3 min read
Maintenance
Rowing machine maintenance
Service the chain or strap, the rail and the handle connection. Air rowers, water rowers and dynamic ergs use different parts, so always work from the model.
1 Sep 2025 · 3 min read
Get your first location set up today.
Free for one location, with unlimited machines. Upgrade only when you need more.