Gym owners

Use WhatsApp messages

GymLedger can send expiry reminders and payment receipts to your members on WhatsApp, and show you their replies. Messages go out through GymLedger's own WhatsApp Business number, not yours.

Read this first — is it on for your gym?

WhatsApp comes with every paid plan. Once you're on a paid plan it is on for your gym — there is nothing to request. On a free trial it is off; ask GymLedger if you want to try it before you pay.

Being on doesn't send anything by itself. Nothing goes to your members until you turn on the messages you want in Messages → Settings (see below).

GymLedger can still switch WhatsApp off for a gym whose messages go to wrong or stale numbers, because that gets the shared number flagged for everybody.

You can tell where you stand from the strip at the top of Messages. If it says · WhatsApp is not enabled for this gym, sending is off.

What you get once it is on

Automatic messages

In Messages → Settings, under What gets sent:

Expiry reminders — a message a few days before a membership runs out. When you turn it on, pick 3 days before, 5 days before or 7 days before. The same switch covers PT packages and lockers ending, and a note when PT is down to its last 2 sessions.
Payment receipts — a receipt to the member as soon as you record their payment.
Dues reminders — once a week while a member still owes money from a part payment.
Birthday greetings — a happy-birthday message on the day, for members whose date of birth you added.

Each switch saves the moment you tap it. All are off until you turn them on.

Under Who receives it, every member is listed with a switch for each kind of message. Everyone gets messages by default; turn a member off to leave them out of that kind only.

The Messages section

In the sidebar, tap Messages. Four tabs — Inbox and Sent below, Announce (one message to all your members) and Settings (above):

Inbox — one row per member who has written to you, newest first, with an unread count. Tap one to read the whole conversation. Unread replies also show as a number on Messages in the sidebar.
Sent — everything sent to your members, with Member, Message, When and Status. This is where you check whether something actually arrived. A message that did not go out shows the reason in plain words in the Detail column, like WhatsApp is not enabled for this gym or Member replied STOP.

At the top, a strip counts your allowance: "12 of 100 messages used this month", a bar, and the date it resets.

Replying

Open a conversation. If a reply box is there, type and tap Send. Enter sends, Shift+Enter starts a new line.

Good to know

You can only reply in your own words within 24 hours of the member's last message. This is WhatsApp's rule, not GymLedger's. Each conversation shows a badge with the time left, and once it runs out the reply box is replaced by a note saying so. You can still send the ready-made renewal reminder from the 💬 button on Members → Renewals, or wait for the member to write again.
Your monthly allowance is 100 messages on the free trial, 500 on a paid plan. It resets on the 1st. Once it is used up, the strip says limit reached and nothing more goes out that month.
A member who replies STOP is opted out. Nothing further is sent to them and the Sent log shows Member replied STOP. Unsubscribe, opt out, band karo and bandh karo do the same thing. You cannot undo this from the dashboard — only the member can, by replying START, resume, subscribe or unstop.
A whole sentence starting with "stop" is not an opt-out. Only a message that is exactly one of those words counts, so "stop sending me the wrong timings" is treated as a complaint and stays in your inbox for you to answer.
"Sent" is not "delivered". The Status column shows what WhatsApp reported. A number that isn't on WhatsApp, or that has blocked the business number, can still show as sent.
The switches above are the only automatic messages. Nothing else fires on its own.
Messages go to the phone number on the member's record. A wrong number means a message to a stranger, so check them before you turn any message on.

When it doesn't work

The strip says "WhatsApp is not enabled for this gym". You are on the free trial, or GymLedger has switched it off for your gym. Upgrade to a paid plan, or ask GymLedger. Nothing you change in Settings will get around it — the toggles there decide which messages you want once sending is on, not whether sending works.

The WhatsApp section in Settings shows a padlock and "Available on paid plans". Reminders and receipts are not part of the free trial. Tap Upgrade Now — see Manage your subscription.

There is no reply box on a conversation. The 24-hour window has closed. The page says "You cannot reply in your own words right now." Send the renewal reminder from Renewals instead, or wait for them to message.

The Inbox says no member has messaged you yet. It only fills up when a member writes to you first. Reminders you send do not create a conversation on their own — a reply does.

"You do not have access to messages. Ask your gym owner to grant it." You are signed in as staff, not as the owner. Messages needs the message permissions — see Give staff access to the app.