One repair record
Keep the club, asset, fault, evidence, supplier, costs, due date and full status history together.
GYM MAINTENANCE SOFTWARE
Keep equipment faults moving from report to repair.
ClubPilot gives gym groups one accountable maintenance workflow for equipment faults, facility issues and purchase requests—without losing supplier details, photos, approvals or follow-up in email chains.
30 days free · No card required · Set up your own workspace.
SEE THE WORKING PRODUCT · 0:45
Maintenance workflow
Follow a maintenance issue through the live demo.
Recorded in ClubPilot using fictional demo data. Screen layouts may change as the product improves.
WHAT CHANGES
Less chasing. Clearer ownership. Better follow-through.
Controlled approvals
Separate ordinary repairs from new-equipment requests and route approved action to administration, Accounts or ownership.
Group-wide visibility
See urgent, overdue and unresolved work across authorised locations while managers remain limited to their own clubs.
A PRACTICAL START
Gym maintenance software: how the workflow works
ClubPilot complements member-management and accounting systems by controlling the operational work between a reported problem, an approval, a supplier and a verified result.
- 01Report the fault
A manager records the issue on a phone and adds photos, documents or a supplier URL.
- 02Approve and route
An authorised leader reviews cost and priority, then assigns the correct person or supplier hand-off.
- 03Track the outcome
Status, comments, invoices and completion evidence remain attached to the numbered job.
ILLUSTRATIVE REPORT
Follow one fault from the club floor to the next decision.
This fictional treadmill example shows what should stay with the job when responsibility changes. Your team decides the safety response and what evidence is needed before equipment returns to service.
Watch a maintenance request from start to finish| Report | Club manager records the treadmill, location, observed fault and a useful photo. |
|---|---|
| Review | An authorised reviewer checks urgency, proposed cost and any purchase approval required. |
| Next action | The assigned person records the supplier contact, booked visit or outstanding part. |
| Progress | Updates remain on the numbered job so the manager can see what has happened. |
| Completion | The responsible reviewer checks the completion note and supporting evidence before closing the record. |
Keep a repair moving when the next person is away
Record the next action, the person responsible and the latest supplier update on the job. The next authorised reviewer should be able to understand what is happening from the record, including what remains unresolved.
Start with one location and one job
Create a free trial account, confirm your email and add your business. Log a maintenance request with its location, urgency and supporting evidence. Invite the person responsible for follow-up when you are ready, then track the record through to completion.
Practical guides for your team
Free gym equipment maintenance checklist
Download daily, weekly and monthly review prompts with a fault-to-close record.
Compare gym software for your operation
Use the Australian buyer's guide to separate member administration from operational requirements.
PRACTICAL ANSWERS
Gym maintenance software: before you add another system.
ClubPilot starts with the operating problem, not a forced platform replacement.
Can a manager report a gym equipment fault from a phone?
Yes. They can create a maintenance request with the club, equipment or facility issue, urgency and supporting details. Add photos, documents or supplier links where they help the next person act.
How do equipment purchases and repairs get approved?
Keep the request, proposed cost and supporting information on the record. The authorised reviewer assesses the action and routes it to the responsible person. Configure the roles and approval responsibilities for your business during setup.
Can we track the supplier and keep the club updated?
Supplier details, comments and status history stay with the job. The assigned team can record what is booked or still outstanding, and the club can follow the record without reconstructing the conversation from separate messages.
Does marking a job complete prove equipment is safe?
A completed status records the workflow decision. Your business still needs the appropriate servicing, technical checks and return-to-service decision. Agree the evidence required before your reviewer closes safety-critical work.
Can we try it without changing our member system?
Yes. Explore the sample jobs in the demo or create a workspace for the 30-day free trial. ClubPilot works alongside your membership and accounting systems; direct connections are separately assessed.
BUILT AROUND YOUR GROUP
Start with one operational problem worth solving.
Documents, business rules and feedback can teach ClubPilot how your group works. Additional workflows, reports and integrations can be scoped as the value becomes clear.
Australian developed. Shaped by real club work.
Callan builds ClubPilot with practical feedback from Leah, a gym operations manager, and the teams using it. Maintenance, inspections and monthly responsibilities shape what gets improved.
Meet the people behind ClubPilotConsidering a founding place?
See who the founding offer suits, what is included, how onboarding works and the agreed scope of minor edits.
Explore the founding-partner offer