How ApproveThis + Club Systems Cuts Paperwork for Gyms, Studios & Fitness Centers

Let’s be real: nobody got into the fitness business to push paperwork. But between membership applications, personal training bookings, and event approvals, your staff spends more time chasing signatures than improving member experiences. That’s why combining ApproveThis with Club Systems via Zapier is like putting your admin tasks on autopilot – without the cringy corporate jargon.

Why This Combo Works (Besides Saving Your Sanity)

Club Systems handles the operational heavy lifting – member check-ins, class schedules, facility bookings. ApproveThis does one thing brutally well: getting decisions made fast through automated approval workflows. Together, they solve the "why is this taking so long?" problem that plagues every multi-location gym or growing studio.

Key benefits you’ll notice within a week:

• No more membership application black holes: New signups automatically route to managers for review instead of dying in inboxes
• Approvals that actually respect PTO: Auto-reassign requests when managers are OOO (no more “per my last email” follow-ups)

Real-World Use Cases for People Who Hate Meetings

1. Killing Membership Application Bottlenecks

Picture this: A high-end cycling studio gets 50 new member applications during a New Year’s promo. Their current process? Print applications, leave them in the manager’s office, pray they get reviewed before the prospect loses interest.

The fix: Zapier triggers an ApproveThis workflow the moment a new member is added in Club Systems. The GM gets an email they can approve/reject in one click. If no response within 24hrs, it escalates to the regional director. Bonus: Approvers don’t need Club Systems logins – perfect for corporate wellness partners who help screen applicants.

2. Personal Training Bookings That Don’t Require Babysitting

A CrossFit box notices trainers double-booking sessions when manually updating the Club Systems calendar. Cue client refunds and awkward conversations.

The fix: When a trainer submits availability in Club Systems, ApproveThis:

1. Checks against existing appointments using calculated fields
2. Routes conflict-free slots to the front desk for final approval
3. Auto-updates the public booking calendar

All without a single Slack ping to “check if this works.”

3. Event Approvals That Actually Respect Deadlines

A yoga studio chain hosts 20+ workshops monthly. Previously, managers missed venue booking deadlines because vendor contracts sat unsigned in legal limbo.

The fix: Now, when a workshop is proposed in Club Systems:

• ApproveThis simultaneously routes contracts to legal and checks instructor availability
• Sets a 72-hour approval threshold before auto-escalating
• Only books the venue once all stakeholders greenlight it

Setup That’s Simpler Than a Bodyweight Squat

Connecting the two tools takes about 15 minutes (we timed it):

1. Zapier account: Free tier works if you’re handling <500 approvals/month
2. Club Systems: Enable API access in settings (your IT person already knows how)
3. ApproveThis: Pre-build your approval templates – think “Membership Tiers” or “PT Session Pricing”

Pro tip: Start with one workflow (like membership approvals) before scaling to 10+ automations. Less overwhelm, faster wins.

Which Teams Get Their Lives Back?

Front Desk Staff

No more playing mediator between trainers and members. Approval statuses sync in real time – if it’s green in ApproveThis, they can confidently confirm bookings without 17 follow-up calls.

Regional Managers

Multi-location operators use approval groups to handle requests across sites. Need a purchase approved? It routes to the local GM first, then escalates to HQ only if over $5k. Delegation settings automatically cover for managers on vacation.

Corporate Partnerships

Health insurance providers or corporate wellness programs often need visibility into membership approvals without full Club Systems access. ApproveThis gives external partners limited access to specific workflows – no added license costs.

The Nuts and Bolts (Without the Boring Parts)

ApproveThis adds muscle to Club Systems with features like:

• Conditional approval paths: Auto-approve routine requests (like towel service upgrades) but flag high-value decisions (facility rentals) for review
• Audit trails: Every decision is timestamped and logged – crucial for compliance audits
• Mobile-first approvals: Managers can review/deny requests between sets (we don’t judge)

Common “Yeah, But…” Scenarios Solved

“What if approvers disagree?”
Set consensus rules (all must agree) or let the first response decide. For high-stakes items, sequential approvals ensure CFO input comes before CEO sign-off.

“We have seasonal staff turnover!”
ApproveThis automatically updates approver lists when Club Systems roles change. New assistant manager? They’re added to relevant workflows without IT tickets.

Ready to Stop Chasing Approvals?

If your idea of “streamlined operations” is still CC’ing everyone in Outlook, it’s time to upgrade. ApproveThis + Club Systems via Zapier works for:

• Gym chains tired of inconsistent approval processes across locations
• Studios wanting to automate 80% of routine approvals
• Any fitness biz where managers spend >3hrs/week on administrative tasks

Book a 15-minute demo to see how approval automation works with your Club Systems setup. Or start a free trial – we won’t make you sit through a sales pitch about “synergy.”

Still manually approving stuff in 2024? That’s like using a flip phone to check your macros. Time to upgrade.