Gyms: a broken machine is an unhappy member

In a gym, maintenance is visible. The treadmill with the out-of-order sign, the cold shower, the stuffy studio. Every day the sign stays up, a member takes note.

What usually happens

  • The trainer sees the fault, tells the front desk, the front desk tells the club manager, and somewhere along the way it goes cold.
  • Nobody knows how many times the same treadmill has been repaired or what it is costing.
  • Filters, HVAC and hot water get looked at when someone complains.
  • With several clubs, each one solves things its own way and there is no overall picture.
  • The fitness equipment vendor's service visits are on their calendar, not yours.

How it works with onCMMS

  • A QR code on every machine and in every room: the trainer or the front desk reports in thirty seconds, with a photo.
  • The request reaches whoever decides immediately, with its priority. Nothing stays at the front desk.
  • Preventive maintenance for HVAC, hot water, filters and studio equipment, generated automatically.
  • The history per machine tells you which one is no longer worth repairing.
  • With several clubs, one site per club and reports filtered by each.
  • The equipment vendor gets the order as a PDF by email; their visit joins the machine's history.
The list of maintenance requests in onCMMS
The requests, with their status and priority: nothing stays at the front desk.

A typical week in a two-club operation

  1. Monday. The weekly pool water check and the monthly cardio belt inspection orders are in the list, generated by the PM plans. The handyman takes the pool; the cardio inspection is a checklist per treadmill.
  2. Tuesday. A trainer at club 2 scans the QR code on rower 4: "strap fraying, photo attached". The club manager converts it to an order and the strap is replaced from stock the same day. The out-of-order sign was up for three hours.
  3. Wednesday. Members complain the studio is hot. The front desk reports it by QR on the studio HVAC unit. The order goes to the HVAC contractor as a PDF; the contractor finds a failed fan motor.
  4. Thursday. Treadmill 6 at club 1 stops again. Its history shows four motor-related orders in a year. The manager marks it for replacement instead of another repair.
  5. Friday. The owner opens the report: club 2 has half the corrective orders of club 1 with the same equipment count. The difference turns out to be the monthly belt inspection that club 1 skipped for a quarter.

Typical assets

Treadmills, ellipticals, bikes and rowers, strength machines and cable stations, HVAC and ventilation, locker room hot water, saunas and steam rooms, pool filtration and treatment, access turnstiles, lighting and sound, laundry.

Can members report problems?

They could, since the QR form needs no account, but the usual setup is to keep the codes for staff and have members tell the front desk, to filter the noise. You choose where the codes go.

Does it work for a municipal pool or a sports center?

Yes. The loop is the same: installations that need inspecting, staff who notice, technicians (in-house or contractors) who fix, and a signed report that serves just as well for a public authority.

Does it track equipment usage hours?

If a machine has a usage counter, you can define it as a meter and record readings, and schedule a service every N hours on it. Readings are entered by hand; there is no connection to the machine's console.

Screenshots show the current interface, which is in Spanish. An English interface is on the roadmap; read where it stands.

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Keep reading

Retail: every store on one dashboard Maintenance software for retail chains: every store on one dashboard, each site with its assets, store managers reporting by QR code, and reports filtered by store. Maintenance requests: nobody has to chase a breakdown Anyone reports a problem with a title, a photo and a location, from the app or by scanning the asset QR code. Supervisors turn it into a work order in one click. Preventive maintenance that does not depend on anyone remembering Schedule recurring inspections per asset and frequency. onCMMS generates the work orders on the day they are due, with checklist and technician, on working days only.

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