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.
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.
A fault record your next reviewer can act on
For example, a manager reports a treadmill fault at one location and attaches the observed issue. The reviewer can see the evidence, decide the next step and assign responsibility. Supplier details, costs and completion evidence stay with the same job. The public demo uses sample records so you can inspect this workflow before creating your own workspace.
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.
Does this replace our member-management system?
No. ClubPilot controls operational work, evidence, approvals and follow-through while memberships, bookings, billing and access remain in the specialist systems already running the club.
Can access be limited by role and location?
Yes. Customer administrators assign roles and locations so each person receives the tools and records relevant to their responsibilities.
Can we try ClubPilot for free?
Yes. Create your account, confirm your email and set up your business workspace. Your 30 days start when the workspace is created, ready for you to invite your team. No card is required and there is no automatic paid renewal. Optional AI, paid integrations and custom work are separately agreed.
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.