How FitHive Onboards Gyms With a True White-Glove Setup From Day One


Jan 12, 2026

 by Sunny S.
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How FitHive Onboards Gyms With a True White-Glove Setup From Day One

Most gym owners do not struggle because they chose the wrong software.
They struggle because the software never gets fully set up.

Logins get created.
Videos get sent.
Life gets busy.

Six months later, the system is only partially used, billing feels messy, leads slip through the cracks, and the owner is frustrated.

At FitHive, we believe onboarding should remove work, not add more of it. That is why our onboarding process is hands-on, guided, and built to be truly white glove.

Our goal is simple.
When you go live, you hit the ground running, not rolling.

The problem with most gym software onboarding

Most platforms follow the same playbook.

You sign up.
You get access.
You are sent tutorials, help docs, and videos.

From there, everything is on you.

Gym owners are expected to import contacts, rebuild memberships, configure billing, set up schedules, connect websites, and train staff, all while still running the business.

Software only works if it gets implemented. Implementation is where most platforms fall short.

Our onboarding philosophy

FitHive was built by people who have worked with thousands of gyms. We know exactly what happens when onboarding feels overwhelming.

So we flipped the model.

Instead of teaching gym owners how to set everything up themselves, our onboarding team builds the system with you. We handle the heavy lifting so you can stay focused on running your gym.

This is not a drop-you-off-and-wish-you-luck process.
This is a guided build designed for speed, clarity, and confidence.

Contact, membership, and payment migration

Switching systems can feel risky, especially when billing and member data are involved. That is where most gym owners hesitate.

We remove that risk.

Our onboarding team starts by exporting all of your current contacts from your existing system. Every member and lead is carefully imported into FitHive so nothing is lost.

From there, we work with your payment system to migrate billing into FitHive using Stripe. Memberships are recreated accurately and connected to each individual member.

Here is the most important part.

Each member’s next billing date is preserved. On that renewal date, billing stops in your old system and starts in FitHive. There is no double billing. There is no interruption. Members experience a clean transition without confusion.

No manual re-entry.
No broken memberships.
No guessing.

Memberships, contracts, waivers, and billing setup

We do not just move data. We build your membership structure so it is easy to manage and easy to scale.

During onboarding, we gather the details of every membership you offer, including pricing, billing frequency, access rules, and terms. Everything is recreated inside FitHive for ease of use by your team.

Contracts and agreements are added to the system, along with all required waivers. Members can sign everything digitally, and records are stored automatically.

This means:

  • No paper forms

  • No manual tracking

  • Clear visibility for staff

  • A clean experience for members

By the time you go live, your memberships, contracts, waivers, and billing rules are already in place.

Website, lead flow, and conversion setup

Your website is one of the most important tools in your business. It should load fast, communicate clearly, and convert visitors into leads.

During onboarding, we build an SEO-optimized website for you directly inside the FitHive platform. The site is designed around speed, clarity, and conversions.

We follow proven conversion frameworks, including principles inspired by StoryBrand, to ensure messaging is clear and calls to action are obvious. Every page is built to guide visitors toward filling out a form or starting a conversation.

Forms are placed intentionally and connected directly to your CRM. When a lead comes in, it flows instantly into your system and triggers follow-ups automatically.

Unlike most gym software companies, we do not build your site on a separate platform and connect it later. Your website lives inside the same system that runs your CRM, automations, scheduling, and billing.

You also retain full access and control. You can make edits yourself or leave it to our team.

Automations and communication that actually follow up

Leads are won or lost in the minutes after they come in.

During onboarding, we build automated text and email follow-ups that trigger instantly when someone fills out a form. No delays. No manual steps.

Automations are built around real gym scenarios, including:

  • New lead follow-up

  • Appointment confirmations and reminders

  • Missed appointment follow-ups

  • New member onboarding messages

  • Ongoing member communication

Messages are written to sound natural and human, not robotic or spammy.

Because everything lives inside one system, your team can see the full conversation history in one place.

Scheduling, class management, and point of sale

Scheduling is the backbone of a gym. If it is confusing or rigid, it creates problems for staff and members.

During onboarding, we build your entire schedule for you.

Each class is configured with all details in place, including duration, signup thresholds, cancellation windows, maximum attendees, pricing where applicable, membership restrictions, waitlists, and instructor assignments.

Once live, scheduling is easy to manage with a drag-and-drop interface that feels intuitive from day one.

Point of sale is built directly into the system. Purchases, class packs, drop-ins, and memberships are handled cleanly through Stripe and tied directly to member records.

No separate POS system.
No double entry.
No confusion.

The FitHive onboarding timeline

Step 1: Onboarding call and kickoff

Your onboarding call is scheduled within 24 to 48 hours of signing up. We walk through the entire process and outline next steps.

Step 2: Information gathering

You receive a short checklist that includes setting up Stripe, completing a website build form, and sharing membership and schedule details.

Step 3: Build phase

While information is collected, our team is actively building your system. Data migration, website build, scheduling, automations, and POS all happen in parallel.

Step 4: Review and signoff

We review everything with you and make final adjustments. Nothing goes live without your approval.

Step 5: Go live

Your system launches fully built and ready to run.

Most onboardings take 3 to 6 weeks, depending on complexity and number of members being migrated.

The bottom line

FitHive onboarding is structured, guided, and hands-on.

You are not left guessing.
You are not piecing systems together.
You are not learning software on your members’ time.

You get a system that is built for you, with you, and ready to run.