Documentation

🚀 Getting Started

Vortisk Gym Manager installs directly into your CRM account — no separate login.

1. Install the app from the CRM Marketplace. OAuth connects your location automatically.
2. Open the app from your CRM sidebar and run the Onboarding Wizard.
3. Map your active/expired member tags, sync contacts, and create your first membership plan.

🗺️ Full Setup Guide

The complete roadmap — from install to your first check-in. Most gyms finish in 10–15 minutes. Everything below lives under Settings inside the app.

Step 1 — Install & open

Install from the CRM Marketplace. OAuth connects your location and activates your $29/mo subscription with full feature access. Open Vortisk from your CRM's left menu — you're signed in automatically, no password.

Step 2 — Map your member tags (Settings → CRM Tag Mapping)

Tell Vortisk which CRM tags mean active and expired. When a contact gets the active tag they show as an Active member; the expired tag flips them to Expired. This keeps member status in sync automatically.

Step 3 — Create membership plans (Settings → Membership Plans)

Add each plan with its duration, price, and check-in limit. Then click Link CRM on a plan to connect it to a CRM product so memberships assign automatically:

• Product — when this product is paid, the plan is auto-assigned to the buyer.
• Price ID (optional) — tell monthly and annual apart on the same product.
• Tag fallback (optional) — assign the plan when a workflow adds a tag, no payment needed (comps, trials).

Step 4 — Set workflow triggers (Settings → CRM Workflow Triggers)

Choose the tag Vortisk adds to a member's contact for each event — plan assigned, refunded, expiring soon, class booked / cancelled / attended / no-show. Then build a CRM workflow on “Contact tag added” to send the email or SMS. Leave a tag blank to skip that event.

Step 5 — Tune retention & reminders (Settings → Retention & Reminders)

Set how many days before expiry a member is flagged as “expiring soon” and when renewal reminders fire.

Step 6 — Sync your members (Settings → CRM Sync)

Click Sync All Members to pull your existing CRM contacts in as members. From then on, new contacts sync automatically in real time.

Step 7 — Add members & check in

Add a walk-in with + Add Member (it also creates the CRM contact), bulk-import a CSV, or let members flow in from your CRM. Then check them in by name or phone on the Check-in page.

🥋 Facility Types & Modular Presets

Vortisk Gym Manager is built with a modular facility architecture. Whether you operate a Brazilian Jiu-Jitsu dojo, a CrossFit box, a traditional gym, a yoga studio, a boxing gym, or a personal training studio, the app adapts its feature modules, terminology, and CRM tags to your sport.

Interactive Facility Presets Guide

Click on any facility type below to explore its default active modules, recommended CRM tags, and operational workflows:

Individual Module Toggles

Beyond presets, you have complete granular control. In Settings → Facility Type & Modules, you can enable or disable any individual module:

• Martial Arts Belts: Toggles rank progression cards, stripe milestone calculations, and student promotion modals.
• Class Timetables & Scheduling: Toggles recurring class management, trainer rosters, and member booking.
• Front-Desk Tablet Kiosk: Toggles the self-service QR check-in camera screen at /gym/kiosk.
• Digital Waivers: Toggles electronic signature collection, version bumping, and member portal signing.
• Point of Sale (POS): Toggles front-desk retail transactions for drinks, apparel, and equipment.
• GoHighLevel 2-Way Sync: Toggles automated contact, tag, and invoice synchronization with your CRM.

👥 Members

Members sync automatically from your CRM contacts. Each member has a profile with status, plan, expiry date, and full check-in history.

Adding members

• Automatic — new contacts with your member tag appear here.
• Add one — click + Add Member on the Members page to add a single member. It also creates the matching contact in your CRM so they stay in sync.
• Bulk import — upload a CSV (name, email, phone, status, plan, dates) from the Members page.

Editing a plan

Open a member, click Edit on the Membership Plan card to change status, plan, start and expiry dates.

✅ Check-in

Check members in from the Check-in page — search by name or phone number and confirm in one click.

• Live search — start typing a name or phone number and matching members appear instantly.
• Currently in gym — see who's checked in right now with elapsed time, and check them out.
• Today's check-ins — a running list of everyone who came in today, with a duplicate guard and 30-second auto-refresh.

📅 Classes & Trainers

Create classes with capacity, schedule and an assigned trainer. Members can book their own spot via their self-service link (sent through a CRM SMS/email workflow) — no app or login.

Add trainers under Trainers, track their assigned members and class load, and activate/deactivate in one click.

🗓️ Class Calendar

View your full class schedule in a calendar under Calendar. You can also share a read-only public calendar with members — send them the link, or embed it on your own website with an <iframe> so they can see what's on without logging in.

🔔 Retention Alerts

A daily scan flags members whose plans are expiring or already expired. From the Retention page you can renew, freeze, or expire a member directly, and the notification bell surfaces these alerts.

💳 Plans & Billing

Create unlimited membership plans with custom durations, prices and check-in limits under Settings → Membership Plans. Your own Vortisk subscription is managed under Settings → Plans & Billing and billed directly through the CRM Marketplace across three tiers:

• Pro ($29/mo) — All features included from day one. Select your facility discipline (Gym, BJJ, CrossFit, Yoga, Boxing, PT) in the setup wizard, with unlimited members & check-ins, kiosk, classes, waivers, CRM sync, and staff roles.
• Ultra ($60/mo) — Everything in Pro plus the Shift4 direct payment gateway for in-portal credit card processing and automated tuition renewals.
• Elite ($100/mo) — Everything in Ultra plus custom feature requests built tailored to your gym's unique workflows, bespoke integrations, and direct VIP priority support.

Auto-assign on purchase

Click Link CRM on any plan to connect it to a CRM product. When a member pays that product's invoice in CRM, their membership is assigned automatically — start and expiry dates are set from the plan's duration, and they can check in right away.

• Match by price — map a specific price ID to tell monthly and annual apart on the same product.
• Match by tag — as a fallback, set a tag so a CRM workflow can assign the plan without a payment (e.g. comps or trials).
• Renewals — paying again extends the membership from its current expiry; duplicate payments are ignored.
• Day passes & drop-ins — create a plan with a 1-day duration and link it to a CRM product. Sell it via a payment link or at the desk: the buyer becomes an active member for the day and expires automatically at midnight. Works for punch-card style passes too (e.g. a 7-day trial pass).

Refunds & voids

If an invoice is refunded, voided, or deleted in CRM, the membership it paid for is expired automatically — so a refunded member can no longer check in.

🛒 Front-Desk POS & Stripe Card Processing

Vortisk includes a complete front-desk Point of Sale (POS) register for selling merchandise, energy drinks, supplements, apparel, and training gear.

Key POS & Stripe Features

• Register & Product Catalog — Tap items to build the cart, search products by name or category, select clothing sizes/variants, and attach members or walk-in guests.
• Stripe Direct PaymentIntents — Credit card transactions use client-side Stripe.js tokenization combined with direct 1-step PaymentIntent processing for 100% PCI compliance and instant approval (200 OK) in Live Mode.
• Card on File (CRM) Charging — Charge saved member payment methods on file directly for front-desk sales with automatic receipt generation.
• Stripe Reader M2 Bluetooth Terminal — Pair physical Stripe Reader M2 terminals directly inside the installed Vortisk Tablet App for contactless tap, swipe, and chip card payments.

💳 Shift4 Direct Tuition & Card Billing

In addition to CRM invoice billing, Vortisk features direct payment processing powered by Shift4. Members can pay for tuition, renew expired plans, and settle balances directly from their self-service portal (/portal/{token}) with zero redirects.

Configuring Shift4

1. Navigate to Settings → Shift4 Payment Gateway inside your gym portal.
2. Check Enable Shift4 Payments.
3. Choose between Sandbox / Test Mode (for testing card payments with demo credentials) and Production / Live Mode.
4. Click Fill Demo Keys to instantly test credit card transactions with pre-configured sandbox keys, or enter your Shift4 Public & Secret API keys.
5. Click Save Shift4 Settings.

How Members Pay

When a member opens their passwordless portal link, an active Pay with Card or Renew Membership button appears on their plan card. Clicking it opens a secure card entry modal:

• Card details are tokenized securely with Shift4.js.
• Upon successful charge, the payment receipt and charge ID are saved in the member's profile under Payment & Tuition History.
• The member's expiry date is extended immediately by the plan's duration and their status switches to Active.

🔐 Staff & Roles

Invite team members under Staff. Each gets a role — Owner, Manager, or Staff — that controls what they can see and do. Customise role permissions under Roles & Permissions.

🔄 CRM Sync

The app two-way syncs with your CRM: contacts become members, tags fire workflows, and webhooks update members in real time. OAuth tokens refresh automatically — you never re-authenticate manually.

⚡ Automated Member Emails

Vortisk doesn't send member marketing itself — it lets your CRM do it, where you also get SMS and full branding. When something happens in the gym, Vortisk adds a tag to the member's CRM contact; you build a CRM workflow triggered by “Contact tag added” to send the email or text.

Set the tag for each event under Settings → Workflow Triggers (leave one blank to skip it):

• Plan assigned — member bought or was given a plan → send a “membership confirmed” email.
• Refunded / cancelled — a refund or void ended their membership.
• Active / expired — membership status changed.
• Expiring soon (at-risk) — flagged by the daily scan, for win-back.
• Class booked / cancelled / attended / no-show — class lifecycle.

💬 Getting Help

Need a hand? Raise a ticket from the Support page inside the app, or use the public contact form. We reply within 24 hours.