Equipment
The Equipment section gives you a full inventory management and maintenance tracking system for your gym's equipment. It lives under Settings → Equipment and is split into three areas: the equipment registry, the maintenance log per item, and equipment categories.
Equipment Registry
The main Equipment table shows every piece of equipment in your gym. For each item you can store:
- Name – required
- Category – required (see Equipment Categories below)
- Serial Number
- Purchase Date
- Status – one of Active, Needs Service, Out of Service, or Retired
- Location – only shown if multi-location is enabled on your account
- Photo
- Notes
The Service column shows a badge based on where the item stands against its maintenance schedule:
| Badge | Meaning |
|---|---|
| On Schedule | Next service date is in the future |
| Due Soon | Service is coming up within the next 14 days |
| Due Today | Service is due today |
| Overdue | Past the scheduled service date |
| No Schedule | No maintenance schedule has been set |
You can filter the table by category, status, or show only items that are overdue.
Service Schedule
Each equipment item can have a maintenance schedule. Click Set Schedule on any row to configure:
- Interval – e.g. every 3 months, every 1 year
- Schedule Active toggle – disable without deleting the schedule
The schedule drives the Service badge on the registry and the automated service reminder emails (see Service Reminders below). It advances automatically each time you log a maintenance entry with a Next Service Due date.
The schedule interval is independent of any date you type on individual log entries. It determines when the system flags the item as due — not the log entry itself.
Maintenance Log
Click Maintenance Log on any equipment row to open the full service history for that item.
Each log entry captures:
- Date – when the service was performed
- Type – Routine, Repair, Inspection, or Cleaning
- Performed By – free-text name of who did the work
- Notes
- Cost
- Next Service Due – optional; setting this advances the item's schedule
- Photos – upload before, after, damage, or other photos per entry
If the equipment's category has Track Rounds/Parts enabled, log entries also include:
- Round Count – total rounds/uses since last service
- Parts Replaced – free-text list of replaced parts
Log Entry Locking
Entries are editable for 24 hours after creation. After that they lock automatically. Owners can unlock a locked entry from the edit slide-over if a correction is needed. All edits are tracked in a Recent Changes audit trail visible at the bottom of each entry's edit panel.
Equipment Categories
Equipment categories let you organize your inventory by type. Go to Settings → Equipment → Equipment Categories to manage them.
Each category has:
- Name
- Color – used for visual grouping
- Sort Order – drag to reorder, or set a numeric value
- Active toggle
- Track Rounds/Parts – when enabled, maintenance log entries for this category show round count and parts-replaced fields
Default Categories
ManageMemberships provides a set of default categories (e.g. Cardio, Strength, Free Weights). These are shared across all accounts and cannot be edited or deleted, but you can Hide them if they don't apply to your gym. Hidden defaults won't appear in the category dropdown when adding equipment.
You can also create your own custom categories — these can be edited, reordered, or deleted (as long as no equipment is currently assigned to them).
Service Reminders
When a maintenance schedule's next due date arrives, ManageMemberships automatically emails the gym owner as a reminder to service that piece of equipment.
Reminders are sent once per scheduled date — if you've already logged the service and the next due date has advanced, you won't receive a duplicate.
No configuration is needed; reminders fire automatically as long as the schedule is active.
Need help setting up your equipment inventory? Contact support and we'll walk you through it.