Yes, the core maintenance scheduling features are completely free — including adding up to 25 pieces of equipment, creating schedules, receiving email reminders, tracking service history, generating QR codes, and using the kanban task board. There are no hidden costs or trial periods. Premium features for larger commercial facilities with unlimited equipment, team management, SMS notifications, and calendar integrations are available as a paid upgrade.

Free accounts can track up to 25 pieces of fitness equipment, which covers most small to mid-size gyms, studios, and home gyms. Premium plans offer unlimited equipment tracking for larger commercial facilities and multi-location fitness chains. You can add equipment manually or import from a CSV/Excel file.

You receive email notifications before scheduled maintenance is due. The dashboard also shows real-time status with color-coded indicators: red for overdue tasks, orange for tasks due today, yellow for upcoming tasks this week, and green for tasks on schedule. The kanban board provides a visual overview of your entire maintenance pipeline. Premium users can enable SMS notifications and customize alert schedules.

Each piece of equipment gets a unique QR code that you can print and physically attach to the machine. When anyone — staff, members, or maintenance technicians — scans the code with any smartphone camera, they're taken directly to that equipment's page where they can view details, see maintenance history, log completed tasks, or report issues. No app download or login required. It's the fastest way to bridge the gap between your physical equipment and your digital maintenance records.

Yes, you can invite team members with customizable roles and permissions. Assign maintenance tasks to specific people, track who completed what and when, and maintain accountability across your team. Roles include Admin (full access), Manager (add/edit/view), and Viewer (read-only). The activity log shows a complete audit trail of all actions taken.

Maintenance frequency depends on equipment type, usage intensity, and manufacturer recommendations. As a general guide: Cardio machines (treadmills, ellipticals, bikes) need weekly cleaning, monthly belt/roller inspections, and quarterly deep maintenance. Strength equipment needs monthly safety checks, quarterly lubrication, and annual cable inspections. Our scheduler creates optimized schedules based on equipment type and your specific usage patterns, following industry best practices from IHRSA and manufacturer guidelines.

Yes, absolutely. Studies show regular preventive maintenance can extend commercial gym equipment lifespan by 20-40% and reduce emergency repair costs by up to 50%. For example, regular treadmill belt lubrication prevents motor burnout (a $500-$2,000 repair). Regular cable inspections on strength machines prevent dangerous snaps. Proper cleaning prevents sweat corrosion on electronics. The cost of preventive maintenance is a fraction of reactive repair costs — and our scheduler makes it effortless to stay on top of it all.

Yes, the Service Request feature lets you submit detailed requests including equipment information, issue description, photos/videos, priority level, and preferred service date. Certified fitness equipment technicians in our network respond with quotes and availability. It's the easiest way to get professional help for repairs, safety inspections, parts replacement, and specialized maintenance that's beyond your team's capabilities.

Yes, you can export equipment lists, maintenance schedules, and complete service history as CSV files for record-keeping, sharing with stakeholders, or importing into other management systems. You can also print calendars, kanban task boards, QR code sheets, and individual equipment detail pages. All data remains yours and can be exported at any time.

Premium users can sync maintenance schedules with Google Calendar, Microsoft Outlook, and Apple Calendar so maintenance tasks appear alongside your existing schedule. This means your team gets reminders through the channels they already use. The free plan includes email notifications and the in-app dashboard for tracking all scheduled tasks.

Any fitness equipment — cardio machines (treadmills, ellipticals, stationary bikes, rowers, stair climbers, AMTs), strength equipment (power racks, cable machines, Smith machines, plate-loaded machines, selectorized equipment), functional training gear (kettlebells, battle ropes, TRX systems, plyometric boxes), group exercise equipment (spin bikes, step platforms), and accessories (rubber flooring, mirrors, sound systems). If it's in your gym and needs maintenance, you can track it.

All data is encrypted using industry-standard AES-256 encryption both in transit and at rest. Your equipment information, maintenance records, and uploaded documents are stored on secure servers with regular automated backups. We never share your data with third parties without explicit permission. You can export all your data and permanently delete your account at any time.