VERVE Pulse runs staff accounts, shift rostering, the coach portal and payroll export on the same platform as your members and billing. Seven roles control exactly what each person can see, PT commission calculates on the rate that was actually in force, and payroll exports as a clean CSV, never processing, straight to whatever system you already use.
Gym staff management software is the part of your platform that runs your team: who has access to what, when they're rostered on, what they're owed, and what they're meant to be doing today. It's a different job to member management or billing, and most gyms handle it the same way regardless: a paper roster on the wall, a group chat for shift swaps, and a payroll spreadsheet somebody rebuilds from timesheets at the end of the fortnight.
The gaps show up in ways that are hard to see until they cost you. A staff member who left three months ago still has a login. A trainer's commission gets calculated on this fortnight's rate instead of the rate that was actually in force when the session happened. A coach on the floor has no visibility into who's booked into the next class because that lives in a spreadsheet on the office computer. None of it looks urgent, until an owner is the only person who can answer a basic question about their own team.
VERVE Pulse runs staff on the same platform as members and billing. Seven roles across roughly 22 permission areas control exactly what each person can see, with instant deprovisioning the day someone leaves. A coach portal gives the floor a tablet view of today's classes, walk-ins and check-ins, with an AI-drafted follow-up summary at the end of a session instead of a coach typing notes from memory later. Payroll exports as a CSV, pay periods, rate history and PT commission included, so it drops straight into whatever payroll system you already run, rather than VERVE Pulse trying to become one.
This is built for gym owners who are still the single point of failure for who's rostered, what someone's owed, or what a staff member is allowed to touch in the system. Switching brings staff records across on the same migration as members and billing: VERVE Pulse's importers handle the platforms Australian gyms most commonly leave, and the $990 concierge migration is free on annual plans, with most gyms live within 48 hours.
The weekly roster and the payroll export inside VERVE Pulse, shown with sample data.
Shifts and classes on one weekly view.
Pulse calculates it; your payroll system pays it.
Every staff member gets a role-based login, from Reception through to Owner, with per-staff overrides for anything unusual, and access disappears the instant someone leaves.
Invite a staff member with a role-based login, and when they leave, deprovisioning is instant rather than a login that quietly sits active for months.
Reception, Customer Service, Sales, PT, Group Fitness, Manager and Owner cover the standard shapes of a gym team, spread across around 22 distinct permission areas, with overrides available per staff member for anything that doesn't fit the default.
Anyone assigned a role the system doesn't recognise gets nothing by default rather than broad access by accident, and restricted staff only ever see what their role permits.
A separate finance permission keeps pay rates and wage data away from staff who don't need to see it, so a rostering conversation doesn't accidentally expose what everyone earns.
Build the weekly roster against real labour analytics, and let per-staff availability drive what tour and PT slots are even offered to a prospect.
Build and adjust the shift roster in a weekly view, so the whole team's week is visible in one screen instead of a printed sheet pinned to the office wall.
See class staffing costs, wage percentage, and a roster-vs-demand heatmap, so you can see where you're overstaffed on a quiet Tuesday and understaffed on a packed Saturday.
Each staff member's weekly availability feeds directly into what PT and tour slots are offered online, so a lead never books a time that isn't genuinely free.
An accreditations register tracks first-aid certificates and other quals with expiry alerts, so nobody finds out a certificate lapsed during an audit or an incident.
The coach portal is a full-screen tablet view of today's classes, with check-ins, walk-ins and session notes handled from the floor, and an AI-drafted follow-up summary when the class ends.
Coaches open a full-screen tablet view of today's classes on the floor, built to be glanced at between sets rather than squinted at on a phone.
Tap to check a booked member in, or add a walk-in on the spot, without leaving the portal or sending someone back to the front desk.
Write per-member session notes straight from the floor, attached to the right profile automatically, so the next coach who works with that member isn't starting from zero.
At the end of a class, VERVE Pulse can draft an AI end-of-class follow-up summary, so the coach isn't stuck writing a report from memory after they've already moved on to the next session.
Pay periods, per-staff rates with full history, base pay from rostered shifts, and PT commission all calculate automatically and export as a CSV, export only, never processing.
Set up pay periods and per-staff pay rates with a full rate history retained, so a past pay run always reflects the rate that actually applied at the time, not today's number.
Base pay calculates from rostered shifts rather than a manual timesheet re-entry, so what someone worked and what they're paid for stay connected automatically.
PT commission runs as a flat per-session amount or a percentage of the session price, using whichever rate was actually in force on the date the session happened.
Everything exports as a CSV built for your payroll system to run. It's an export, not payroll processing, so you keep whatever payroll provider and tax setup you already trust.
Staff work from a daily task manager rather than a mental checklist, VERVE Pulse suggests follow-ups based on what's actually happening in the gym, and every action staff take is logged.
Give staff a task manager for the day-to-day list, opening checks, member follow-ups, equipment faults, whatever your gym runs through daily, instead of relying on memory or a sticky note.
VERVE Pulse adds AI-suggested follow-ups on top of the task list, prompted by what's actually happening in the gym rather than a fixed checklist that never changes.
Every action staff take is logged in an activity audit trail, so an owner can see what got done, and by whom, without asking around the front desk.
A built-in careers board publishes a public jobs page for the gym, with applications landing straight in the Team workspace instead of a separate recruitment inbox nobody checks.
Core starts at $199/month +GST for 300 active members and includes staff accounts, roles and permissions, shift rostering, the coach portal and payroll export. Grow ($349/month, 600 members) and Pro ($549/month, 1,200 members) raise your member capacity, and Pro adds the open API for pulling staff, roster and payroll data into your own systems. See the full breakdown on the pricing page.
Gym staff management software is the system that runs your team, not just your members: who has a login and what they can see, when they're rostered on, what they're paid, and what they're meant to be doing today. VERVE Pulse keeps staff accounts, shifts, payroll export and a coach-facing floor view on the same platform as billing and members, instead of a roster spreadsheet next to a completely separate payroll tool.
Staff accounts, roles and permissions, shift rostering, the coach portal and payroll export are included on every VERVE Pulse plan, starting with Core at $199/month +GST for 300 active members. Grow ($349/month) and Pro ($549/month) raise your member capacity to 600 and 1,200, and Pro adds the open API for pulling your staff and roster data into your own systems. There's no separate charge per staff account.
Not exactly, and that's deliberate. VERVE Pulse calculates the pay side: pay periods, per-staff pay rates with full rate history, base pay from rostered shifts, and PT commission worked out at whichever rate was in force on the session's date, then exports it all as a CSV your payroll system can run. It's an export, not payroll processing, so you keep whatever payroll provider and tax setup you already trust.
Yes. Staff get one of seven roles, Reception, Customer Service, Sales, PT, Group Fitness, Manager or Owner, spread across around 22 permission areas, with overrides available per staff member for anything unusual. Anyone assigned a role the system doesn't recognise gets nothing by default rather than broad access by accident, and a separate finance permission keeps pay and wage data away from staff who don't need to see it.
The coach portal is a full-screen tablet view built for the gym floor, not the office. A coach opens today's classes, taps to check members in, adds walk-ins on the spot, and writes session notes against a member's profile between sets. At the end of a class, VERVE Pulse can draft an AI follow-up summary so the coach isn't stuck typing a report after they've already moved on to the next session.
PT commission runs one of two ways: a flat amount per session, or a percentage of the session price, whichever the gym sets up. VERVE Pulse always applies the rate that was actually in force on the date the session happened, not today's rate, so a rate change partway through a pay period doesn't quietly rewrite what a trainer earned on sessions from before the change. It then rolls straight into the payroll export.
Yes. Every staff member has an accreditations register for things like first-aid certificates and industry qualifications, and VERVE Pulse alerts you before one expires rather than after. That matters for a WHS audit or an insurance claim where someone asks whether the coach running a session that day was actually certified to run it, and you don't want the honest answer to depend on a filing cabinet.
Yes. Staff get a task manager for the day-to-day list, opening checks, member follow-ups, equipment faults, whatever your gym runs through daily, and VERVE Pulse adds AI-suggested follow-ups on top of it based on what's actually happening in the gym. Every action staff take is logged in an activity audit trail, so an owner can see what got done, by whom, without asking around the front desk.
No, VERVE Pulse doesn't run a self-serve free trial. Staff management is included from day one on every plan, so book a demo and our team will walk you through roles and permissions, rostering, the coach portal and the payroll export live, set up around how your own team splits shifts and PT sessions, tailored to the roles your gym runs.
Yes. VERVE Pulse's switching toolkit covers more than member data: existing exports run through an AI column parser with presets built for platforms like Mindbody, GymMaster, Glofox, Hapana and PushPress, with a go-live checklist to catch anything that needs a manual check before launch. The $990 concierge migration is free on annual plans, and most gyms are fully live, staff logins included, within 48 hours.