How to run a CrossFit gym step by step

To run a CrossFit gym with RoninBox, a short routine each week is enough: check upcoming classes, handle pending payments, review your team and let members know about anything that changes. The app does almost everything else on its own once the schedule and plans are set up. This guide gives you that routine, with the screen for each task.

If your gym is new, start with Getting started. Here we assume you already have activities, plans and a schedule.

What RoninBox does for you

• Offers the classes on your schedule every week, without creating them one by one.
• Generates the monthly fee for each member with a plan.
• Emails the waitlist when a spot opens up.
• Blocks bookings for anyone with unpaid fees past the grace days.

Every day: 5 minutes

1. Open the home dashboard. It shows upcoming classes, how many people are signed up versus capacity, and flags in red any class with more people than spots. See Home dashboard.
2. Check the class about to start. From the calendar you can see who’s coming and add or remove someone. See Managing a class.
3. Take payments at the counter. Find the member and record the cash or card terminal payment. Coaches can do this too. See Charging in cash or by card terminal.

The admin dashboard: the four cards and upcoming classes.

Every week: 15 minutes

Schedule and bookings

• Review next week’s calendar. If a class isn’t going to happen, close or delete it from the event list. See Admin calendar.
• If the gym closes for a holiday, create a holiday. See Holidays and days without classes.
• If you have weekly opening turned on, remember that next week’s classes open on the day and time you chose. See Bookings with waitlist and penalties.

Coaches

The roster shows the week with who teaches each class. Coach rules fill it in automatically, and you can manually assign anyone you want for a one-off change. See Coach roster and Coach rules.

Payments

Filter the member list by pending payments and check who owes. A member with an unpaid monthly fee can keep booking during the grace days you’ve set. See Unpaid fees and grace days.

WOD and communication

• Publish the WODs. Members can’t see WOD-type entries until they have a publish date. See Creating a WOD.
• If something changes for everyone (a closure, a rule), create an announcement. See Announcements.
• To talk to one person, use a message. See Messages.

Every month: 20 minutes

1. Open monthly billing. Check what’s projected, collected and pending for the month. See Monthly billing.
2. Record income outside monthly fees, like a T-shirt or a registration fee, as generic payments. See Generic payments.
3. Check the statistics for plans, new sign-ups and daily attendance. See Gym statistics.
4. Review your team’s numbers: classes, hours and attendees per coach. See Coach statistics.
5. Update prices if needed, with a chained plan: members switch to the new one on their next monthly fee. See Chained plans.

Monthly billing: projected, collected and pending.

Caution

Choose the monthly fee type when you open the gym and don’t change it once members are active. “Mes Natural” isn’t the calendar month: it’s a 28-day period from each member’s start date. See Monthly fee type.

When something goes wrong

Most everyday problems (a member who can’t book, a payment that doesn’t show up, a class that doesn’t appear) are covered in Troubleshooting.

Next step

If you’d like to see how this routine would look with your gym’s classes and plans, get in touch with the RoninBox team at roninbox.com.