Getting around Timeo: a newcomer’s guide

01Welcome

This guide shows new Timeo owners and front desk staff where everything lives, built from the questions real gym owners asked in their first weeks. Read the first two sections on day one; keep the rest for when you need it.

How the console is laid out

• Sidebar (left): every page, grouped by job. Groups you rarely use (Marketing, Reports, Settings) start collapsed. On a phone, the sidebar becomes a bottom tab bar plus a More menu.
• Dashboard: your home. The header shows today’s sales, bookings and check-ins, and a Needs attention strip lists anything waiting on you (join requests, staff requests, refunds, offline door readers).
• Badges: a number next to a sidebar item means something is waiting there.
• Settings > Features: some features are off until you switch them on. If a menu item in this guide is missing, look there first.
• Member app: your members book, buy and open the door from the Timeo member app or the member website. What you set up in the console is what they see.

02Your first day

New businesses start in Starter mode: the sidebar shows only the basics. When you are ready for more, open Settings > Features (or the More features link at the bottom of the sidebar) and turn Starter mode off.

1. 1

   Create what you sell. Go to Catalog > Membership plans and add each membership, class pack and day pass. Always fill Total days (optional) for anything that should expire. A plan saved without it sells packs that never expire, and changing the plan later does not fix packs already sold.

2. 2

   Build the weekly timetable. Go to Booking setup > Class templates and add each repeating class. The templates fill Booking setup > Class schedule automatically. Members see the template name, so name classes clearly.

3. 3

   Set how far ahead members can book. Settings > Business > Booking window (days). The default is 28 days. If you sell 8 or 12 session packs, set it past the end of your longest pack.

4. 4

   Give coaches a login. Staff > Coaches > Coach sign-in link > Copy link or Send on WhatsApp. Coaches sign in with their email and a link, no password.

5. 5

   Connect the door reader (if you have Timeo Gate). Access control > Hardware > Timeo Gate readers: add the reader by its serial number and scan the setup QR. You can also set the name and logo shown on its screen.

6. 6

   Make phone number compulsory. Settings > Member questionnaire > Phone number required. It applies to members who sign up in the app or on the web.

7. 7

   Get members onto the app. Settings > Member app guide > Print or save as PDF gives you an A4 poster for the counter. Members search the app for your business name. Settings > Storefront QR gives you a link to share.

03Daily front desk

Most of the day happens in four places: Inbox, Customers, Door logs and the Dashboard.

Good to know

• A sidebar badge shows how many requests are waiting, so you rarely need to check Inbox by hand.
• A member who holds any pack with no expiry (for example a locker sold on a plan without Total days) does not appear in Expiring soon or Expired. Give every plan a duration.
• Inside now is for venues that sell hours, such as study cafes. Gyms use Door logs to see who came in.

04Members and memberships

Every membership a member holds shows on their profile under Active packages. Most fixes start there.

• Add a member: Customers, then the new customer button, or import a list from the same page.
• Approve something a member bought in the app: Booking setup > Purchase requests, open the request, Approve. The plan applies straight away. Reject asks you for a reason the member will see.
• Sell a walk in day pass that only works today: on the plan, tick Door works on purchase day only. Without it, a pass with no duration keeps opening the door.
• Make a session pack count down. Pick one of these, not both:
  • Settings > Features > Class bookings use a session from the pack takes a session for each class booked, and gives it back if the member cancels in time.
  • On the plan, First door scan of the day uses 1 session takes a session when the member walks in.
  • When the Features switch is on, the door option does nothing.
• Pause a membership: open the member, Membership holds > Put a membership on hold. Press Resume when they are back; the unused days are added back.
• Fix one member’s expiry or sessions: open the member, click the pencil on the pack under Active packages.
• Ask new members questions when they join: Settings > Member questionnaire > Ask new members the questionnaire. Answers appear on the join request and the member’s profile.

05Classes and bookings

Class templates set the weekly pattern; Booking setup > Class schedule is where you see and change each actual class.

• See who booked: open a class on the schedule. It shows how many spots are booked out of the cap.
• Change one class or the whole series: open the class, Edit spots. Tick Apply to all upcoming weeks to change every week, or use Edit weekly series, End weekly series or Cancel class. Booked members are notified with the reason you type.
• Only certain plans can book a class: set Who can book on the class template, or on a single class in the schedule. Other members still see the class but cannot reserve it. Staff can still add anyone.
• Stop a coach being double booked: Settings > Features > One class per coach at a time. Once one class at that hour has a booking, the other shows COACH BOOKED.
• No waitlist, just "Fully booked": turn off Settings > Features > Waitlist for full classes. It is the one class switch that starts on.
• Cancellation rules: set the notice period in Settings > Policies. Turn on Settings > Features > Class cancellations > Give the session back to refund the session when members cancel in time. Members cancel in the app from their booking with Cancel my spot.
• Log one workout for the whole class: open the class, Log workout for class, tick the members, Log for N members. Open it again to edit, untick someone to remove them, or Delete class workout. Only classes that have started can be logged.

Editing a template keeps the bookings already made. If the app and the console seem to show different classes, compare the class names first.

06Payments, POS and refunds

All counter sales go through Sales > POS; everything else on money is under Sales, Reports and Settings.

Refunds go back the way the member paid: a gift card refund returns to the card, wallet and points come back to the member. If that is not possible, Timeo tells you to refund by cash.

07Staff, approvals and notifications

Who sees what, and who gets told, is decided by each person’s role in Settings > Team & roles.

• Add staff or change a role: Settings > Team & roles. Need a role that does not exist yet? Settings > Custom roles (under Advanced).
• Who gets join and purchase request emails: every Owner, Admin and Manager, automatically. Change someone’s role to add or remove them.
• Get approval alerts on WhatsApp too: Settings > WhatsApp > Approval alerts on WhatsApp, add the phone numbers, then Send test message. Nothing is sent until at least one number is added.
• Count door scans as check-ins (for points and attendance): Settings > Business > Daily check-in > Scanning in at the door counts as check-in. This works even if members cannot check in from the app.

08Common questions

These are real questions from a gym owner in their first month, with the answer.