Connect your locations to Wellhub, decide which activities Wellhub members can book, and choose how they get access when they arrive.
What the Wellhub integration does
Wellhub members book your activities from the Wellhub app, and those bookings land in Gymly alongside your own. You decide which activities are available, how many spots you reserve for Wellhub at each one, and whether a Wellhub visitor is checked in automatically, at your turnstile, or by your staff at the front desk.
This is the same kind of integration as ClassPass, Urban Sports Club, and Workit: an aggregator that fills spots you would otherwise leave empty. Wellhub was previously called Gympass.
Where to find it
You install Wellhub from the Addons page in your Gymly dashboard. Once it is installed, you manage it from a different screen: Settings > Add-ons > Wellhub.
Only administrators can see and change these settings.
Step 1: Install the Wellhub add-on
In the main menu, click Addons.
Find the Wellhub card and click Install.
Wellhub now appears in the sidebar under Settings > Add-ons.
Step 2: Connect your locations
Wellhub switches each location on from their side, so this step is a short handshake between you and your Wellhub contact. You do it once per location.
Go to Settings > Add-ons > Wellhub. The first card is Locations connected to Wellhub, listing every location in your business with its status.
Next to a location marked Not connected, click Set up.
A window opens titled Connect [your location name]. It shows a Location code.
Click Copy code. The status changes to Awaiting Wellhub.
Send that code to your contact at Wellhub so they can switch this location on.
When Wellhub confirms it, the status changes to Connected. Reload the page to see it, because the status does not update on its own while you have the page open.
The counter at the top right of the card tracks your progress, for example 2 of 3 connected.
While a location is waiting, you can click Cancel to withdraw the request. Once a location is connected, that is permanent: there is no disconnect in Gymly. Contact support if you need a location taken off Wellhub.
Step 3: Choose how Wellhub members get access
As soon as a location is connected, click its row to expand it. You are asked Choose how Wellhub members get access at [your location name]. The option that fits your setup is already selected for you and marked Recommended.
Automatic: Members are checked in as soon as they book with Wellhub. No turnstile scan or staff step.
At the turnstile: Members scan at your turnstile to check in, just like your other members.
Front desk: Members are checked in when your staff confirms them at the front desk.
Click Confirm access mode to save it. You can change it later with Edit access mode.
Pick Front desk if you want your staff to confirm each Wellhub visit in person. Pick At the turnstile if your members already scan in and you want Wellhub visitors to do the same. Pick Automatic if you would rather not add a step at the door.
At the turnstile only works if your check-in and turnstile are already set up in Gymly. If they are not, send us a message first so we can arrange that with you, then come back and choose this option.
Step 4: Make your activities available on Wellhub
Nothing reaches Wellhub until you say which activities they can book and how many spots you are reserving. You set the spots once per activity, then link a Wellhub product for each connected location, because your products can differ per location.
On the same page, find the All activities card and click Configure activity.
Choose the activity in the Activity field. You can search it by name.
Under Wellhub spots, choose how many spots Wellhub gets. A fixed number of spots reserves the same number of spots in every event, set with the stepper. Follow the event capacity gives Wellhub any open spot, up to the event's own limit, and is marked Dynamic.
Click Save and link products.
For each connected location, click Link to product and pick the Wellhub product that matches. If the location has only one product, Gymly links it for you.
If you do not offer that activity at a location, click Skip instead.
Linking is a one-time choice. Once an activity is linked to a product at a location, the row reads Linked ¡ spots set and there is no way to change or remove it from this page. Contact support if you linked the wrong product.
Checking that it worked
The All activities table gives you the state of each activity at a glance:
Locations shows how many of your connected locations you have handled, for example 4/6. It turns orange while something is still outstanding.
Spots shows either Event capacity or the fixed number, for example 5 spots.
Sync tells you whether the activity actually reaches Wellhub. Syncing means at least one location is linked and nothing is left pending. Partial means at least one connected location still needs a product. Not syncing means nothing is linked, so this activity does not appear on Wellhub.
You can also check this straight from your calendar. Open the dropdown at the top right that reads Day or Week, then under View aggregator events choose Wellhub. Your events are then coloured by their state on Wellhub:
Green: The event is live on Wellhub and can be booked.
Red: The event is cancelled.
Grey: The event has not been sent to Wellhub.
Click a grey event to see why. One scheduled too far ahead reads Aggregator events are scheduled 14 days into the future.
That 14-day window is the thing to remember: your events reach Wellhub 14 days ahead. An event scheduled further out does not appear on Wellhub until it comes inside that window, which happens on the nightly update. Changes to an event already inside the window reach Wellhub shortly after you save.
Working with Wellhub day to day
Reserving spots for a single event
Open the event in your planning. On the Activity details tab, switch on Allow 3rd party bookings and set the number of spots next to Wellhub. This overrides what you set for the activity as a whole. If the row reads Not set up, hover the info icon: it tells you whether the location is not connected or the activity is not mapped, and offers a Set up link straight to the Wellhub settings.
Set the time before you open an event to Wellhub. Once third-party bookings are enabled on it, its time and duration are locked, because the change would not reach Wellhub.
Spotting Wellhub bookings
In an event's attendee list, a Wellhub visitor shows the Wellhub logo in place of a profile picture. In your dashboard's check-ins list, they appear with the caption via Wellhub.
Confirming visits at the front desk
If your location uses Front desk or At the turnstile, an External check-ins card appears at the top of your dashboard. In Front desk mode, arriving Wellhub members wait under Needs your decision with a countdown, and you click Confirm or Decline. Everything already handled moves to Earlier today with a badge: Confirmed, Auto-confirmed, No-show, Expired, or Processing.
You have about 17 minutes per visit, and the countdown on the card shows exactly how long you have left. If nobody acts before it runs out, Gymly confirms the visit for you so the visitor is never left stuck, and the badge reads Auto-confirmed.
Best practices
Connect the location before you configure activities. The product list only loads for a connected location, so linking is smoother once the status reads Connected.
Use Skip deliberately. An activity you never link and an activity you skip both stay off Wellhub, but skipping records the decision, so the Locations column no longer flags it as outstanding.
Check the Sync column after you finish. An activity reading Partial or Not syncing is not reaching Wellhub, and Gymly does not warn you about it anywhere else.
Name your activities before you open them to Wellhub. Wellhub keeps the name it received the first time, so a later rename in Gymly does not reach them.
Start with a few activities. Open your quieter time slots first, see how the bookings land, then widen it.
Frequently asked questions
Q: Do Wellhub visitors become members in Gymly?
A: No. A Wellhub visitor is recorded against the event they booked or the check-in they made, and nothing more. No account, no membership, and no invoice is created for them.
Q: Do I see a Wellhub visitor's name and email address?
A: Only when Wellhub sends them. Wellhub shares name and email for some partners and not others, so you may see visits with neither.
Q: How far ahead do my activities appear on Wellhub?
A: 14 days. Anything scheduled beyond that appears once it moves inside the window. Switch on the Wellhub filter in your calendar to see which events have made it across.
Q: I renamed an activity and Wellhub still shows the old name. Why?
A: Wellhub keeps the name from the moment the activity first reached them. Renaming it in Gymly does not change it on their side. Contact support if a name needs correcting on Wellhub.
Q: Can I disconnect a location from Wellhub?
A: Not from your dashboard. Cancel only withdraws a request that is still Awaiting Wellhub. Contact support to take a connected location off Wellhub.
Q: Can I change which product an activity is linked to?
A: Not from the Wellhub settings page today. Contact support if the wrong product is linked.
Q: My location has said "Awaiting Wellhub" for a while. What now?
A: Reload the page first, because the status does not refresh by itself. If it is still waiting, the code may not have reached Wellhub yet or the wrong code was entered. Send us a message and we will check what came in.
Q: Does the number of Wellhub spots stop extra Wellhub members from booking?
A: Not inside Gymly. The number tells Wellhub how many spots to sell, and Wellhub holds to it on their side. Gymly checks only the event's total capacity when a booking arrives, so Gymly accepts any Wellhub booking that fits the event.
Q: What happens when I mark someone as a no-show?
A: Gymly does not register the visit as attended, so it is not claimed as a visit. Whether you are still paid for it depends on the terms you agreed with Wellhub: some partners have a late-cancellation or no-show fee, which Wellhub settles on their side. Check your agreement with Wellhub if you are not sure. Mark a no-show when the Wellhub visitor does not turn up.
Q: A Wellhub member scanned at my turnstile and was not recognised. Why?
A: Gymly recognises a Wellhub member at your location only after Wellhub has introduced them at least once, through a booking or a check-in in their app.
Q: What happens if I uninstall the add-on?
A: Gymly stops sending new events to Wellhub. Events already on Wellhub keep taking bookings, and those bookings still arrive in Gymly, so let us know before you uninstall.
Limitations
You cannot disconnect a connected location, or change or remove a linked product, from your dashboard. Both need support.
Booking and cancellation rules are Wellhub's. Gymly does not apply your own booking window or cancellation window to Wellhub bookings.
Gymly does not warn you when something fails to reach Wellhub. The Sync column is your check.
The External check-ins card is a worklist for today, not a report. Entries are removed after 24 hours.
You cannot open a Wellhub visitor as a member, and you cannot cancel or repeat their booking from Gymly. Those actions live in the Wellhub app.
Each Gymly location maps to exactly one location on Wellhub, and each Wellhub location to exactly one in Gymly.
You cannot change the time or duration of an event once third-party bookings are enabled on it.