eGym

What is eGym?

eGym is a German fitness-technology company (founded in 2010, headquartered in Munich) that provides a "connected fitness" ecosystem to clubs. At its core are smart, electronically controlled strength machines (eGym Smart Strength) that automatically adapt to each member, complemented by a software layer: a Member App, a Trainer App and the AI engine eGym Genius. A member is recognized by the machine (e.g. via an RFID wristband or chip), after which seat position, weight and range of motion are set automatically and every set is logged by itself.

Important to know: eGym is an external supplier and is not part of Club Planner. This article explains how to connect your Club Planner members to the eGym platform. Also note the difference between two "eGyms": the machine/software ecosystem (egym.com), which this article is about, and the separate corporate membership network eGym Wellpass / Gymlib (egym-wellpass.com). These are two different things.

What can eGym do for my club?

The integration in Club Planner links your members to the eGym Member Management System (MMS), so that the eGym machines recognize your Club Planner members. This means you don't have to maintain member data twice. Specifically, the link does the following:

Automatically create and update members in eGym. Club Planner sends an eGym account for each member with name, date of birth, gender, contact/address details and membership info (the Club Planner member number, contract start and end date, the subscription type and the barcode). The member photo can be uploaded as well.
Automatically forward visits. A background service checks the check-ins approximately every 2 minutes (between 06:00 and 23:00) and automatically exports new members and their visits to eGym.
RFID access. Optionally, the member's existing membership card/badge (Mifare barcode) is sent to eGym as an RFID tag, so that members can use the same card to identify themselves at an eGym machine, without a separate eGym card.
Machine access based on subscription (Machine Admission). You can link a subscription to specific eGym products, so that access to certain machines is automatically granted or revoked based on the member's active subscription.
Push or unlink manually. From the member list or the customer record, a staff member can immediately push a member to eGym, or unlink them again (Unlink E-Gym).
Share classes (inbound). Club Planner also offers eGym an API that allows the eGym app to display your classes and manage registrations/cancellations and waiting lists based on your Club Planner reservations.

Point of attention (privacy): you are sending personal data to an external party. Make sure to have a data processing agreement (GDPR/DPA) in place with eGym and ensure that your members are properly informed about this. The link only exports members with a valid email address.

How do I set up eGym?

You can largely activate the link yourself in MyClubPlanner, but it is not fully self-service: you receive the API key (x-api-key) from eGym itself, and the automatic background synchronization is activated on the server by Club Planner (support).

What do you need?

eGym contract: your club needs an active eGym contract.
API key: this is provided by eGym (the x-api-key field). Request it from your eGym contact if you don't have one yet. Club Planner does not create this key itself.

Activating the integration

Go to Settings > Integrations.
Find the eGym tile and click Settings.
Set the integration to Active.
Enter the API key you received from eGym.
(Optional) turn on Send RFID to EGYM if you want your members' existing membership card/badge to also work at the eGym machines.
(Optional) turn on Machine Admission if you want to manage machine access per subscription.
Click Save.

You will see a confirmation that the link between Club Planner and eGym is active.

Linking machine access to a subscription

Only needed if you use Machine Admission:

Go to Settings > Memberships.
Select the subscription for which you want to set up eGym access and open it.
Scroll to the Integrations section and activate the eGym toggle.
In the Select Products field, select which eGym products this subscription is allowed to use (e.g. Machine Admission). You can select multiple products, e.g. EGYM+ as well.
Click Save.

Please note: this product list comes directly from eGym. Which products you see and how they are named depends on what is included in your eGym contract; Club Planner does not determine this itself. Repeat this for each subscription for which you want to manage machine access.

How do members end up in eGym?

Automatically: as soon as the background synchronization is active on the server, new members and their visits flow through to eGym automatically. If a member does not yet have an eGym link, Club Planner creates one automatically on the first check-in, including the eGym products of their subscription at that moment.
Manually: use Send to eGym on the customer record to immediately push the current subscription details. This can also be done in bulk by selecting multiple members in the member list and using the same action.

Requirements and points of attention

Needed	What for	By whom
eGym/MMS account + API key (x-api-key)	Basis of the link	Directly from eGym
Valid email address per member	Only such members are exported	Club (data)
Valid Mifare barcode per member	For sending RFID to EGYM	Club (data)
eGym products on subscriptions	For Machine Admission	Club (setting)
Background synchronization on the server	For the unattended, automatic visit sync	Club Planner (support)

Can't figure it out, or does the automatic synchronization need to be turned on? Then contact Club Planner support at support@clubplanner.be; that part is activated together with us. Arrange the eGym key and the eGym account in advance with eGym itself.

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