From 5 Tools to One System: How ThaiCross Gym Saves 15 Hours Per Week
400+ members, 6 trainers, 5 separate tools — and no overview. BudiSync brought everything together.
"Admin work used to be a constant battle against Excel chaos. Contracts by email, rosters in Excel, check-in lists on paper. Today everything runs automatically — I focus on training again, not admin."
The Context
ThaiCross Gym Vienna is a modern martial arts and fitness studio with over 400 active members and a team of 6–8 trainers. Thai boxing, strength training, functional fitness — the offering is diverse, the demand high.
The challenge: administrative workload was growing faster than the studio itself.
The Starting Point
Five Tools, No System
Member management in Excel
Separate spreadsheets for contracts, payments, attendance. No central overview, constant duplication of work.
Contracts by email and post
Create Word documents, print them, get them signed, scan, archive. The question "Who has signed?" was a daily occurrence.
Session bookings via WhatsApp
Members sent WhatsApp messages. Trainers had to manually enter them into Google Calendar. Double bookings were frequent.
Check-in on paper lists
Handwritten lists at reception. No capacity overview, no analysis possible.
Separate accounting software
Data had to be transferred manually from Excel. Error-prone and time-consuming.
The result:
15 hours per week spent on administrative tasks. No time for what really matters: training and member care.
The Solution
One System for Everything
BudiSync brought all processes into a central platform. Member management, contracts, appointments, check-in and billing — all in one place.
Member Management
- Central database with full history
- Payment status in real time
- Automatic deadline reminders
- Export for accountants
Digital Contracts
- Online contract signing
- Legally valid e-signature
- Automatic archiving
- Instantly accessible for the whole team
Appointment Booking
- Online booking for members
- Calendar sync with Google/Outlook
- Automatic capacity management
- Reminders by email/SMS
Check-in System
- NFC/QR code check-in in seconds
- Real-time capacity visible
- Block cards automatically deducted
- Attendance lists automatic
Shift Planning
- Automatic shift scheduling
- Team app for all trainers
- Push notifications
- Manage availability independently
Billing
- SEPA direct debit integration
- Automatic invoice creation
- Automated payment reminders
- Export for accounting
The Implementation
8 Weeks from Setup to Go-Live
Setup & Data Migration
Member data imported from Excel, contracts digitised, team accounts created.
Team Training
Training for all 6–8 trainers, processes defined, test phase with first members.
Member Onboarding
Check-in system rollout, all 400+ members informed and trained.
Fine-Tuning & Go-Live
Feedback implemented, processes optimised, old systems finally switched off.
The Results
Measurable improvements across all areas
From 15 hours of admin work to under 2 hours. More time for training and member care.
Excel, Word, Google Calendar, WhatsApp and accounting software replaced by one central system.
On-time payments through automatic direct debit and reminders.
No more manual lists. All data automatically captured and synchronised.
From days to minutes: members sign contracts directly online — legally valid with e-signature.
"Finally we know where every piece of information is. No more searching." — ThaiCross team feedback.
"The system pays for itself many times over every month. Not just through saved time, but also through fewer errors, better cash flow and happier members. I would never go back to Excel."
Ready for Your System?
Find out in a free initial consultation how BudiSync works in your studio.
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