Gym fee reminder app: draft it, send it yourself or let it go out

A gym fee reminder app should do the boring part: find who owes, and write the message. Varzish Mate does that. It lists who is due or overdue and drafts the WhatsApp message in English or Hindi. Then you choose, for each reminder type, how it goes out: you send it from your own WhatsApp, or Varzish Mate sends it for you.

You can start the 30-day trial today with no card and have your first reminders drafted the same evening.

Two ways to send

For each reminder type (7 days before expiry, expiry day, and 3, 7 and 14 days overdue) you pick Ask me, Auto or Off. The default is Ask me.

• Ask me. The app lists who is due, drafts the message in English or Hindi and opens your own WhatsApp with the text filled in. You read it and tap send. It is free, with no limit, and your wording can be your own.
• Auto. Varzish Mate sends the reminder itself from the Varzish Mate business WhatsApp number, at the time you set (by default 9 am for overdue and 6 pm for expiry). It uses one of three approved message formats, expiring soon, expires today and payment pending, in English or Hindi. Your custom wording applies to Ask me only. Each Auto message uses 1 credit from your plan's monthly credits.

A reminder from your own number reads as personal, and replies land in your chat. Auto saves you tapping send on each one, but it comes from Varzish Mate's business number. Neither is better for every gym, so you choose per reminder type.

Credits: Starter has 500 a month, Growth 1,000 and Pro 2,000. They reset on the 1st of each month, with no rollover and no top-ups yet. Auto is not available during the 30-day trial, where Ask me works fully; it starts when your club subscribes.

If credits run out, the member has not been confirmed as agreeing to WhatsApp reminders, you paused that member, the member has no WhatsApp number, or WhatsApp cannot deliver the message, the reminder waits on your list to send by hand. Nothing is lost. At signup you confirm, in a small line that is ticked by default, that your members agree to get WhatsApp reminders. Your gym is responsible for that consent.

The reminder rules

The app uses fixed stages, so you do not have to remember dates.

• Overdue: a reminder at 3 days, 7 days and 14 days after the due date.
• Expiring: a reminder 7 days before the plan ends, and another on the day it ends.

Each stage can be set to Auto, Ask me or Off, and you choose the send time. For a 150-member gym with a 3-month plan, this means a handful of people each day instead of a pile of names to check on a register.

The Chase queue

Chase is the screen you open in the evening. It walks you through the members whose reminders you send by hand, one at a time.

1. Open Chase. The first due member is on screen with the message already written.
2. Read it before it goes anywhere.
3. Tap the button. Your own WhatsApp opens with the text filled in, addressed to that member.
4. Tap send in WhatsApp, come back, and the next member is ready.

Ten reminders take a few minutes. You decide on each one. If a member paid in cash this morning, you skip the message. A member with no phone number is skipped and shown as skipped.

Sample messages in English

These show the kind of text the app drafts for Ask me. Auto uses an approved format instead, with the same name, amount and date. Names and dates fill in from the member record.

1. "Hi Ravi, your gym fee was due on [date]. Please pay when you can, by UPI or at the desk. Thank you."
2. "Hi Neha, your membership ends in 7 days, on [date]. Reply here if you want to renew and I will set it up."
3. "Hi Aman, your membership ended today. We would love to see you back. Renew at the desk or by UPI."

Sample messages in Hindi

Hindi messages use Devanagari, with app, WhatsApp and UPI kept in English because that is how people say them.

1. "नमस्ते रवि, आपकी जिम फीस [date] को due थी। कृपया UPI से या जिम आकर जमा कर दें। धन्यवाद।"
2. "नमस्ते नेहा, आपकी मेंबरशिप 7 दिन में, [date] को खत्म हो रही है। रिन्यू करना हो तो इसी WhatsApp पर बताइए।"
3. "नमस्ते अमन, आपकी मेंबरशिप आज खत्म हो गई। हम आपको वापस देखना चाहेंगे। जिम आकर या UPI से रिन्यू करें।"

For more ready messages, see the guides.

Why your own number can work better

In Ask me mode, members get the message from your gym's number, which they have saved. It looks like you wrote it, because you did. A reminder from an unknown sender is easy to ignore or to take as spam.

Sending from your own WhatsApp also keeps you in the conversation. When a member replies "paying tomorrow", the reply lands in your chat, so there is no system to check.

Bulk messages for holidays and offers

Before Diwali, or when you run a New Year offer, pick the members you want and send one message to all of them. The app prepares each one and you send them from your WhatsApp. You choose which members get it, so a Diwali offer does not reach people you did not mean to include.