Membership fees guide How to collect gym membership fees without chasing anyone.

Updated 5 November 2026 · KEIKOUP, by VELTESA

The short answer

To collect gym membership fees without chasing anyone, you need three things: a clear payment method, a written rule with dates and consequences, and a monthly record of who has paid. When the rule is the same for everyone, getting paid stops being an awkward conversation.

1. Choose how members will pay you

The best payment method is the one that suits your gym. Each one splits the work and the risk differently:

Payment method	Pros	Watch out for
Direct debit	You collect on the date you set, without asking the member for anything each month.	You need an agreement with your bank and a signed mandate from each member. Debits can be reversed.
Card with recurring payment	Collection is automatic and the member has nothing to do.	You need a payment gateway, there are fees and cards expire.
Bizum	Fast and well known in Spain.	It is used mainly in Spain and the member has to send it each month.
Bank transfer	The bank keeps a record of it.	It can take time, the member has to send it and the reference does not always identify the payment.
Cash	It is simple and does not depend on a bank.	Record it straight away and give a receipt.

A practical rule: with many members, automatic collection saves more work. With few members you see every day, Bizum in Spain or a bank transfer can be enough if you have reminders and a good record. Offer few options: the more there are, the harder it is to check payments.

If you use SEPA Core direct debit, keep this in mind: the member can ask their bank for a refund within eight weeks of the debit, without giving a reason. If the collection was not authorised, they can claim for up to 13 months. When a debit is reversed, treat it as an unpaid fee and talk to the member.

2. Write the rule before you need it

A rule members know from day one prevents most arguments. It should answer five questions:

• How much is paid and what it includes.
• What day the fee is due and how it is paid.
• When reminders go out and through which channel.
• What happens if it stays unpaid and how to fix it.
• How to cancel and how much notice to give.

Put it in the terms members accept when they join. Before using them, ask your adviser to review them: consumer rules vary from one country to another.

3. Set a fixed calendar

This is the calendar KEIKOUP uses. You can choose other dates; what matters is that they do not change from person to person.

When	What happens
Day 5	First reminder to anyone who has not paid for the month.
Day 10	Second reminder.
Day 11	They cannot book classes until the payment is recorded. They can still come in and train.

4. Send reminders without the awkwardness

A good reminder is private and brief, and allows for an oversight or a mistake. You can use this text:

Hi [name]. We don't have a record yet of your [month] fee. You can pay it by [payment method]. If you already have, let us know and we'll check.

Do not publish who owes money on a noticeboard, in the gym's group chat or in front of other members. Besides being embarrassing, it exposes that person's personal information. Always talk about it in private.

5. What to do when a member doesn't pay

1. First check your record and the bank: sometimes the payment was made and recorded wrongly.
2. Message them privately and remind them of the date and the payment method.
3. Apply the rule as written, with no exceptions nobody knows about.
4. If they are going through a hard time, agree on a specific date and write it down.
5. If the debt remains, apply what the terms provide and consult your adviser before claiming it or telling third parties.

6. Keep track every month

Pick a fixed day to review who has paid. For each member, the month, amount, payment method and date are enough. With few members a spreadsheet can do the job. When you spend more time checking payments and sending reminders than looking after people, it is worth automating.

Common mistakes

• Making exceptions without writing them down.
• Reminding only some members, or only when you remember.
• Still charging after a cancellation: confirm it in writing and stop the collection.
• Raising the fee without giving advance notice.
• Putting off recording payments.

How KEIKOUP helps

KEIKOUP does not collect payments for you, and today it does not take card payments in the app. Members pay by Bizum, bank transfer or cash, and you record the payment. The app sends the reminders on the 5th and 10th by phone notification or email, blocks bookings from the 11th and lifts the block when you record the payment. You also see who owes, who has paid and what has been collected this month.

Request a demoSee how fees work

Sources

• SEPA Direct Debit Core Scheme Rulebook (European Payments Council, 2025)
• Direct debits (Bank of Spain, in Spanish)

This guide is for information only and does not replace legal or tax advice.