Gym & Sports Facility Equipment Management
Treadmills, racks, mats and loaner gear — maintained on schedule, fixed fast when they break, and tracked when they leave the building.
Key features:
- Preventive maintenance
- Out-of-order handling
- Loaner gear checkouts
- Full service history
A paper sign is not a work order. It only looks like one.
The sign had been there long enough to curl at the corners. Somebody had written OUT OF ORDER in marker. Not the date. Not their name. I asked the morning staff — they thought the evening staff had called it in. The evening staff thought I had. Then a member asked me about it on the way past. The third one that week. I said it was being looked at. I did not know whether that was true.
A fault taped to a machine has no owner, no date and no history. The next one goes on the same machine, and nobody notices that it is the same machine.
Four places that goes wrong, and what actually changes them.
A fault needs an owner and a date. Tape gives it neither.
The sign is not the problem. The problem is that the sign is the only record — so nobody can tell whether this is day two or day nineteen, or whether anyone has actually called. What actually fixes it: report it at the machine, from a phone, and give it a name and a deadline the moment it goes up.
- Scan the label on the machine and report the fault with photos
- A responsible person and a deadline on every one
- Mark it inoperative and it stops being offered as available to book
- Comments and the repair itself stay on the same ticket
Cables wear out on a schedule. Nobody walks the floor on one.
Frayed cables and loose bolts are safety problems long before they are breakdowns, and the walk-around that would catch them is the first thing a busy shift drops. What actually fixes it: put the walk-around on the calendar as a recurring booking, so the one that gets skipped says so.
- Recurring maintenance and inspection schedules per machine
- A reminder six hours before a scheduled check is due to start
- If the slot ends and nothing was completed, that is flagged an hour later
- A full record of what was done, when, by whom and at what cost
The third breakdown on one machine is not bad luck.
Every fault gets fixed and then forgotten, so the machine that has eaten four call-outs this year looks exactly like the one that has eaten none. The pattern is there — it is just never in one place. What actually fixes it: keep the history on the machine and total it up.
- A downtime report: how long each machine spent out of service
- Group it by machine, by equipment type, or by room
- Maintenance costs per machine and per period
- Complete service history on every asset, from day one
Lent out by one person. Remembered by nobody.
Team kits, rackets, heart-rate straps, keys. Each one leaves in a hurry, with a promise, and the promise lives in the head of whoever was on the desk. What actually fixes it: a checkout with a due date, and something other than a person to do the remembering.
- Check gear out with a borrower and a return date
- Reminders before it is due, and again once it is late
- Link the member as a contact on the checkout — no seat needed
- The full lending history sits on the item and on the contact
What Itefy does not do
There is no batch scanning. A scan resolves one label and opens that item. A bag of ten rackets is ten scans, or one selection made on screen.
Members are not users. A borrower can be recorded as a contact, and contacts are unlimited — but they cannot sign in, and there is no member-facing portal or self-service booking.
There is no brand analysis. Downtime and maintenance group by machine, equipment type and location. Manufacturers are contact links, not a report axis, so "which brand fails most" is not a question you can ask it.
It does not talk to your other systems. No console or machine-usage counters, no member-management or access-control integration. Itefy tracks the equipment, not the membership.
Fits gyms, clubs and municipal facilities
Service partners
Link equipment vendors and service companies to the machines they maintain.
Learn morePlans & Pricing
- USD
- EUR
- NOK
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Basic
N/Aper month, paid N/A- N/A items
- N/A locations
- N/A users included
- Extra seats N/A/month
- N/A GB storage
Core features
- Items, check-in & check-out
- Reservations & scheduling
- Issues, maintenance & events
- QR labels & mobile app
- Public item pages
- Custom specifications
- Excel import & export
- Sign in with Google
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Most popular
Startup
N/Aper month, paid N/A- N/A items
- N/A locations
- N/A users included
- Extra seats N/A/month
- N/A GB storage
Everything in Basic, plus
- Recurring reservations
- Kits
- Contacts
- Reports & insights
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Business
N/Aper month, paid N/A- N/A items
- N/A locations
- N/A users included
- Extra seats N/A/month
- N/A GB storage
Everything in Startup, plus
- API access for custom integrations
- Up to 5 API keys
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Enterprise
N/Aper month, paid N/A- N/A items
- N/A locations
- N/A users included
- Extra seats N/A/month
- N/A GB storage
Everything in Business, plus
- Up to 25 API keys
- Highest limits, built for large fleets
- Lowest extra-seat price
Take control of your equipment
Try every feature free for 14 days. No credit card, no obligations.