TK Fitness streamlines systems and finds more time for members

TK Fitness is more than just a gym. Based in Te Kauwhata, New Zealand, the not-for-profit fitness centre is home to around 400 members and growing. With a welcoming, family-friendly atmosphere, it offers something for everyone: a well-equipped gym floor, turf courts for all kinds of sports, and a pool that locals love.

What really makes TK Fitness unique is its inclusivity. From kids discovering fitness for the first time to older adults staying active and connected, the centre runs specialised activities designed for different needs and abilities. It is a place where members do not just exercise. They belong.

Behind the friendly, community feel of TK Fitness was a less-than-efficient system for managing memberships. Staff relied on Outlook to track member information and Arc to handle key tag access. As membership numbers climbed, the cracks began to show. Sending emails to members with expiring memberships, manually deactivating key tags, and reactivating them once renewals came through became a heavy burden. Each task took valuable staff time away from supporting members face-to-face.

When Rachel discovered Xplor Gym, she knew it was exactly what the centre needed. The ability to manage memberships in one place with automated reminders, streamlined renewals, and direct control over access tags promised to transform the way TK Fitness operated.

Any change in systems can feel daunting, especially for a busy community facility. But the Xplor team supported TK Fitness every step of the way, ensuring staff were confident using the system from day one. An added bonus was that all members already on Debitsuccess were automatically migrated into Xplor Gym. That seamless transfer meant no disruption for members and minimal effort for staff.

The impact of moving to Xplor Gym was immediate. With automated emails, membership renewals, and key tag activations handled by the system, staff suddenly had hours of admin time back each week. That freed them up to focus on the things that matter most: supporting members, running community programs, and creating a welcoming environment for everyone who walked through the doors.

Members have felt the benefits too. Renewals and payments now update instantly, meaning no waiting for a staff member to manually reactivate access. For busy members, that seamless experience makes all the difference. And for Rachel and her team, it has meant peace of mind and less stress.

Looking to the future, TK Fitness is excited to explore even more of what Xplor Gym has to offer. From referral incentives and lead management tools to booking systems, pathways, and personal training content, Rachel sees big potential to grow the community and keep members engaged for the long term.

At its heart, TK Fitness is about people. By making the switch to Xplor Gym, Rachel and her team have taken the pressure off staff, freed up time for members, and built the foundations to keep their community thriving long into the future.

See what Xplor Gym can do for your gym. Book your demo now!