A gym management software platform serves more than 3,500 fitness facilities across the United States and Canada. Its system handles member check-ins, class scheduling, equipment tracking, and financial management for businesses that range from boutique studios to large chains.
Payments consumed a disproportionate share of engineering time. Membership fees, personal training, retail purchases, and day passes each ran through a different integration: one processor for recurring membership billing, another for in-person POS, a third for online purchases, and a fourth for ACH. Each had its own API, authentication, and maintenance cycle, so developers spent more time maintaining payment code than building features for gyms.
The fitness industry’s billing patterns added complexity. The platform had to handle recurring membership billing, freeze and hold scenarios, family-plan discounts, and point-of-sale transactions for retail and services. Maintaining PCI DSS compliance across four separate integrations took still more time. Adding a payment method or entering a new market meant months of work, and the support team spent its days troubleshooting payment issues across systems instead of helping gym owners.
Choosing Orchestra
The platform looked for a way to consolidate its four integrations into one and selected Orchestra. A single JavaScript library replaced the separate processor integrations. The team uses Orchestra’s REST API for backend subscription billing, automated billing cycles, and financial reporting, with the JavaScript library handling staff POS and member self-service interfaces.
What changed
One integration instead of four
Four payment codebases became one. When a gym owner asks for a new payment method or processor, the platform can usually add it with no development work, which has cleared most of its payment-related backlog.
Global payment support
Orchestra handles regional payment preferences automatically. When the platform expanded to serve gyms in Canada, the local payment methods and compliance requirements were already supported through the same integration, with no new build required.
Compliance in one place
Maintaining PCI DSS across four systems had meant four sets of certification requirements. Orchestra handles compliance through one integration. The team used Orchestra’s 12-point PCI requirements checklist to show its security group how much of that overhead was going away.
Payments inside the gym dashboard
Orchestra’s API let the platform embed payment management directly in its gym dashboard, so owners handle membership billing, retail sales, and payment methods from one screen. Payment-related support tickets fell by about 30%.
Results
The platform now processes roughly $42 million in monthly membership payments across its gym partners, up from about $30 million before the change, and serves gyms in 48 states. It estimates Orchestra saves around 40 hours a month in payment development and maintenance, capacity it now spends on features for gym operations.
The single integration also let the platform add billing options faster, including seasonal memberships, trial periods, and custom payment plans, without new payment work for each one.
