Membership management software development
Renewals that happen on time, without someone chasing every one.
Acasa Labs does membership management software development for clubs, studios, associations, coworking spaces, and subscription businesses. We build member records, plans, renewals, payments, and a member app around your own rules. The foundations come from GymFast, our membership product, and from the plan and billing systems in Pullsy and NoteTube.
The problem
Every member is a renewal date, and the dates live in a register.
A few hundred members means a few hundred renewal dates, payment records, and plan changes. When those sit in a register, a spreadsheet, and the front desk's phone, renewals lapse quietly and nobody notices until the month's numbers come in. Members ask what they have paid and what is left. Freezes, upgrades, family plans, and discounts get handled differently by each person. Generic membership software covers the basics, but your rules are rarely the basics.
What we build
- 01
Members, plans, and history
Member records with their plans, freezes, upgrades, and the history of every change, so anyone can answer a member's question.
- 02
Renewals and dues
Expiry dates, renewal reminders, and dues tracked automatically, with the owner able to see who is due this week.
- 03
Payments in and out of the app
Online payments, in-person payments recorded against the member, and, for digital memberships sold in an app, in-app purchase handled correctly.
- 04
A member app
Members see their plan, renew, check in, and get updates in an app or portal with your name on it.
From production
Plans and renewals we already run.
Renewals on a schedule
GymFastIn GymFast, renewal and payment reminders and plan expiry run as scheduled edge functions, so lapsed memberships are caught by the system, not by an audit.
Plans enforced down to the database
PullsyPullsy's entitlement service sits over per-seat and per-storefront plans and is enforced down to a database constraint, so an account cannot use more than its plan allows.
One subscription, two payment systems
NoteTubeNoteTube bills through Stripe on the web and RevenueCat in the apps, with a scheduled job that reconciles subscriptions between them, so a member who pays in one place is a member everywhere.
An app that carries your brand
GymFastGymFast members get their own app, themed in their gym's colours from one setting, where they check in, follow plans, and see their invoices.
Honest trade-offs
When off-the-shelf membership software is enough
If you run a single club with standard monthly and annual plans, existing membership software will do, and it costs far less than a build. If you run a gym, look at GymFast or our gym software page first. Custom membership software makes sense when your plans and rules are unusual, when members belong to several locations or chapters, when membership sits inside a larger product, or when you are building membership software to sell.
What we reach for
- Next.js
- Expo, React Native
- Postgres
- Stripe
- Razorpay
- RevenueCat
- Scheduled jobs
Proof
Shipped, not pitched.
01Our product
GymFast
Members, billing, classes, and workout plans for a gym, in one platform and three apps.
Gym management software for gym owners and personal trainers. A web dashboard and a staff app run members, plans, invoices, enquiries, and classes; members get their own branded app; GymFast Pro gives independent trainers the same tools for their clients.
Web dashboard · iOS · Android · Staff, member, and trainer apps
02Our product
Pullsy
Instagram analytics that keep the numbers Instagram throws away.
Analytics for creators. Pullsy keeps insights Instagram discards after about 90 days, explains what each number means, grades the account, and turns it into a media kit a brand can verify.
Web · iOS (native SwiftUI) · REST API
03Our product
NoteTube
A lecture becomes a study system: chat, flashcards, quizzes, all grounded in the source.
An AI learning platform that turns PDFs, YouTube lectures, recordings, and notes into a structured notebook with grounded chat, spaced-repetition flashcards, and graded quizzes.
Web · iOS · Android · Chrome extension · MCP server
Questions
Membership management questions we get asked.
Which kinds of membership businesses do you build for?
Anything that runs on members and renewals: clubs, studios, associations, coworking spaces, schools and academies, and subscription services. GymFast covers gyms; this page is for everyone else.
Can members renew and pay online?
Yes, through Stripe or Razorpay, with reminders before expiry and the payment recorded against the member automatically.
Can it handle family plans, freezes, and discounts?
Yes. Those rules are usually why a business needs custom software. We write them down with you first, then build them so every staff member applies them the same way.
Do memberships sold in an app need Apple and Google payments?
For digital memberships used inside the app, Apple and Google require in-app purchase. We handle that with RevenueCat, as NoteTube does, and keep it in step with web payments.
Can we move our members from a spreadsheet or old system?
Yes. We import members, plans, and dates, check the duplicates with you, and run both side by side for a short while if you want to be sure.
Membership management software development
Walk us through your membership rules.
Thirty minutes on your plans, renewals, and what goes wrong. You leave with a written plan: scope, timeline, and a number.