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Hemlo Gym

How Hemlo Gym works, screen by screen, Hemlo Pay included.

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First steps

What an owner does on day one. Inside the system, each step ticks itself when it’s done.

  1. Set your memberships and pricesMonthly, by visits, personal training: whatever you sell.
  2. Bring in your membersPhotograph your register; Hemlo reads it for you.
  3. Sell a membershipFrom a member’s file: Sell / renew.
  4. Add your logoIt goes on receipts, cards and the customer’s screen.
  5. Connect a wallet for Hemlo PayCustomers pay by QR or by link, straight into your account. Free.
  6. Invite your teamEach person signs in as themselves, with what their role allows.

Getting started

Set up your gym

Tell Hemlo what you sell and when you’re open; the desk, the door and renewals all follow from it.

  1. In Gym set-up, add your memberships: monthly, by number of visits, personal training, with their prices and allowed pause days.
  2. Add your coaches, and their share of personal training if they take one.
  3. Set your opening hours. Add ladies’ or men’s hours and the door turns others back.
  4. Build the weekly class timetable, if you run classes.

Bring in your members

Photograph the pages of your paper register and Hemlo reads names, phones, memberships and debts. You check everything before it’s saved.

  1. In Members, choose Photograph your register.
  2. Photograph one page, from above, in good light.
  3. Check what Hemlo read. Fields it wasn’t sure of are marked.
  4. Add them. Memberships are recorded and debts go into the debt book.

Good to knowPrefer a spreadsheet? Import members from Excel instead.

Every day

Selling at the till

Scan, search or tap to add items; take the money; hand over a receipt. It keeps working through a bad connection and catches up when it’s back.

  1. Add items by scanning the barcode, searching by name, or tapping a product.
  2. Change a quantity, or give a discount on the whole sale, before paying.
  3. Tap Pay and choose how: cash, card, a wallet with Hemlo Pay, or on account for a customer who’ll pay later.
  4. Print the receipt, or send it on WhatsApp.

Good to knowA second screen facing the customer (the customer display) shows the items, the total and the payment QR. Open it from Sell.

Weighed goods from a label scale scan straight in, with their weight or price.

The front desk

Scan a member’s card, or type a name, phone or number. Hemlo says at once whether they can come in, and why not if they can’t.

  1. Scan the card with a scanner or the camera.
  2. Green: welcome in, with days or visits left. Red: the reason, such as an ended or paused membership.
  3. From there, renew on the spot, or let them in anyway; the desk always has the last word.

Good to knowA TV or tablet at the entrance can be the door screen: open it from Gym set-up. Members can scan themselves in if you allow it.

Renewals and reminders

Who ends this week, who ended lately and didn’t come back, and whose birthday it is, each with a WhatsApp message ready to send.

  1. Open Renewals each morning.
  2. Tap Remind: WhatsApp opens with the message written, in your words.
  3. Change the message any time in Gym set-up.

Good to knowReports shows what those reminders brought back, in money.

Classes and bookings

Your weekly timetable, with places left in each class. Book members in, then mark who came.

Money and records

The debt book: who owes you

Everyone who owes you, and how much, always up to date. In a gym or a clinic it’s called Accounts.

  1. When a customer will pay later, choose “On account” at the till and pick them, or add them right there.
  2. Open the debt book to see who owes, most first.
  3. When they pay, open their page and take a payment. Their balance updates at once.
  4. Send a polite reminder on WhatsApp with the amount filled in.

The cash drawer

Open the drawer with the cash in it, sell all day, then count at closing: Hemlo tells you what should be there and any difference.

  1. Start the day by opening the drawer and entering the cash it starts with.
  2. Cash sales, payments taken and cash paid out are added up for you through the day.
  3. At closing, count the cash and enter it. Hemlo shows the expected amount and the difference.

Good to knowEvery closed day stays in the drawer history. Wallet and card payments are never counted as cash.

Selling and renewing memberships

From a member’s file, Sell / renew picks the membership, its start, any discount, and how they paid. Anything unpaid goes on their account.

  1. Open the member and tap Sell / renew.
  2. Choose the membership. A renewal continues after the current one by itself.
  3. Enter what they paid now and how. The rest goes on their account.

Good to knowSend their member card on WhatsApp, or print it at real card size.

Hemlo Pay

Hemlo Pay: get paid into your own wallet

Customers pay with FIB, Zain Cash or Qi Card, by QR at the counter or by link on your website’s orders. The money goes straight to your own merchant account. Hemlo Pay is free: no monthly fee and no cut of your payments.

  1. At the till, add the items and tap Pay.
  2. Choose the customer’s wallet. A QR code appears, on your screen and on the customer display.
  3. The customer scans it: with the FIB app, or with the phone camera for Zain Cash and Qi Card, which opens their secure payment page.
  4. The sale closes by itself the moment the wallet confirms the payment. Nothing to type.

Good to knowOn your website, customers see a “Pay now online” button on their order, one for each wallet you’ve connected.

Voiding a wallet sale refunds it through the same wallet. Wallet payments never count as cash in your drawer.

Connect FIB, Zain Cash or Qi Card

Each wallet gives your business its own merchant account. You connect it once, and Hemlo checks the details with the wallet before saving them.

  1. Open a merchant account for online payments with the wallet (FIB, Zain Cash or Qi Card). They give you the details to connect.
  2. In Hemlo, open Hemlo Pay and tap Connect beside the wallet.
  3. Try it in Test first if you like: a test payment moves no real money. Then connect the live account.
  4. Enter the details and tap Connect. When the wallet accepts them, it shows as connected and appears at the till.

Good to knowOnly the owner or an admin can connect or disconnect a wallet. The secret is stored sealed; no one can read it back, not even Hemlo’s staff.

Zain Cash takes payments of 1,000 IQD or more.

Where the money goes, and why it’s safe

Hemlo never holds your money. Every payment goes from the customer’s wallet to your own merchant account, under your own contract with the wallet. Hemlo is the software that asks for the payment and watches for the answer.

Good to knowA payment counts as paid only when the wallet itself says so. Hemlo asks the wallet with your account’s details; a message that merely claims a payment is never enough.

Settlement to your bank follows your agreement with the wallet, not Hemlo.

Your team and plan

The shared device and PINs

Make the counter’s tablet or computer the business’s device. Staff unlock it with their own PIN, and each sale is recorded under their name.

  1. On the counter’s device, sign in as the owner or a manager.
  2. In Settings, give the device a name and make it the business’s device.
  3. Each person sets their own PIN in Settings, from their own account.
  4. At the device, staff tap their name and enter their PIN. They see only what their role allows.

Bring in your team

Each person has their own Hemlo account and a role that decides what they can see and do. No shared passwords.

  1. Open Manage business from your account menu.
  2. Invite someone by phone number or email, and choose their role.
  3. They sign in with a code, no password, and land straight in your business.

Your trial and plan

Everything is open during the 14-day free trial. Choose your plan before it ends to carry on without a break. Your records are always kept, whatever happens.

  1. Open Your plan to see the days left and what each plan includes.
  2. Pick the size that fits your business and send the request.
  3. If a payment is late, you get grace days, and after them your records stay open to read.

Language and devices

Hemlo works in Arabic, Kurdish and English, on a phone, a tablet or a computer. Each person picks their own language in Settings.