Digital member intake form
One flow for contact, emergency info, and goals — no duplicate entry.
Custom build
Iron and Oak Gym — Member Onboarding Tool
A custom digital onboarding experience that cut new member setup time from 45 minutes to under 5.
Industry: Fitness & Wellness
Timeline: 7 Days
Service: Custom build & workflow
The Challenge
Iron and Oak Gym was onboarding new members the old fashioned way — paper forms, manual data entry, and a 45 minute in-person process that frustrated both staff and new members who just wanted to start working out.
Owner Derek knew this was a problem but every generic gym software solution was expensive, complicated, and overkill for a boutique gym of his size.
People would sign up excited and then spend their first 45 minutes filling out paperwork. It was not the first impression I wanted to make.
— Derek S., Iron and Oak Gym
What We Built
Waiver and agreement digital signature
Legibly captured and stored for compliance without the filing cabinet.
Membership tier selection
Members pick their plan before they walk through the door.
Stripe payment setup for first month
Payment collected during onboarding so the desk is not chasing cards later.
Welcome email sequence triggered automatically
What to bring, class etiquette, and parking — sent the moment they submit.
Member data in Google Sheets dashboard
Derek’s team keeps using a spreadsheet — now it fills itself.
How We Did It
01
Process Audit
Documented every step of the current onboarding to find the bottlenecks.
02
Digital Redesign
Rebuilt the entire flow as a mobile friendly digital experience.
03
Automation
Connected form submission to payment, welcome email, and data tracking automatically.
04
Testing
Ran 10 test onboardings before going live to make sure every step worked perfectly.
The Results
From day one the new system transformed the member experience. New members could complete the entire onboarding on their phone before they even arrived at the gym for their first session.
The 45-minute paper process became a 5-minute digital one and Derek has not touched a paper form since launch day.
New members walk in ready to train. My staff actually has time to welcome people now instead of pushing paperwork across a desk.
— Derek S., Iron and Oak Gym
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