Roster · Equipment register · Class booking
Roster and time tracking for the small gym
A weekly grid for trainers and front desk, a time clock with a location check, fault reports from the team and recurring inspections with due dates. Built for fitness, EMS and yoga studios run by one person — not for corporate chains.
Try Premium for 30 days, no payment details. After that your business carries on free on the Start plan; records stay readable and exportable.
The sign-up form is in German for now. Inside the app, everyone picks their own language — nine languages, English included.
Venheim is the operations tool for the owner-run gym: a roster for trainers and front desk, a time clock on the phone, an equipment register with inspection intervals, maintenance and class booking by QR — without a member account. It does not replace membership management or fee billing; it complements them. For one site with up to 5 active people it is free for good — and it was built inside a real business, in fitness studios as well as hospitality.
A Tuesday in the studio, as every manager knows it
At seven a trainer writes that they have to swap the evening class. At ten a member reports that a treadmill on the first floor is beeping. At noon the helper asks how many hours they have done this month — and somewhere in a folder is the slip saying when the next equipment inspection was actually due. None of it is dramatic. But all of it lands with the same person. Venheim collects exactly these cases in one place — with proof of who did what and when.
What Venheim is — and deliberately is not
Venheim is the tool for team and operations: who works when, which machine needs servicing, which task is open, who has booked a class place. It does not replace membership management, fee and SEPA billing or an access control system — it complements them. Anyone who wants to bill contracts and fees needs membership software as well; both run side by side without getting in each other's way.
Why we say it so clearly
A search for “gym software” mostly brings up membership systems. Anyone who expects one of those and lands here should know within ten seconds — not after signing up. And the other way round: for roster, hours, equipment and tasks, membership software is the wrong tool. That is exactly the gap Venheim fills.
The roster in the gym: trainers and time clock in one tool
Weekly grid with drag and drop
Trainers, front desk and helpers in one grid, shifts by drag and drop, a template roster for weeks A/B. Every change is on the team's phones at once — no notice going out of date.
Requests & swaps
The team enters availability and preferred shifts on their own phones and makes swap requests — the manager approves them centrally in the approvals centre instead of reading back through chats.
Time clock with a location check
Clocking in and out with one tap on your own phone. The location check runs in the background — only the distance to the studio is stored, never the coordinates.
Hours and leave balance
Planned shift and clocked time stand side by side; every person sees their own balance and remaining leave. The manager no longer answers questions about hours from memory.
And because studio teams are rarely monolingual: besides German, the team view speaks eight more languages — English, Turkish, Polish, Romanian, Hungarian, Bosnian, Croatian and Serbian. Everyone chooses for themselves; records stay in German.
How the roster handles public holidays, leave and rest periods under Austrian law is shown on the page roster software for Austria (German). If you still plan in Excel, the guide has the roster template for week and month (German).
Recording working time in the gym: what Austria and Germany require
For employees, the same duty applies in a studio as in any other business — for trainers, front desk and helpers alike.
Austria
- Record
- The business keeps records of the hours worked.AZG · § 26 (as amended by BGBl. I 53/2018)
- Fixed roster
- If the schedule is fixed in writing, it is enough to confirm that it was kept and to record deviations.AZG · § 26 (as amended by BGBl. I 53/2018)
- Penalty
- Missing or deficient records are an offence, separately for each employee.AZG · § 28 (1) 3, (2) 7 and (8)
- Retention
- We found no statutory period; the Austrian business service portal names one year (an authority's website, not a law).USP, authority website · as of 16 January 2025
Germany
- Record
- Start and end of the entire daily working time; according to the Federal Labour Court this follows from the Occupational Safety and Health Act. Paper can be enough.ArbSchG · § 3 (2) 1BAG 1 ABR 22/21 · headnote 1, paras. 63 and 65
- Over eight hours
- Time beyond eight hours on a working day has to be recorded under the Working Hours Act anyway.ArbZG · § 16 (2)
- Mini-jobs
- Start, end and duration, recorded by the seventh day after the work.MiLoG · § 17 (1)
- Retention
- At least two years.ArbZG · § 16 (2)MiLoG · § 17 (1)
Every reference was read in the original (in German), as of 23 September 2026. What an inspection wants to see is set out in the records glossary under working-time records.
The beeping treadmill no longer ends up on a slip of paper
Every machine is in the app with manufacturer, serial number and floor. If someone on the team notices a fault, they report it from the phone in seconds — and the manager sees what is pending in the “to do” overview, ordered by urgency, instead of piecing it together from things called across the room.
Equipment list with floor
Manufacturer, serial number, floor — one row per machine. When something breaks, it is clear at once which of the three treadmills is meant and where it stands.
Fault reports from the team
Whoever notices something reports it on the phone. The “to do” urgency overview lines up the reports — nothing gets lost between two shifts.
Inventory as CSV
The whole equipment list as a CSV export — for insurance, the tax advisor or your own files, without typing it up.
Inspections with due dates instead of slips in a folder
Recurring inspections — per machine or per requirement — are in the app with their last inspection and a calculated due date, ordered by urgency. At the start of each week it sends the manager one combined reminder of everything overdue and everything due in the next 30 days — before the inspector does.
Honestly: where a deadline is set by an official notice or by the installation, Venheim does not pre-fill an interval — the business enters it and confirms it. An invented interval would be more dangerous than an empty field.
The Monday-morning view
One combined message instead of twenty calendar entries: overdue, due soon, done. Whoever ticks off the inspection leaves person and time — the record is created along the way and stays.
Maintenance and cleaning with a system
The caretaker role has its own task list — one-off, weekly or monthly, maintained by the manager, ticked off by the caretaker. Alongside it run cleaning checklists for the studio per shift: what is done carries person and time, and the manager sees the day's state without walking through the building.
One role, one list
The caretaker sees their list, not the whole business. What is done does not disappear — it stays as an entry, and recurring tasks reappear by themselves in the next cycle.
Booking a class place: one QR notice, no member account
The Thursday yoga class has twelve mats. Instead of a list at the front desk there is a QR code on the door: members scan, pick the time slot and enter name and email — done. The capacity per offer limits the places, the confirmation email contains a cancellation link, and the manager sees the bookings before unlocking the room. Class and trainer booking is part of the Pro plan.
- Booking without an account and without installing an app — the QR link is enough
- Capacity per offer; only the manager, who sees the room, can overbook
- QR centre with scan statistics — up to 3 active codes on every plan, also as a Google review QR by the exit
Running in a studio, not in a brochure
Venheim was built inside a real business — in fitness studios as well as hospitality. Equipment register, inspection intervals and the caretaker list were not bolted on there as studio features; they grew out of the real needs of those houses.
The figures for it — people and records — are on the “in real operation” page (German) and come live from the database. We do not name other studios there.
Why that matters to you
A function the business needs every week gets maintained rather than promised. If the inspection reminder did not arrive on Monday, it would show up there first — not with a customer.
One price per site — the whole team included
One price per site — everyone included. For one site with up to 5 active people Venheim is free for good on the Start plan — as a plan, not as a trial. Whoever grows switches to Pro and simply keeps inviting; whoever joins is in the plan the same day.
€39.90per site per month on the Pro planOne-off €199.00 setup fee with monthly payment — waived with annual payment.
Roster, time clock, equipment, tasks and class booking — in the same price, without a per-head counter.
No signal in the basement? No problem.
Clocking in, temperatures, cleaning and maintenance ticks, stocktake counts and inspection appointments also work without a connection: the app keeps every entry with the time of the tap and sends it on automatically — clock entries for up to 3 days, everything else for up to 7 days. Approvals, orders, reports and chat need a connection.
Frequently asked questions
How do I create a roster for a gym?
Does Venheim replace our membership management?
Can members book a class place without their own account?
How do we keep track of equipment inspections?
We run two studios — does that work?
What does Venheim cost for a small studio?
Can freelance trainers be in the roster too?
Our team is not very technical — will it still work?
What happens to our data if we stop?
The business behind the studio, in one place
Set up the business, choose the “studio” sector, invite the team — the first weekly plan and the equipment list are ready the same day.
Try Premium for 30 days, no payment details. After that your business carries on free on the Start plan; records stay readable and exportable.
The sign-up form is in German for now. Inside the app, everyone picks their own language — nine languages, English included.