Features
Everything a club runs on, in one place.
Scheduling, registration, waitlists, invoicing, e-Transfer reconciliation, memberships, a family portal and a public website. Below is what each one actually does, and the constraint that shaped it.
Class scheduling and capacity
Build a class once — program, location, floor area, coach, day, time, season and price — and Gympillar generates every session it runs. Capacity is tracked per class, and the spots remaining shown to a parent are the spots that actually exist.
Seasons let you roll a whole timetable forward rather than rebuilding it in September.
A class will not save if it double-books a coach or a floor area. The check runs against the state the class would be in after saving, not the state it was in before — which is the version that catches a change of time as well as a new class.
Registration and waitlists
Families register themselves from your own public site, or your staff enrol them from the class page while a parent is on the phone. Both go through the same path, so a spot can never be handed out twice.
A full class waitlists rather than refuses. Cancel an enrolment and the next family is promoted, emailed, and given a held spot with an expiry — so a child who gets in actually hears about it.
Registration holds a spot and charges nothing. Invoicing is a separate step, which is what lets a club take an e-transfer, cash, or nothing at all for a make-up class.
Registers, allergies and who can see them
Every session has a register: who is expected, who is present, and the safety information a coach needs on the floor — allergies, medical notes, emergency contacts.
Coaches see only the classes they teach. That is not cosmetic: a register carries children's medical details, and there is no reason a coach needs them for somebody else's class. Owners and administrators see everything.
Invoicing and billing
Invoice one family, or issue the same charge to a whole cohort as separate invoices in a single action — the competition-fee workflow, forty families, one press. Tax is captured per line at the moment of issue, so changing a rate later never restates an invoice a family has already seen.
Standing instructions raise the same invoice every month without anyone retyping it, and email it to the family when they do.
Every amount is held in whole cents, end to end. That sounds like an implementation detail until a $320.00 invoice records as $319.999… and reads as unpaid to a parent who paid in full.
Interac e-Transfer reconciliation
The job most Canadian clubs still do by hand on a Sunday evening: deposit notifications in one window, the registration spreadsheet in another, matching payments to families one at a time.
Gympillar captures those deposit notification emails and reconciles them against the invoices they pay. Each payment request carries a short reference code; when a notification arrives carrying that code, for the exact amount expected, from a sender whose mail passed authentication, it is confirmed automatically. Everything else is put in front of a person with one click to confirm.
Be clear about what this is. There is no consumer Interac API in Canada — every e-Transfer is initiated by the person sending it, and nothing can pull one. This is bookkeeping automation, not a payment integration, and it is the honest description.
It is the one capability here a competitor cannot copy in a sprint, so it has a page to itself: how e-Transfer reconciliation works — the matching ladder in full, why nothing is ever matched on amount alone, and what happens when a bank changes its email template.
The matching rules are deliberately strict. Nothing is ever matched on amount alone: two families paying $320 on registration day would cross-match, and the club would find out when a child was turned away from a class they had paid for.
The family portal
Parents get a link that opens their own account — classes, schedules, invoices and payment — with no password to create or forget. A guest registration never made an account, and demanding one later is how a club loses a payment.
Because the link is the credential, portal pages are never cached, never indexed and never leak their address to another site. Staff can issue a family a new link at any time, which instantly stops the old one working.
Your own public website
Every club gets a real site — programs, timetable, coaches, photos and self-serve registration — built from sections you arrange, at yourclub.gympillar.com or a domain you already own.
Pages are server-rendered with their content and meta tags in the initial HTML, so search engines and social previews see the whole page rather than an empty shell.
Layout presets deliberately ship with no placeholder copy. Identical marketing sentences across every club's site is the duplicate-content pattern that buries whole networks in search; the preset picks the shape and you write the words.
Memberships and recurring billing
For clubs billing monthly by card, memberships run on a subscription against your own connected payment account, with dunning when a card fails.
A card that expires on a Friday does not lock a child out of Saturday's class. An account being retried keeps its access while the retry runs.
What it deliberately does not do
Recurring collection cannot run on e-Transfer. There is no way to pull an Interac transfer — the payer initiates every one — so a club billing monthly by e-Transfer gets automatic invoicing, not automatic collection. Monthly card billing is the option if you want the money to arrive without anyone doing anything.
We would rather say that here than have you discover it in month two.
Questions clubs ask
Can Gympillar collect payments by Interac e-Transfer automatically?
No, and nothing can — there is no consumer Interac API in Canada. It reads your deposit notifications and matches them to invoices, which removes the reconciliation, not the transfer.
Do coaches see every child in the club?
No. Coaches see only the classes they teach, and access is checked before a register is built rather than filtered afterwards.
What happens when a class is full?
The family is waitlisted. When a spot frees up the next family is promoted and emailed automatically, with the spot held and the expiry stated.
Can our club use its own domain?
Yes. A club can point a domain it already owns at its Gympillar site, or use its yourclub.gympillar.com address. Both serve the same server-rendered pages, so neither is the second-class version.
Can Gympillar bill monthly by Interac e-Transfer?
It can raise the invoice every month automatically, but it cannot collect the money — nothing can pull an Interac transfer. A club that wants the money to arrive without anyone doing anything needs monthly card billing instead. The detail is in how e-Transfer reconciliation works.
See it against your own timetable.
A short call, your real classes, and an honest answer about fit.