💡 This guide is for gyms that already have TeamUp accounts set up and memberships purchased. At this point you should have already completed onboarding, authorised TeamUp as an admin, and be ready to roll out to your members.
If you are setting up a new TeamUp account alongside BoxMate, see the separate guide here.
📝 Overview
This guide walks you through every step of a successful BoxMate rollout to your gym: migrating data from previous systems (if applicable), announcing BoxMate to your members, inviting existing customers, and setting up the onboarding experience for future members joining the gym.
🛠️ Before You Announce - Data Migration
If you are moving from another workout tracking system to BoxMate and need to migrate historical data, complete this step before making any announcements to your members.
💡 You can find more information on our support guide here: Migrating From SugarWOD to BoxMate
🛠️ Announcing BoxMate
Once your TeamUp setup is complete and your programming is in place, it's time to announce BoxMate to your members. You can use either of the announcement methods below, both found under Account ➜ Setup.
Manual Announcement
During account setup, BoxMate creates a rollout graphic and auto-populated text you can use to announce the app on social media, in WhatsApp groups, or through any other method you use to communicate with members.
In BoxMate click Copy Text to copy the message to your clipboard, and then Download Image to open the graphic — right-click and save (or tap and hold on mobile) to save it to your device.
Click the arrow to view the example announcement text
Click the arrow to view the example announcement text
We are excited to announce that GYM_NAME now has access to BoxMate. This app will let you follow our programming, track your progress, book your TeamUp classes and communicate with us and other members in the gym too!
Download from your app store now by searching 'BoxMate Member' and clicking 'Use TeamUp' to auto create, link your account and login.
The app will keep a training diary of all your scores, showing you progress charts, in-house leaderboards and notify you when you hit new PRs or hit goals.
BoxMate provides us with a private news feed and tools to communicate directly with you and we can also analyse your workouts to make sure you're making progress and getting the most out of your training.
The app integrates directly with TeamUp so you can take care of all your class bookings from one place now too.
Download from your app store now by searching 'BoxMate' and clicking 'register with TeamUp', if you have an active membership your account will be good to go without approval!
@boxmateapp
#boxmate #traintrackrepeatbeat #GYM_NAME
Rollout To Customers
With TeamUp integrated, BoxMate has access to your customer list and can send each customer an email linking them directly to the app store and explaining how to log in using their existing account.
⚠️ You must have Auto Approve TeamUp turned on in settings for this rollout to work. This is the default option selected during guided setup.
When you click Rollout To Customers you will be given two options:
Click the arrow to learn more about rollout options
Click the arrow to learn more about rollout options
All Customers - Recommended if you have not been using TeamUp for a long time, have fewer than 200 customers in the account, and have not had a high turnover of members. All customers in your TeamUp account will receive an invite.
Recently Attended - Looks at customers who have attended in the last 3 months and invites them to BoxMate. This option is not suitable for brand new gyms on TeamUp.
⚠️ If you are new to TeamUp, make sure the majority of your customers have signed up and have memberships configured before sending the rollout.
A member who is no longer active will only be auto-approved if they have an active membership.
🛠️ Registering For BoxMate
The registration process is simple for members. When they open BoxMate after downloading it from the app store, they tap Register, then Use TeamUp, and activate BoxMate using their existing TeamUp account details. In the background this creates a secure account, logs the member in, and links the two accounts together.
▶️ You can watch our tutorial here.
💡 Going forward, members will only need to visit the TeamUp website if they need to make changes to their memberships, payments, or account.
Everything else, including managing classes and purchasing extras, is handled directly in the BoxMate app.
🛠️ Future Customers
To ensure new members know how to get set up on BoxMate from day one, we recommend customising the email that TeamUp sends when a customer purchases a membership. The template below explains what BoxMate is and how to get started in three steps.
Click the arrow to view the recommended welcome email template
Click the arrow to view the recommended welcome email template
Hi {{recipient_first_name}},
Thank you for signing up as a customer and purchasing the {{membership_name}} membership.
With this membership, you get access to our partner app BoxMate which you can click to download below.
BoxMate lets you manage your class bookings, track your workouts, engage with the community and receive updates from your coaches 💪🏼
You can get access in 3 simple steps:
Select Register at the bottom of the screen
Tap Use TeamUp and enter your existing account details
This will log you in to BoxMate where you will go daily for your bookings and other gym activity. You can head to the TeamUp website if you need to manage memberships, payment details or make any other account changes.
We look forward to seeing you at your next session 🙌🏻
💡 You can find more information on our support guide here: How To Enable Membership Purchase Notifications In TeamUp
🛠️ Testing Your Rollout
Once you have followed all the steps and are ready to go live, we recommend running a test using a secondary email address if you have one.
This lets you experience the full customer journey yourself and helps you identify any missed steps or issues before your members see them.
📝 Recommendations
After 10 years of helping gyms roll out BoxMate, here are some tried-and-tested tips for a successful launch.
Click the arrow to view rollout recommendations
Click the arrow to view rollout recommendations
Make your programming look great — add formatting (bold/italics), keep spacing clean, use the odd emoji, and add titles and notes to components.
Make sure your coaches know about the rollout and actively prompt members after class to log scores and send high fives in the first few weeks.
Use the communication tools early — aim to send at least one news post, nudge, and question within the first month.
Let members know they can contact your team in the app using the messages feature. Make sure coaches have the Messaging permission enabled first.
❓ Frequently Asked Questions (FAQs)
Find answers to common questions or additional details that may not be covered in the main instructions.
Click the arrow to view frequently asked questions
Click the arrow to view frequently asked questions
Do all my members need an active TeamUp membership to be approved in BoxMate?
Click the arrow to see the answer
Click the arrow to see the answer
If Auto Approve TeamUp is enabled, members will be automatically approved when they register — but only if they have an active TeamUp membership. Former members who receive an invite will not be auto-approved unless their membership is active.
Which rollout option should I choose — All Customers or Recently Attended?
Click the arrow to see the answer
Click the arrow to see the answer
All Customers is recommended if you have not been on TeamUp long and have fewer than 200 customers with low member turnover. Recently Attended is better if you have a large or older customer list and only want to invite members who have attended in the last 3 months. Neither option is suitable for a brand new TeamUp gym with no attendance history.
What do members use TeamUp for after joining BoxMate?
Click the arrow to see the answer
Click the arrow to see the answer
Once a member is set up on BoxMate, they will use TeamUp only if they need to make changes to their membership, update payment details, or close their account. Day-to-day activity including class bookings, workout tracking, and communications all happen inside the BoxMate app.
Can I test the rollout before sending it to all members?
Click the arrow to see the answer
Click the arrow to see the answer
Yes. We recommend testing the full customer registration journey using a secondary email address before sending the rollout to your members. This helps you spot any issues or missing steps before they affect your members.