📝 Overview
At this point, you should have completed the BoxMate onboarding process and authorised TeamUp as an admin.
This guide covers the remaining steps to get your members online, preparing their TeamUp accounts, migrating data from previous tracking systems if needed, announcing BoxMate, rolling out invites, and setting up for future members joining the gym.
💡 Already an existing TeamUp customer with members on board? See our Rollout Guide for Existing TeamUp Gyms instead.
🛠️ Setup
Work through each section below in order to complete your rollout.
1️⃣ Set Up TeamUp First
Before members can download and access BoxMate, they'll each need a TeamUp customer account and an active membership. Without a membership, the activation step will not work.
Click the arrow to learn more about migration from other booking systems
Click the arrow to learn more about migration from other booking systems
If you're migrating to TeamUp from another booking system, speak with TeamUp about your Go Live Date, this is when all imported customers will receive an email invite to accept their account.
Once they accept, TeamUp sends a confirmation email. We recommend customising this to include BoxMate download instructions. Head to Notifications in TeamUp and edit Customer: Signup Confirmation. You can use the following template as a starting point:
🧠 Email template — Customer: Signup Confirmation
Hi #{{ recipient_first_name }},
Welcome to #{{ provider_name }}! Your account is set up and ready to go.
If you have purchased a membership, you now have access to our partner app BoxMate, which you can 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:
1. Click here to download BoxMate from the app store
2. Select "Register" at the bottom of the screen
3. Tap "Use TeamUp" and enter your existing account details
This will log you into BoxMate where you'll go daily for bookings and other gym activity. Head to #{{account_dashboard_url}} to manage memberships, payment details or make any other account changes.
We look forward to seeing you at your first session 🙌🏻
Click the arrow to learn more about manual sign-up
Click the arrow to learn more about manual sign-up
If your members are not being imported and invited by TeamUp, you can either manually invite them by adding them to TeamUp, or direct them to sign up using your TeamUp customer site URL.
2️⃣ Migrating From Other Workout Tracking
If you're moving from another workout tracking system to BoxMate and need to migrate member data, complete this step before announcing BoxMate to your gym.
3️⃣ Announcing BoxMate
With TeamUp set up, your account configured, and programming in — it's time to announce. You'll find two announcement options under Account ➜ Setup.
Click the arrow to learn more about the manual announcement
Click the arrow to learn more about the manual announcement
During account setup, BoxMate creates a rollout graphic and auto-populated announcement text you can use on social media, WhatsApp groups, or any other channel.
In BoxMate, click Copy Text to copy the message to your clipboard, then Download Image to save the rollout graphic. You can use the template below as a starting point, replace the placeholder text as needed.
🧠 Announcement template
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 log in.
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 goals.
BoxMate provides us with a private news feed and tools to communicate directly with you — 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 too.
@boxmateapp #boxmate #traintrackrepeatbeat #[GYM NAME]
4️⃣ Rollout To Customers
With TeamUp integrated, BoxMate has access to your customer list and can send personalised email invites that link directly to the app store with sign-up instructions. Head to Account ➜ Setup and click Rollout To Customers.
⚠️ Auto Approve TeamUp must be turned on in settings for this to work. This is the default option selected during guided setup.
When you click Rollout To Customers, you'll 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 haven't been using TeamUp for long and have fewer than 200 customers without high turnover. All customers in the account will receive an invite.
🟢 Recently Attended — Invites customers who have attended in the last 3 months. Not suitable for brand new TeamUp gyms where attendance history doesn't yet exist.
⚠️ If you're new to TeamUp, make sure the majority of your customers have signed up to TeamUp and have memberships configured before using this feature. Any members who no longer attend will only be auto-approved if they have an active membership.
5️⃣ Activating BoxMate (Member Steps)
Once a member downloads BoxMate from the app store, activating it is straightforward. They tap Register, then Use TeamUp, and log in with their TeamUp customer account.
In the background, this creates a secure BoxMate account, links the two accounts together, and logs them in, all in one step.
After connecting, members will only need to visit the TeamUp website to manage memberships, payments, or their account. Everything else — class bookings, workout tracking, and extras, is managed in BoxMate.
6️⃣ Future Customers
To make sure future members know how to access BoxMate after purchasing a membership, we recommend customising the confirmation email TeamUp sends when a customer purchases a membership.
Click the arrow to view the future customer email template
Click the arrow to view the future customer email template
🧠 Email template — Membership Purchase Confirmation
Hi #{{recipient_first_name}},
Thank you for signing up and purchasing the #{{membership_name}} membership.
With this membership, you get access to our partner app BoxMate, which you can 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:
1. Click here to download BoxMate from the app store
2. Select "Register" at the bottom of the screen
3. Tap "Use TeamUp" and enter your existing account details
This will log you into BoxMate where you'll go daily for your bookings and other gym activity. 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 🙌🏻
7️⃣ Testing Your Rollout
Before going live, we recommend testing the full customer experience yourself using a second email address. This lets you catch any missed steps or issues before your members see them.
8️⃣ Final Recommendations
Based on years of successful BoxMate rollouts, here are a few tips to help yours go smoothly:
Make your programming look polished — use bold, italics, titles, notes, and the occasional emoji. Avoid excessive spacing.
Brief your coaches before the rollout so they can prompt members after class to log scores and send high fives.
Use BoxMate's communication tools early. In the first month, aim to send at least one news post, one nudge, and one question.
Let members know they can reach your coaching team in the app via the Messages feature — just make sure coaches have been granted that permission first.
💡 Questions about your rollout? Reach out to the BoxMate team at support@boxmateapp.co.uk.