Administering debit/credit cards for members

In a typical scenario, and to support PCI compliance, you would ask your members to add their card via the FitnessHub member portal (recommended), or the GymOS FitnessHub mobile app. This avoids you handling any card data.

Members may add one or more cards to their record and change their default payment card. They are, however, unable to remove cards themselves.

If necessary, you may add a member’s card details via the GymOS administration interface. You will require the member to be present when you do this, as it is likely that their bank will require a two-factor authentication as part of the process.

Card listing

The list of current cards recorded against the member’s record may be found in the Payment Methods section of the Activities tab on the Member record.

Sufficient details are provided to enable identification of a particular payment card. To ensure PCI compliance, full card details are not available anywhere within the GymOS system. All financial data, such as card details, is stored by Stripe and does not exist in the GymOS database.

To set a card as being the default, click the icon. To delete a card, click .

Financial regulations

Be aware that, under the law in many countries, if a member asks you to remove their card from the GymOS system, you are obliged to do so. Similarly, if they directly forbid you to charge their card, you may not do so – even if they owe you money. Under UK law, your path for recourse is the small claims court.

Adding a new payment card

To add a new card on behalf of a member via the GymOS administration portal, click the Add Card button. This will open the pop-up window shown below.

If the member has already entered address information in their membership profile, it will be pre-filled. Enter the card details accordingly, and click the Create button.

Secure Customer Authentication (SCA): When adding a card, you should typically expect to be asked to provide an additional security code, which will be sent to the member via their phone or banking app. This is because cards added to GymOS are stored with “future use” permission, as required for charging when the member isn’t present.

Difficulty adding a card?

GymOS is legally required to validate address information against that held by the providing bank. We can only add a card if the addresses match. This is pretty much always the reason a card cannot be added. Whilst the member will typically swear blind that they’ve kept their bank up to date with their address moves, the fact is that there is a mismatch…!

There is a “workaround” to this, in that you can directly access the member’s customer record in Stripe. GymOS will have created this. If you add their card directly to Stripe, you can bypass address validation, and the card will then appear in GymOS and be available for use.