Teaching New Members How to Use Zen Planner

2018-11-15T15:55:27+00:00January 13th, 2017|Education, Software Features|26 Comments

Seeing an influx of new members with the start of the year? Get them started on the right foot by ensuring they know how to properly use Zen Planner. We’ve put together key steps to help get them introduced to and using our software. Feel free to copy and paste the information below into your new member welcome packet or link to this post on your blog.

What is Zen Planner?

Zen Planner is the member management software we use at our business. Zen Planner allows you to reserve classes, log workouts, update payment information and pay bills, interact with other members and much more all in one spot.

How to Setup Your Account

If you already have a membership, ask a staff member to send your password. Your username will be your email address – so be sure to check your email for login information. If you wish to change which email you’d like to use, simply ask a staff member to edit it.

If you are new to the gym and don’t yet have a membership, you can get a login by purchasing a membership. Depending on your gym’s setup, you can purchase one online, within Kiosk Mode on the Staff App or through a staff member. Your password will be emailed to the address you provide unless you created your own password upon setup.

Important note: you must get the login information from your gym owner or manager. You cannot login through Zen Planner’s website. Signing up for a demo or free trial will not give you access to your account.

Where to Login

Online: Your gym might have a Zen Planner portal log in embedded on their website and/or Facebook business page. Ask a staff member at your gym for the URL to login to the portal. Note: be sure to login through the portal on your gym’s site, you cannot login on Zen Planner’s main website (zenplanner.com will not work). Once logged in, you can view and sign documents, pay bills, edit your profile, log workout scores and manage reservations.

Download the Member App: The easiest way to manage your Zen Planner account is through our Member App. You can download the App for free on your iOS or Android phone. Simply login to begin using it (you will only need to login your first time). Once you’re logged in, here’s everything you can do within the App:

Manage Your Account

Click the “Z” inn the top left corner to setup your profile. Here’s what you’ll need to add:

  • Click on the avatar to add your best selfie
  • Click “Edit” in the top right corner to add your contact information
  • Add your billing information and make your first membership payment
  • Check your alerts to sign important waivers and contracts before you attend your first class

mobile profile pic

Manage Your Reservations

Many classes have size limits, so be sure to reserve your spot in class early in the day. Within the Member App, click on the calendar icon in the top right. You can reserve your spot or add yourself to a waitlist (if the class is full) by clicking the star next to the time you wish to attend. If you no longer can attend a class, simply click “Cancel Reservation”.

mobile reservation

To see how many members are reserved for the class and class limits, touch the class itself. Depending on the settings, you might be also able to see which of your friends are coming to the class!

mobile class details

View Workouts and Post Scores

To see a workout or post scores, click on the “Z” on the top left and select “Workouts”
Swipe back and forth to view other days’ workouts. If it says “There are no workouts to display” that simply means that either the workout hasn’t been posted for the public or it hasn’t yet been created.

mobile WOD

To log your score for a specific day’s workout, either find the day in the workout calendar and click “+ Log Results” or touch “Library” towards the top of the screen to search for a specific item to log. To log a score for a workout that wasn’t programmed today, click “Add Custom Result” in that day’s workout or enter it through the library.

mobile WOT result

To view the leaderboard, click “Leaderboard.” Depending on your gym’s settings, you can also comment and like other members’ scores (if they make them public when they log them), so be sure to cheer your fellow members on and congratulate them after great workouts!

mobile WOT

There it is! If you have any questions on navigating your profile, please contact a staff member at your gym or a Zen Planner representative at help@zenplanner.com or at 866-541-3570.

Looking for additional resources to help you get the most out of Zen Planner? Interested in learning more about marketing and retention strategies that can help grow your business? Check out of our in-depth Resource library!



  1. Steve Blindt April 9, 2017 at 5:40 am - Reply

    How do I get my photo to look like the one on this page? My posted pic is basically square and the corners of the pic don’t touch the circle. But I would be nice to be able to make it display larger and possibly fill the circle like the ones on this page do.

    • Tiffany Houkom April 10, 2017 at 5:00 pm - Reply

      Hi Steve, when selecting a photo on your device (phone or tablet), you should have the ability to zoom in or out on the photo to adjust the proportions. This should help ensure the photo is circular and you’re not seeing the square edges. If you’re still having issues, please reach out to our Customer Advocate team at help@zenplanner.com and they can help you out with this.

  2. Melissa Ayres April 21, 2017 at 9:14 am - Reply

    I have my profile info there; but am not able to input my billing information.

  3. Melissa Ayres April 21, 2017 at 9:15 am - Reply

    I am a new member of Hybrid Strength and Conditioning in Fredericksburg VA. My email address was previously on the unsubscribe list and I was able to take care of that. I am attempting to input my billing info for Hybrid but the links are not there on the app.

    • Tiffany Houkom April 21, 2017 at 12:01 pm - Reply

      Hi Melissa, we’re sorry you’re running into this issue. Please send your questions to help@zenplanner.com. Our Customer Advocate team will help get this issue resolved. Thanks!

  4. Kyle May 2, 2017 at 8:32 pm - Reply

    I’m trying to delete an account. When I select remove account it just takes me back to the screen where i login my info

    • Tiffany Houkom May 3, 2017 at 4:33 pm - Reply

      Hi Kyle, I’m sorry you’re experiencing this issue! The best way to get this issue resolved is by reaching out to our Customer Advocate team. They can be reached by email at help@zenplanner.com or by phone at 866-541-3570.

  5. Erik May 3, 2017 at 1:11 pm - Reply

    how do i manually make a payment? i’ve done it before; but every month i have to hunt it down…and, right now, i am not finding it



    • Tiffany Houkom May 3, 2017 at 4:47 pm - Reply

      Hi Erik! If you’re trying to pay a bill through the Member App, you’ll need to have a bill on your profile, as you can only pay past due bills here. To do this, click on the Z then click on your name/profile picture and click on Bills. If you have a past due bill, you can pay it from this screen. If it’s not past due yet, they can only view it. You can also pay bills (both current and past due) in Member Connect. The exact steps to take to pay a bill within Member Connect change based on the way your gym owner has setup their database. Our Customer Advocate team can give you exact steps on how to pay bills within your account. Please reach out to them at help@zenplanner.com or by phone at 866-541-3570.

  6. Greg Clark June 5, 2017 at 3:14 pm - Reply

    Is it possible to have husband and wife sharing the same EMail
    address, reserving separate classes with the Zen application?
    It seems each person needs a separate EMail to reserve individual

  7. Jerry Connor July 15, 2017 at 1:32 pm - Reply

    How does a member reset their password (if forgotten?)

  8. Brian Roberts July 20, 2017 at 2:55 pm - Reply

    I forgot my login /password. Have spent all day off and on waiting to get the reset code. My IT guy is ready to kill me as I keep having him check our spam filters as I have not gotten anything back. I can’t find a phone # to call you and when I called my box, they said to get in touch with you. I am getting off this hampster wheel and guess I won’t be using this “great” service.

    • Tiffany Houkom July 24, 2017 at 12:58 pm - Reply

      Hi Brian, we’re apologize for the issues you’re experiencing. Our Customer Advocate team can definitely help you out. They can be reached by phone at 866-541-3570 or email at help@zenplanner.com.

  9. Lori September 1, 2017 at 12:16 pm - Reply

    I’m trying to see if there is a way to show all of the workouts I have attended. I’ve entered all my reservations for the workouts into Zen Planner. Is there a way to show your history of when you’ve attended? Thanks!

    • Tiffany Houkom September 1, 2017 at 12:42 pm - Reply

      Hi Lori, our Customer Success team can help you this request. Please reach out to them at help@zenplanner.com. Thanks!

  10. Wendy September 5, 2017 at 9:45 pm - Reply

    How do I change gender from male to female? When I post my results, they end up under the male leaderboard and should be under the female leaderboard.


    • Tiffany Houkom September 6, 2017 at 11:30 am - Reply

      Hi Wendy, if you send an email to help@zenplanner.com, our Customer Advocate team can help get this changed for you. Thanks!

  11. Wilma April 1, 2018 at 6:17 pm - Reply

    How do I add a birth date?

  12. Ruth April 13, 2018 at 5:18 am - Reply


    I am trying to reset my password but I do not get a reset password email from Zen Planner. I have checked spam folders also. Can you help?


    • Charles St. John April 13, 2018 at 5:17 pm - Reply

      Hi Ruth, you can send an email to help@zenplanner.com or call us weekdays 7am-7pm MST at 866-541-3570 to reach our customer advocacy team.

  13. Ashley Dia Zuaiter May 2, 2018 at 5:00 pm - Reply


    The Zen Planner app will not load and open today. I use it regularly with no problem but today it wont open. Please advise.

    • Charles St. John May 2, 2018 at 5:16 pm - Reply

      Hi Ashley,

      Yes, we are aware and working on the long term fix, in the mean time some folks are having success with uninstalling the app and reinstalling. Then clearing local data and try again.
      How to clear your data:
      Settings -> App Manager -> (Find the app and Clear Data)

      Zen Planner

  14. Kiera May 3, 2018 at 3:15 pm - Reply

    How you you change the date direct debits come out?

    • Charles St. John May 4, 2018 at 1:49 pm - Reply

      Hi Kiera,

      Our support team would be happy to help you. Please send them an email to help@zenplanner.com and they’ll be able to answer your specific questions.

  15. Nina September 4, 2018 at 1:47 pm - Reply

    Is there a way to clear out information in workouts such as weight. I can’t seem to change the dates of when I weighed in nor can I delete it.

  16. Brooke December 1, 2018 at 9:47 pm - Reply

    Is there any way to view your workout history on the app, besides scrolling through each workout one at a time? I would like to see my progression over time. I know there is a way to do this at the gym (I think), but I can’t find a way to do it on the app.

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