Case Study 5

Overview: A prominent fitness chain in the United States, with over 10 gym locations across multiple states, faced increasing operational challenges as its network expanded. With thousands of fitness machines, HVAC units, lockers, security systems, and facility amenities to manage, the business required a more reliable and efficient way to handle equipment maintenance, reduce downtime, and provide a seamless experience for its growing membership base.
The gym chain adopted Ezist, a free asset maintenance and management app, to streamline asset tracking, preventive maintenance scheduling, and equipment performance monitoring across all branches.

How Can A Gym Chain Enhance Operational Efficiency and Member Experience Using Ezist – A Free Asset Management App?

Challenges

Reviewed, add the challenge mentioned by a Gym Branch manager, it’s hard to plan the maintenance budget and decision to replace the equipment without having access to the maintenance records of al assets.

The client encountered several recurring problems:

Manual Maintenance Tracking: Maintenance logs were stored in spreadsheets and paper files, leading to frequent errors and missed service schedules.
Maintenance budget and Equipment Replacement Planning: The gym branch manager mentioned that it's hard to plan the maintenance budget and decide whether to replace the equipment without access to all the maintenance records of the assets.
High Equipment Downtime: Cardio machines and strength training equipment often broke down, resulting in delayed repairs and dissatisfied members.
Inefficient Utilization of Assets: Without centralized tracking, some high-value assets were underutilized, while others were overused, accelerating wear and tear.
Lack of Visibility: Regional managers had no real-time visibility into asset health or usage patterns across locations.
Cost Overruns: Emergency repairs and equipment replacement were rising due to poor preventive maintenance routines.

Approach

The fitness chain shifted from fragmented, manual asset management systems to a centralized, cloud-based Ezist – Free Asset Management solution. The decision-making process involved:

Auditing all assets across gym locations (treadmills, ellipticals, strength machines, HVAC units, lockers, etc.)
Identifying gaps in preventive maintenance and current asset lifecycle tracking
Evaluating various asset management tools, choosing Ezist for its ease of use, mobile accessibility, free pricing model, and real-time alert features.

Implementation

Step-by-Step Rollout with Ezist:

Asset Onboarding

Example of Key Equipment Tracked:

Preventive Maintenance Scheduling

Real-Time Monitoring

User Roles and Access:

Results & Impact

The shift to Ezist delivered measurable improvements across the gym chain:

Metric: Before Ezist and After Ezist (6 months)

Metric	Before Ezist	After Ezist (6 months)
Average Equipment Downtime/Month	18 hours	6 hours
Member Complaints (Equipment)	75/month	30/month
Emergency Repair Costs	$18,000/month	$11,000/month
Preventive Maintenance Compliance	45%	95%
Asset Utilization Tracking	Manual & Incomplete	Real-time, 100% coverage
Operational Staff Time Saved	–	25+ hours/week

Conclusion

By implementing Ezist, the gym chain successfully transitioned from reactive maintenance to a proactive, data-driven asset management model. The results included:

Reduced equipment downtime,: , leading to improved member satisfaction and retention
Significant cost savings by minimizing emergency repairs
Higher operational efficiency, freeing up time for staff to focus on member services
Improved visibility across all branches with centralized tracking and mobile accessibility

Ezist – Free Asset Management App proved to be a game-changer in optimizing asset lifecycles, enhancing customer experience, and supporting scalable growth for the fitness business.

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