Sessions Personal Fitness — HuddleUp

The Problem

The studio had made a genuine commitment to their members: walk in, and your personalized training program is already up on the screen, ready to go. It's the kind of touch that members remember and tell their friends about.

But delivering on that promise every single day was exhausting the staff.

The studio had twelve screens set up throughout the facility, each one meant to display the workout for whoever was training in that space. To make that happen, someone had to manually create an image for each program — one for every session, on every screen, for every day. Opening spreadsheets, formatting the content, saving the image, loading it into the screen management system, and telling it exactly when and where to show up. Then doing it again. And again. Across every screen, every session, every single day without exception.

It was taking more than an hour of staff time daily. And if a coach made a last-minute change to a program, someone had to leave the gym floor, go to a computer, redo the image, and re-upload it. There was no way to do it from a phone. There was no shortcut. It was just manual work, every time.

What We Built

HuddleUp is a software platform that connects a studio's booking system directly to its screens. When a class is about to start, the platform looks up who's in the room, pulls each member's current training program, and sends it to the right screen — automatically, with no one touching anything.

The platform works with the booking software the studio already uses. Whether a studio runs on WellnessLiving or Exercise.com, HuddleUp connects to it and pulls class and member data in real time. There's no manual export, no copy-pasting, no reformatting.

What members see

The moment a class begins, the screen in their training space shows their current workout — formatted cleanly, sized correctly for the display, and up to date as of the last time their coach updated their program.

What coaches experience

Coaches manage member programs through a simple web-based admin panel that works on any device — desktop, tablet, or phone. If something needs to change before or during a session, a coach can update it right there on the gym floor. The screen reflects the change immediately.

What the front desk doesn't have to do anymore

The daily image-generation workflow is gone. Nobody builds static images. Nobody loads them into a scheduler. The system handles it.

Built to grow with you

The platform currently uses Google Sheets as the home for member training programs — a familiar, flexible tool that coaches already know. But the system was deliberately designed so that the underlying storage can be swapped out or extended as a studio's needs evolve.

More Than Just Displays

Beyond the screens, HuddleUp handles several other operational tasks that previously required manual attention.

Attendance tracking. Every night, the platform automatically pulls attendance data from the booking system and records which members showed up to which classes — in the background, without anyone initiating it.
Milestone recognition. As members accumulate sessions, the platform tracks their progress and marks milestones in their program — a small but meaningful detail that coaches can reference and members genuinely appreciate.
Daily new member digest. Studio managers receive an automatic daily summary of new accounts created in the past 24 hours, so nothing slips through the cracks.
Program alerts. Coaches are notified when member programs haven't been updated recently, helping the team stay proactive rather than reactive.

Built to Last

One of the goals from the start was to build something the studio wouldn't have to babysit. The platform runs entirely in the cloud with no physical server on-site to maintain, update, or replace. There are no software licenses to renew. The system scales automatically — whether a studio has four screens or forty, one location or ten.

The platform also supports multiple studio locations out of the box. Each location can have its own booking system, its own schedule, and its own timezone, and the platform handles all of it correctly. And because it was designed with growth in mind, adding support for a new booking platform or a new type of screen display doesn't require rebuilding anything — it plugs in alongside what's already there.

The Result

What used to take over an hour of daily manual work now takes zero.

Programs appear on screens automatically. Coaches update on the fly from their phones. Attendance is tracked without anyone lifting a finger. The studio can focus on what it's actually there to do — coach members and run great classes.

The commitment the studio made to their members — your program, on your screen, every time you walk in — is now something the software keeps, not the staff.