Industries

CMMS and asset finance for gyms and fitness clubs

In short

Cohiva Control is a maintenance and asset management system for gyms and fitness clubs that run cardio, strength and functional equipment across one or more sites. It combines an asset register, usage-based preventive maintenance, inspections and a hard contractor-compliance gate with native fixed-asset depreciation that posts journals to your ledger. Each operator runs in an isolated database.

CMMS and asset finance for gyms and fitness clubs

A gym lives and dies by its equipment. Members notice a broken treadmill or a worn cable straight away, and a machine out of action is a machine not earning. Cohiva Control is built for fitness operators who run a floor full of equipment across one or more sites, and it joins the maintenance side to the finance side so the equipment you service is the equipment you depreciate.

Every machine on the register

A typical club runs cardio equipment, treadmills, bikes, rowers and ellipticals, alongside selectorised and plate-loaded strength machines, free weights, functional rigs and the building services that keep the room comfortable. Cohiva Control puts each one into a single asset register with a stable identity and an immutable code you can attach as a QR label. A technician or staff member scans the machine and sees its history, condition and any open work, and that code is never reused when equipment is swapped out, so the record stays clean across the life of the fleet.

Servicing that follows usage, not only the calendar

Cardio equipment in particular wears with use, and use is uneven across the floor and across the day. Cohiva Control lets you schedule preventive maintenance on a meter interval, such as run hours or distance, as well as a time interval, so the busiest machines are serviced when they have actually earned it. Schedules generate work orders automatically, and that generation is idempotent, so a re-run will not produce duplicate jobs. Preventive maintenance compliance is tracked against the schedule, so you can see at a glance which equipment is on plan and which has fallen behind.

When a machine does fail, the work order runs through a server enforced state machine from open to verified, illegal jumps are rejected, and every transition is written to an append only history row. That gives you a clear, defensible trail of how each repair was handled.

Floor checks that become work orders

Routine floor walks and equipment safety checks are part of running a safe gym. Cohiva Control inspection templates capture pass or fail items, numeric readings, photos and signatures, and a failed item can raise a work order automatically. So when a staff member flags a frayed cable or a loose bolt on a walk, it becomes a tracked job rather than a note that gets lost. Submitted inspections are versioned and immutable.

Contractor compliance, enforced

Specialist equipment servicing and building work often go to contractors, and compliance can lapse when a job is urgent. Cohiva Control will not assign work to a contractor whose public liability insurance, trade licence or site induction is expired, missing or unverified. The block is hard and there is no override, even for an administrator. You decide which documents are required, and the system enforces them on every assignment, which helps you comply with your own contractor management policy.

Depreciation in the same system

Fitness equipment is a significant capital investment, and much of it is financed or leased. Most maintenance tools leave depreciation to a separate fixed-asset register, but Cohiva Control carries each asset through to native depreciation. It runs six methods, straight line, diminishing value, double declining balance, units of production, sum of years digits and AASB 16 for leases, holds money to the cent rather than as a floating point number, and writes each monthly run to an append only depreciation ledger. The journal can post to Xero, QuickBooks, NetSuite or Cohiva Crunch. Because the same record drives both maintenance and finance, you are not reconciling an equipment list against a depreciation schedule at year end.

Australian built, ready for a chain

Cohiva Control is Australian built and supports AASB 16 lease accounting, which suits the leased equipment common in fitness. It is database per tenant, so each operator runs in an isolated database, and a multi-club operator can manage every site in the one platform.

Part of the Cohiva platform

Cohiva Control is part of the wider Cohiva platform. Fitness and leisure operators often run it with Cohiva Complex for managing the club itself, and finance teams connect to Cohiva Crunch for the general ledger. See the whole platform at www.cohiva.app.

Frequently asked questions

Can Cohiva Control schedule servicing on equipment usage?
Yes. Preventive maintenance can run on a meter interval as well as a time interval, so a treadmill or rower can be serviced on hours or distance rather than only the calendar.
How does it track every machine on the floor?
Each machine is a registered asset with a stable identity and an immutable code you can put on a QR label. A technician scans it and sees the full history, condition and open work.
Does it keep service contractors compliant?
Yes. A contractor with expired, missing or unverified public liability insurance, a trade licence or a site induction cannot be assigned to a work order. The block is enforced with no override.
Can it depreciate our equipment fleet?
Yes. Cohiva Control runs six depreciation methods including AASB 16 leases and posts monthly journals to Xero, QuickBooks, NetSuite or Cohiva Crunch, so leased and owned equipment is handled in one place.
Does it work across multiple clubs?
Yes. You can manage several sites in the one system, and each operator's data sits in its own isolated database.