Why Multi-Location Gyms Need Work Order Software—And How Woven Delivers

Running a multi-location gym or fitness brand is a constant game of whack-a-mole. One day it’s a leaking HVAC unit in Phoenix; the next, a broken treadmill in Tampa or a flickering light in LA. When you're scaling a fitness business across dozens—or even hundreds—of locations, small issues quickly snowball into major disruptions. That’s why having a purpose-built Work Order solution isn’t a nice-to-have—it’s mission-critical.

For the fitness industry in particular, where equipment uptime, cleanliness, and safety directly impact member experience and retention, reactive maintenance processes simply don’t cut it. Paper forms, text messages, and spreadsheets are relics of a past era. Complex CMMS (Computerized Maintenance Management Systems) built for factories don’t fit the reality of hourly teams managing busy gyms. What’s needed is a Work Order system designed for the fast-paced, frontline-driven world of multi-location businesses.

Enter Woven.

The Real-World Chaos of Multi-Location Club Operations

Let’s be real: managing maintenance manually is like trying to run a gym without dumbbells. You might get creative, but it’s going to hurt.

Managers at each location are often left to fend for themselves—juggling broken machines, missed vendor calls, and frustrated team members. Meanwhile, regional or HQ teams lack visibility. Are repairs happening? Are vendors showing up? Is anyone following up?

Without a centralized system, here's what typically happens:

• Issues slip through the cracks. A leaking roof gets mentioned in a passing text. Two weeks later, there’s water damage and a lawsuit.

  
  

• Fixes take too long. The manager forgot to call the plumber. Or did they? No one knows, because there’s no trail.
  
  

• Vendors get mismanaged. Pricing, performance, and accountability vary wildly from location to location.
  
  

• Frontline staff feel ignored. They report problems, but nothing seems to happen. Eventually, they stop speaking up.
  
  

This kind of chaos doesn’t scale—and it’s the silent killer of operational excellence.

Complexity Is the Enemy of Adoption

One of the biggest traps multi-location gyms fall into is trying to adopt a CMMS built for manufacturing or heavy industry. These tools are loaded with features no gym manager or shift lead will ever use—or understand. What starts as an effort to “get organized” turns into a system no one touches.

The result? Teams fall back to what they know: texting, calling, or ignoring the problem entirely.

Woven flips the script.

Rather than force complex workflows on the frontline, Woven’s Equipment & Facilities Maintenance Suite gives teams a simple, intuitive way to log issues in real time—without needing a 50-page manual or weeks of training.

“See Something, Say Something”—Operationalized

What happens when every employee at every location feels empowered to flag issues—and knows those issues will actually get fixed?

Woven turns this from a hope into a process.

With just a few taps, anyone on the team can submit a Work Order—complete with photos, notes, and urgency tags. It’s fast, mobile-friendly, and built with the reality of shift work in mind. That means no bottlenecks, no excuses, and no more missed issues.

And because Work Orders are centralized, tagged by category, and visible to the right people—problems get addressed faster. Repairs move from “eventually” to “immediately.” Managers spend less time fielding complaints and more time driving the business forward.

Less Manager Work. More Visibility. Faster Fixes.

Here’s the truth: location managers don’t need more software. They need less of the wrong kind—and more of the right kind.

Woven’s Work Order system reduces manager workload by crowdsourcing maintenance visibility. Instead of waiting for managers to walk the floor and notice every issue, your whole team becomes your eyes and ears.

The result?

• Faster issue detection. The moment something breaks, it’s logged.
  
  

• Faster response times. Assigned tasks flow automatically to internal techs or external vendors.

• Fewer dropped balls. Every step is tracked. Every status is visible. Nothing gets lost in the shuffle.

This kind of responsiveness improves the customer experience in ways that matter—fewer out-of-order signs, cleaner facilities, safer environments. All of which lead to higher member satisfaction and repeat visits.

The Woven Difference: Built for the Real World

Most maintenance software is built for desk workers. Woven is built for people who are running 100 mph on the floor—dealing with equipment, customers, and the clock. It’s the difference between a theoretical solution and one that actually gets used.

Woven’s Work Order solution offers:

• One-tap submissions from mobile devices
  
  

• Photo and note attachments to clarify the issue
  
  

• Automated task routing based on category, location, or urgency
  
  

• Chat and comment threads to reduce email clutter
  
  

• Integration with audits and incidents, so nothing gets siloed
  
  

• Vendor management with performance tracking and history
  
  

Plus, it connects seamlessly with Woven’s broader platform—unifying people, operations, and facilities in one intuitive hub.

Standardization at Scale

If you’re managing 10 locations, you can get away with patching together a system. At 50? Nah. But at 100+ locations, fragmentation is fatal.

Woven helps you standardize maintenance processes across every site. Whether it's a treadmill belt or a plumbing issue, the same rules apply. That means:

• Consistent categorization
  
  

• Clear SLAs
  
  

• Accurate cost tracking
  
  

• Benchmarking across sites
  
  

Suddenly, you’re not just reacting. You’re spotting patterns, identifying underperforming vendors, and making data-driven decisions about CapEx vs OpEx.

Built for Growth

The last thing you want is to outgrow your systems. Woven is designed to scale with you—from 10 to 200+ locations—without the overhead of managing a Frankenstein stack of tools.

Because it’s purpose-built for multi-unit operators, Woven doesn’t just “handle” complexity—it simplifies it. Whether you're expanding into new regions, rolling out new equipment, or onboarding new staff, the Work Order system grows with you.

In Summary

Work Order chaos might not be what’s on your dashboard—but it’s what’s happening behind the scenes when tools are broken, repairs are delayed, and staff stop reporting problems.

Woven’s Equipment & Facilities Maintenance Suite changes that.

By giving your team an intuitive way to report, track, and resolve maintenance issues—without the overhead of traditional CMMS tools—you move from reactive to proactive. From inconsistent to standardized. From frustrated teams to empowered ones.

Because when your club operations are seamless, your members notice. And they keep coming back.

Check out Woven and immediately see why thousands of Planet Fitness, Crunch and Anytime Fitness locations have all made the switch.