Overview


The Digital Front Desk is a member-facing hub in KAYA for detailed information about your gym — including hours of operation, rates, waiver, membership, and class info. It gives members one consistent place to find answers without needing to ask staff.


Availability


Available now on KAYA Gym.




How it works

You edit new fields in KAYA Gym that then display either text or url links to members in the mobile KAYA app. Text fields allow for complete customization of written content like your hours of operation. Url linking provides direct links to sign-up pages in your point of sale or for important documents like your waiver.


Who can edit

  • KAYA Gym Enterprise subscribers

  • Users with the Admin role


What to include


At minimum, we recommend publishing these essentials:

  • Hours & Info (your normal hours, day rates, etc.)

  • Waiver (link)

  • Membership (link to primary membership types)

  • Climbing Classes (link to schedule/booking pages)


Optional (but commonly helpful):

  • Fitness Classes (linking)

  • Yoga Classes (linking)

  • Meetups/Clubs (can be text or links to signups) 


Setting up the Digital Front Desk


Note - In some cases, depending on the information we find through SEO searching, we will pre-populate your digital front desk with information. In this case, please double check the information is accurate and current.


  1. In KAYA Gym, open “Settings”

  2. Navigate the submenu to open "KAYA"

  3. Navigate to the "Menu Items" section at the bottom


There are four preset menu items available to you: Hours & Info, Climbing Classes, Membership, and Waiver. The last menu item, Custom, allows you to add additional custom menu items and you can add as many custom menu items as you need. 


Each menu item will create a new menu in your gym's profile in the mobile KAYA app, available for your members to see.





To edit a menu item: 

  1. Select the blue "Add" button to open the Add Menu Item window
  2. Choose the Menu Type:
  • Url Link - Input a url which will redirect the user to that link. This is typically a point of sale link or a link to a page on your website.
  • Text - Input custom text which will be visible to the user. This is typically for information like your hours of operation, day pass rates, or an about us page.
  • Submenu - Creates a submenu of the current menu. For example, you may create a Submenu under Classes if you offer three different climbing classes (eg. Learn to Lead, Intro to Bouldering, Beginner Top Rope)

3. Select "Submit" to create the new menu item or submenu.


To edit a submenu item:

  1. Select the blue "Add Subitem" button to open the Add Subitem window
  2. Type in a Name for your Subitem
  3. Choose the Menu Type:
  • Url Link - Input a url which will redirect the user to that link. This is typically a point of sale link or a link to a page on your website.
  • Text - Input custom text which will be visible to the user. This is typically for information like your hours of operation, day pass rates, or an about us page.

4. Select "Submit" to create the new menu item or submenu.


To delete any entry, select the "X" button to remove it. NOTE - this action cannot be undone.



When you have finished updating all the necessary menu items, you're done. All data is automatically published live in your profile in KAYA. Members can find your Hours, Waiver, Membership, Classes, and optional other info in one place inside KAYA.


Setting up Routesetter Team Bios


Routesetter bios are updated individually by each routesetter via their KAYA Gym account. To update a bio, routesetters can login to their accounts and navigate to the Profile tab. From here, enter "Settings" (the cog icon in the top right) and then add text to the Bio section under Basic Info.

Best practices


Don't overdo it

  • Use The Digital Front Desk for the most common, persistent gym information.

    •  For example, if you run a temporary membership sale, don't include it as a membership item. Instead, use the News Feed to inform about a sale.

  • You can create unlimited items and text fields. This can quickly become overwhelming for a user and lead to frustration or confusion. 


Review Your Details

  • Review quarterly

  • Review before holidays, comps, or in advanced of pricing changes

  • Update immediately if staff hears “members can’t find X” or "information is wrong on KAYA"


What not to use it for


Don’t use The Digital Front Desk for time-sensitive announcements that need immediate attention. Use The News Feed for those updates, since News Feed posts automatically notify followers of your gym.


General FAQ


What’s the difference between The Digital Front Desk and The News Feed?

  • The Digital Front Desk: detailed, evergreen information (hours, waiver, membership, classes).

  • The News Feed: time-sensitive announcements (publishing triggers an automatic push notification).


Members say information is wrong—what should we do?

Update the section immediately and confirm any external links (waiver, membership, class schedule) point to the correct page.


I can’t access The Digital Front Desk. Why?

Most commonly:

  • Your gym is not on Enterprise

  • Your user role isn’t Admin or Marketing & Events


Can multiple people edit it?

Yes, anyone at your gym with the correct role can update it.


Can I edit items once I have created them?

Currently, no. You must delete the item and re-add it with your updated information.


When should I add submenus?

Submenus are helpful if you have specific links to each item.  For example, if your gym uses Rock Gym Pro, typically there is a unique URL for each type of membership you offer. In this case, you can add a submenu of membership items for each one - annual, prepaid, monthly, etc. If you use a platform like Approach, in which everything is located inside a web portal, it is easier to link to all of your membership options directly. 


Generally - If you cannot get a direct url link to individual menu items, then you will not create a submenu.  If you can get direct url links, then you may opt to create a submenu. 


Do we have to link to a class signup directly?

No — You can link to anything you'd like. If you would prefer to direct your members to a landing page instead of a direct sign-up link, you can simply input that web address (example: https://www.yourhomegym.com/fitness-schedule) 


Need help?


Contact our support team for questions or help getting your digital front desk setup!