Using Hausing since: 2020 
Uses in Hausing: Work orders & maintenance log 
Used before: Email, phone 

For this case study, we interviewed Clen Kink, Administration Specialist at MyFitness. Clen started out as a MyFitness customer service assistant, moved into a club manager role where he worked for seven years, and has spent the past year as Administration Specialist. His job is to support all club managers across the chain with day-to-day administrative matters, he isn't responsible for a single club, but for the whole chain. 

MyFitness: The Baltics' largest gym chain 

MyFitness is the largest gym chain in the Baltics. It currently operates 19 clubs in Estonia, another 15 in Latvia, and several more in Lithuania under a subsidiary. MyFitness will soon open its next club, its 20th, in Tartu Kaubamaja. Its clubs include weight rooms, group training studios, and club-in-club concept studios such as Fusion Pilates, a boxing studio, and Studio X. Several clubs also have a spa, recovery zones, and red-light therapy. 

MyFitness's aim is to offer members modern training concepts so they can look after both body and mind. 

Before Hausing: emails and hoping partners would remember 

Before Hausing, all administrative communication ran through email. In practice, it worked like this: a problem came up, an email was sent, and then you waited. 

Clen found that with closer working partners, this worked reasonably well, years of collaboration partly made up for the lack of a system. But that wasn't true of every partner. With contractors they dealt with less often, they frequently had to write or call again, simply to remind them of the job. 

"It really depends on the partner. With close partnerships it was easy, but with the ones we worked with less often, we still had to remind them again." 

 
Getting started with Hausing at MyFitness 

MyFitness has used Hausing since 2020, though take-up was modest in the early years. It's a familiar pattern: the tool is there, but established habits are hard to shift. 

The hardest part is driving change among people who've worked differently for years. "People find it hard to accept change," Clen says. At the same time, he notes that resistance is usually temporary: once someone tries the software themselves, they realise it isn't complicated. 

Clen took the initiative himself, actively encouraging club managers to route all maintenance work through Hausing. The reasoning is simple: the more jobs that reach the platform, the more accurate the overview, and the more valuable the statistics. 

What's changed: noise replaced by clarity 

The main change Clen points to is the disappearance of information noise. Previously, information was scattered across emails, if you wanted to check something, you had to search your inbox. Now everything is in one place. 

 "Hausing significantly reduced the noise, I no longer have to dig through emails to find things." 

Email search works by keyword, but in Hausing you can use filters, location, category, status, period. The result: information is found faster. That's a time saving that grows with every club, every partner and every job. 

Clen particularly likes the ticket, or work order, system. "I really like the ticket system, everything is simple and logical, especially being able to see the status of jobs." 

For partners, ease of use makes all the difference 

MyFitness works with many partners, and not all of them have a Hausing user account. Hausing has solved this: even a partner without a login can receive their job, accept it, and mark it complete. 

"For partners without a user account, everything is made very simple. There's no need to log in anywhere, they can just use it straight away." 

This detail matters a great deal in practice. Contractors aren't expected to learn a new system at all, they simply get a link, see their job, and mark it done. 

Some partners were initially sceptical, Clen says, but that scepticism faded quickly once they took the time to look into it properly: "Once people take a moment to look into it, they all realise there's nothing difficult about Hausing." 

Maintenance log: from equipment to saunas 

MyFitness also uses Hausing's maintenance log. It holds both the regular maintenance schedules for gym equipment and other planned work, such as sauna maintenance. The partner marks a job as done, and MyFitness has a real-time overview of whether everything is being completed on time. 

This matters for several reasons. Gyms have a lot of equipment with specific maintenance requirements. If maintenance is missed, it can affect both the equipment's lifespan and the member experience. The maintenance log keeps responsibility clear and deadlines visible. 

The value MyFitness gained from Hausing 

Clen says Hausing has brought logic and clarity to MyFitness's administration, an overview of what's happening across the business as a whole. Today, it's very easy to see what's been done and when. Roll-out has gone more smoothly than expected. Some staff started using Hausing independently, without any separate training. In larger clubs, where there's more activity and more people involved, roll-out takes a little longer, but that's natural. 

Summary 

MyFitness manages 19 gyms across Estonia, weight rooms, studios, spa areas, saunas, and recovery zones. An organisation of this scale can't run its administration on email and phone calls. Hausing has brought clarity: all jobs live in one place, partners can receive their work without needing a user account, maintenance deadlines are tracked, and the statistics are there when needed. 

The hardest part of the change was shifting people's habits, but as Clen says, resistance usually fades once people try it for themselves. 

If you manage multiple sites and want every job to end up in one place, book a demo and let's talk.