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For Gyms, Boxes, Climbing & Pools

Gym & Fitness Injury Documentation Software

Document every member and guest injury cleanly, link it to the signed waiver, and reduce your insurance and lawsuit exposure, all without hiring someone to manage paperwork.

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Works offline · No install · Encrypted & audit-logged by default
The Problem

High-injury activities, high-liability foot traffic

Injuries are part of the business

Heavy lifts, falls from the wall, pool incidents: injuries happen, and each one is a potential claim if it isn’t documented well.

Waivers and incidents live apart

The signed waiver is in one system and the incident note is on a clipboard. When a lawyer asks, you are digging through both.

Insurers & lawyers want a paper trail

At renewal or after a demand letter, “we think someone wrote it down” costs you money.

How It Helps

Incident docs that connect to your waivers

Link incidents to signed waivers

Tie each injury report to the member or guest’s waiver so your liability story is complete in one place.

Track members, drop-ins & guests

Document injuries for anyone on the floor, not just members, with the fields liability claims actually need.

Works on the floor, offline

Capture an incident at the chalk bucket or poolside on a phone or tablet, even with spotty Wi-Fi.

Defensible, timestamped records

Body diagram, photos, witnesses, and an audit trail: the documentation insurers and lawyers expect.

No admin staff required

It’s lean by design. A coach can complete a report in minutes without you hiring someone to manage it.

Encrypted & access-controlled

Member injury details are encrypted and visible only to the staff who need them.

Who It's For

Built for high-traffic fitness operations

From a single box to a multi-location operator.

CrossFit boxesClimbing & bouldering gymsCommunity pools & aquatic centersBoutique fitness studiosBig-box gymsTrampoline & adventure parksMartial arts studios

See how it works for the Gym Owner / GM.

Built In

The paper trail your insurer expects

Incident-to-waiver linkageMember & guest trackingDefensible audit trailEncrypted on device & in transitPhoto & body-diagram evidenceInsurance-ready exports
FAQ

Questions teams ask before switching

How do I document a gym member injury?
Capture the member or guest’s details, the date, time, and location, what they were doing, the injury (on a body diagram), witnesses, the staff response, and the signed waiver on file. Doing this consistently, ideally linked to the waiver, is your best defense if a claim follows.
Can incident reports link to liability waivers?
Yes. Clear ePCR Software lets you tie each incident to the member or guest’s signed waiver, so your documentation and liability paperwork live together instead of in two systems.
Does it work for drop-ins and guests, not just members?
Yes. You can document an injury for any person on the floor, whether member, drop-in, or guest, which matters because non-employee foot traffic is where much of your liability sits.
Will it work without good Wi-Fi in the gym?
Yes. It’s offline-first. Reports save on the device immediately and sync when the connection returns, so a dead spot by the pool never stops documentation.
How does this lower my insurance risk?
Clean, timestamped, waiver-linked records make claims easier to defend and show insurers you run a tight operation, which is exactly what they look for at renewal.

Turn every incident into a defensible record

Try the live demo, or get a quote for your gym.

Try the Free Demo Get a Quote