From Breakdowns to Breakthroughs: WestFit Club’s Maintenance Success Story

Company Size: 50 Employees

Industry: Gyms / Fitness Club

Location: 4 Littleton Rd. Westford, MA, United States 

Number of users: 4

Using Click Maint since:  April 2025

About WestFit

WestFit is a family-owned, multi-amenity fitness facility committed to creating a welcoming environment where members of all ages can pursue their health and wellness goals. More than just a gym, WestFit provides a wide range of activities and services designed to meet diverse fitness and lifestyle interests. Our newly renovated fitness center offers state-of-the-art equipment, while our dynamic group exercise classes bring energy and variety to every workout. Members also enjoy access to a full-sized pool for lap swimming, as well as dedicated courts for both tennis and pickleball, encouraging both recreational and competitive play.

Beyond fitness, WestFit is focused on building community. We provide one-on-one personal training to support individual goals and host a popular summer camp program that engages children in fun, active learning. With amenities and programs designed for all generations, WestFit has become more than a fitness club—it’s a destination for the entire family’s health, wellness, and recreation. Our goal is to inspire lasting lifestyle changes while making fitness enjoyable, accessible, and truly rewarding.

Facilities Maintenance Challenges

Historically, our approach to facilities maintenance was largely informal and reactive. We did not have a structured system in place for tracking, prioritizing, or scheduling tasks, which meant most issues were addressed only after they were reported. Maintenance was handled on a case-by-case basis, often without a clear record of what had been done or what might need follow-up.

Although our team worked hard to keep the facility operational, the lack of a formal process made it difficult to stay ahead of problems. Without proactive monitoring or preventive planning, small issues sometimes escalated into larger concerns that required more time and resources to resolve. This reactive style also contributed to unplanned downtime and slowed our response time when members reported problems.

The absence of centralized tracking and communication created additional challenges. Tasks could be overlooked, repeated, or delayed, and accountability was harder to maintain. Ultimately, this informal system limited our ability to operate efficiently, impacted member experience, and increased the risk of interruptions to our daily operations.

Why Click Maint?

In order to transition from a reactive maintenance approach to a more proactive and efficient system, we conducted a thorough evaluation of multiple maintenance software platforms. Our goal was to find a solution that was cost-effective, intuitive, and capable of meeting the evolving needs of our facility. After extensive research and comparison, we selected Click Maint for its exceptional balance of affordability, ease of use, and robust feature set. We recognized early on that Click Maint would not only streamline day-to-day operations but also empower our team to manage facility upkeep with greater precision, consistency, and confidence.

One of the most impactful features has been the ability to schedule repeatable preventive maintenance tasks. This has been a monumental step forward, allowing us to anticipate needs, reduce downtime, and extend the lifespan of our equipment. Equally significant has been the member-facing portal, which has completely transformed how we communicate with our community. By enabling members to submit requests and provide real-time feedback, the portal has improved responsiveness, strengthened trust, and enhanced the overall member experience.

The implementation process was remarkably smooth. Thanks to the exceptional guidance and responsiveness of our dedicated Account Manager and Onboarding Specialist, the transition was seamless and required minimal disruption to existing workflows. From onboarding to training, Click Maint made it easy for our team to quickly adapt, ensuring immediate benefits and long-term success.

Outcomes and Benefits

Since adopting Click Maint, our team now has a clear, organized view of task assignments, priorities, and deadlines, ensuring that every maintenance request is addressed promptly and without confusion. This structured approach has reduced delays and allowed us to be more accountable in our daily operations. In addition, the system has created a complete maintenance history for all our fitness equipment, giving us invaluable data for long-term planning, budgeting, and decision-making. The result has been a dramatic boost in efficiency and reliability across our facility.

Perhaps the most significant improvement has been the shift from reactive to consistent, proactive maintenance. Routine tasks are now scheduled and performed on time, which has had a measurable impact on costs—particularly in reducing the need for replacement parts. For example, regular servicing of pool and spa filters has extended their lifespan and saved money that would otherwise have been spent on premature replacements.

Beyond cost savings, the transition to Click Maint has fostered cultural change. Introducing new technology in a small, family-owned business is never easy, yet the team’s willingness to embrace this system has opened doors to greater collaboration and accountability. With everyone aligned on a single platform, we’ve been able to focus less on managing breakdowns and more on creating strategies, building partnerships, and enhancing the overall member experience.