FitDesk for aged care and retirement living
Exercise and gym software for aged care homes and retirement villages
FitDesk gives your trainers and allied health team one place to screen residents, build workouts, record every session and show progress to families and clinicians. Fully configurable to the way your team already works, and hosted in Sydney.
Built for seniors fitness, wherever it happens
Residential aged care
Run seated, standing and small-group exercise for residents, record every session, and keep a clear history of each resident's function over time.
Retirement villages and seniors living
Turn the village gym into a program residents actually use, with personal plans, a member app and trainers who can see who has stopped coming.
Home care and day programs
Deliver structured strength and balance programs for clients living at home, with reassessments and reports for case managers and families.
Allied health and lifestyle teams
Give exercise physiologists, physios, allied health assistants and lifestyle staff one shared place for programs, notes and results.
Why exercise records matter more than ever
Since July 2019, every residential aged care home in Australia has reported quality indicators to the Department of Health each quarter. They include falls and major injury, decline in activities of daily living, and residents' quality of life. The strengthened Aged Care Quality Standards took effect on 1 November 2025.
Exercise is one of the most direct ways to support strength, balance and independence. Good records show what your team does, for whom and with what result.
In retirement villages, the gym is part of the sales story. People over 65 are now the second-largest group of gym users, and villages with a staffed, well-run wellness program see far more residents take part.
Sound familiar?
- Screening forms, assessments and session notes live on paper or in spreadsheets, so nobody can see a resident's progress at a glance.
- Programs live in one staff member's head. When they leave or go on leave, residents' programs stop.
- Families ask how their parent is going, and the answer takes a day of digging.
- The gym looks great on the brochure, but you can't show how many residents use it or what difference it makes.
What FitDesk gives your team
Everything from the first screening form to the twelve-week review, in one platform.
Digital screening and health history
Replace paper PARQ and pre-exercise screening forms with digital forms built to match your own process. Every answer lands in the resident's history, ready for the next session.
Your assessments, digitised
FitDesk doesn't prescribe tests. It records the balance, strength, mobility and wellbeing assessments your clinicians already use, so baseline and follow-up results sit side by side.
Workout programming from 4,000+ exercises
Build programs from a library of more than 4,000 exercises with instructional videos and GIFs, including seated and low-impact options, and save them as templates for your whole team.
Session scheduling
Book trainers, sessions and rooms in one calendar, so staff know who they are seeing and when, across one site or many.
Trainer and resident apps
Trainers record sessions and notes on their app. Residents who use a phone or tablet can follow their program, goals and progress in theirs.
Reassessment reminders
Set milestones for each program, and FitDesk reminds trainers when a review or reassessment is due, so nobody slips through the gaps.
Reports emailed to the people who care
Email customised progress reports to families, GPs, physios and care managers. You choose what each report includes.
Retention and attendance alerts
AI retention alerts flag residents whose attendance drops, so a trainer can check in before a gap becomes a habit.
Data hosted where you need it
Australian and New Zealand data is hosted on AWS in Sydney. We can also host in your region or on your own servers.
How trainers create workouts and track progress
A typical resident's journey in FitDesk, from first conversation to shared results.
- 1
Screen the resident
The resident, a family member or staff complete your digital pre-exercise screening form. Any answers your process flags for clinical review are visible before the first session.
- 2
Record a baseline
Your exercise physiologist or physio runs the assessments you use and records the results in FitDesk. This becomes the starting point for every future comparison.
- 3
Set goals with the resident
Agree goals in the resident's own words, such as walking to the dining room without a rest or getting up from a chair unaided, and attach them to their profile.
- 4
Build the workout
Search the exercise library, add exercises with the dosage and coaching notes your team uses, or start from one of your saved templates. Each exercise comes with a video or GIF.
- 5
Deliver and record sessions
Trainers and allied health assistants run sessions one-on-one or in small groups and record attendance and notes on the trainer app. Independent residents can follow their program in the resident app.
- 6
Reassess at each milestone
FitDesk reminds the team when a review is due. Record the follow-up results and compare them with the baseline on one screen, then adjust the program.
- 7
Share progress
Email a customised progress report to the family, GP, physio or care manager, so everyone sees the same picture.
Keep track of every resident's progress
Attendance and adherence
See who attended, who completed their program and who has missed sessions, for each resident and across the whole site.
Assessment history
Every assessment is kept in order, so trainers and clinicians can see change over weeks and months rather than relying on memory.
Goals and milestones
Track each resident's goals and the milestones you set, and celebrate them with residents and families when they are reached.
Program use across the site
See how many residents are exercising and how often, the numbers boards, managers and prospective residents ask about.
Example: a 12-week strength and balance block
How one program might be set up in FitDesk. Your clinical team sets the exercises, assessments and timing.
| When | Focus | Recorded in FitDesk |
|---|---|---|
| Week 0 | Screening, baseline assessments and goal setting | Screening form, baseline results, goals |
| Weeks 1–4 | Supported sessions to build confidence and routine | Attendance, session notes |
| Week 4 | Check-in review and program adjustment | Review notes, updated program |
| Weeks 5–11 | Progressed program, more independence | Attendance, app activity, notes |
| Week 12 | Follow-up assessments against baseline | Results comparison, report emailed to family and GP |
Who does what
| Role | Uses FitDesk to |
|---|---|
| Exercise physiologist or physio | Screens, assesses, designs programs and templates, reviews progress |
| Allied health assistant or trainer | Runs sessions, records attendance and notes, flags concerns |
| Lifestyle or wellness coordinator | Schedules sessions and groups, follows up residents who drop off |
| Resident | Follows their program, sees goals and progress in the app if they use one |
| Family, GP and care manager | Receive customised progress reports by email |
| Site or village manager | Sees participation across the site |
Trusted by community fitness providers across Australia and New Zealand
50+ centres, including council leisure centres and a university, use GreeneDesk products. Australian-built, supported from Australia on 1300 181 665, Monday to Friday 7am–7pm AEST.
Questions from aged care and retirement living teams
What is the best software for an aged care or retirement village gym?
Look for software that handles screening, assessments, programming, session records and reporting in one place, works for staff-led sessions as well as independent residents, and keeps data in Australia. FitDesk was built for this and is used by council leisure centres across Australia and New Zealand.
Does FitDesk run falls-risk or fitness tests?
No. FitDesk is a platform that digitises the assessments your clinicians already use. It is fully customisable, so you decide which tests, forms and measures to record.
Can residents who don't use smartphones still take part?
Yes. Trainers and allied health assistants record sessions and notes on the trainer app, so residents don't need a device. Residents who do use one can follow their program in the resident app.
Can we send progress updates to families?
Yes. FitDesk emails customised progress reports to families, GPs, physios and care managers. You choose what each report includes.
Does FitDesk help with aged care quality reporting?
FitDesk doesn't submit quality indicator data. It gives you a clear record of residents' exercise, attendance and assessments, which supports the falls, function and quality-of-life work your team reports on.
Can we use our own exercise programs?
Yes. Build programs from the 4,000+ exercise library or add your own, then save them as templates for your team to reuse across residents and sites.
Where is resident data stored?
Australian and New Zealand data is hosted on AWS in Sydney. For providers elsewhere, we can host in your region or on your own servers.
Does it work across multiple villages or homes?
Yes. Programs, templates and reporting can be shared across sites, and managers can see participation at each one.
See FitDesk set up for your residents
A short demo built around your gym, your team and the programs you run today.
Book a Demo