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What is Gym Management Software? 5 FAQs Answered

Gym management software
Credit: mrmohock/Shutterstock

If you run a fitness-related business, and you're just getting acquainted with the world of studio software options available to you, this is a great introduction. There are lots of SaaS fitness software solutions out there, each geared toward businesses of different types and sizes, and they all offer unique selling points.

Gym scheduling software is also sometimes referred to as fitness software, studio software, scheduling software or membership software. Such software solutions help businesses that offer memberships and classes keep track of their members, their employees and their schedules. While there is a wide range of scheduling solutions available, most SMB-focused gym scheduling software includes an employee-facing portal as well as client-facing features.

Gym scheduling software can be used to assign classes or training sessions to specific employees, create membership limits on classes, onboard new members, track employee hours, pull reports, sell gym merchandise and memberships, keep track of members (through lightweight CRM-style features), track and process payments, and send emails.

Fitness trainers often use the same software to find out their upcoming schedules, see how many members are signed up for their services, and track members' progress. Meanwhile, customers use the software to book classes or services online (either through a dedicated app or on the company website), make payments, and in some cases access their individualized fitness information.

Gym scheduling software isn't just for people who run traditional gyms. Dance studios, yoga studios, gymnastics training centers, spin studios, spas, salons and even independent personal trainers use scheduling software. Any businesses that focuses on providing classes or services to clients may use fitness software. However, for schools, camps or event venues that have large spaces with lots of reservable space, traditional scheduling software is best. The focus of gym scheduling software is membership management, trainer and class scheduling, and milestone tracking, not space utilization or resource management.

Because there are so many types of businesses that use appointment scheduling software, different companies have developed to serve niche groups. The giant in the industry is MindBody, which operates much like other large SaaS companies, offering niche features for different types of businesses within a large customizable product. There are also industry-specific software products, which tend to be less expensive and built-with specific users in mind. Examples of niche gym software include WOD Hopper, which was built for CrossFit gyms, and Jackrabbit Class, which is ideal for dance and gymnastics studios.

Gym scheduling software, like other SaaS solutions, is available at a wide variety of price points. Some fitness software is offered at a flat rate for an unlimited number of users and members, and other software charges based on users (employees and/or club members). Unfortunately, to find out pricing, most companies require a submitted request.

In general, larger companies charge more. MindBody, the industry leader, offers an Essential package that starts at $125 a month. The SaaS provider's highest tier begins at $395 a month. Some niche products, like WOD Hopper, offer flat monthly rates ($130 a month in the case of WOD Hopper), while others like Vagaro (for spas, salons and fitness studios) starts at $25 a month for one user, $35 a month for two users, and continues to scale upward.

For gyms, fitness studios and personal trainers, gym management software is the best way to accept and track payments and manage both members and employees. If you do your homework and shop around, membership management software can help you minimize time spent on paperwork and analog tracking and provide a better experience for your customers.

Mona Bushnell

Mona Bushnell is a New York City-based Staff Writer for Business.com and Business News Daily. She has a B.A. in Writing, Literature, and Publishing from Emerson College and has previously worked as an IT Technician, a Copywriter, a Software Administrator, a Scheduling Manager and an Editorial Writer. Mona began freelance writing full-time in 2014 and joined the Business.com team in 2017.

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