What Is Gym Management Software?
Gym management software is designed to help gym owners and other fitness professionals efficiently manage their day-to-day operations by simplifying many of the administrative duties involved in running a gym, like member management, scheduling and payment processing.
Many gym management systems have expanded to include lead nurture and other marketing tools, as well as add-ons and integrations for tasks like programming and workout tracking, with the goal of providing all-in-one functionality.
Why Gym Management Software Is Essential
Running a gym is no easy task, especially in today’s competitive fitness industry. Gyms are offering more and more services—group, small group/semi-private, personal training and nutrition, to name a few—and growing to serve an increasing number of members.
With this growth comes rising costs and a greater need for efficiency. That’s where gym management software comes in. The right software can streamline operations and keep business organized, saving gym owners valuable time and money, while allowing them to focus on optimizing and growing their businesses.
Who Needs Gym Management Software?
Anyone who operates a fitness facility—whether it’s CrossFit, functional fitness, personal training, HIIT or martial arts—needs gym management software.
Most gym owners got into this business simply because they want to help others. And now more than ever, people need gyms. Healthspan and lifespan are on the decline, as Two-Brain founder and CEO Chris Cooper has discussed extensively. A thriving gym can help more people get healthier and fitter—but to have a successful gym, owners can’t afford to be encumbered by unnecessary paperwork and admin tasks.
Key Features to Look for in Gym Management Software
When deciding which software is best for your gym, consider the following key features and compare them against your gym’s needs.
Member Management
Explore the software’s features for member management. Can you view clients’ visit and purchase histories and account balances? Can you send them contracts, waivers and other documents through the platform? Are there tools for communication, engagement and retention?
Class and Scheduling Management
Look for features related to class and appointment scheduling and management. Can clients manage their own bookings? Does your gym need a class waitlist feature? Do you want clients and staff to receive automated scheduling notifications? Are there tools for managing class sizes?
Billing and Payment Processing
Does the software include automated billing and integrated payment processing? What is the fee per transaction? Can fees be passed to clients? Can clients make credit card and ACH payments? Does the software allow you to sell packages or memberships? Does it have retail capabilities?
Marketing and Communication Tools
Are there built-in marketing and communication tools? Are these priced separately as add-ons? Can you build email campaigns and send SMS notifications? Does the software integrate with social media? Can you manage your leads and sales pipeline through the platform?
Reporting and Analytics
How user-friendly is the reporting dashboard? Can you easily pull performance metrics, member activity reports and financial reports? Do these reports contain all of the key metrics you’ll need for your business?
Integration With Other Tools
What tools does the software offer integrations with? SugarWod, Mailchimp, Zapier, QuickBooks, or any other tools you use regularly? Does it have an open API so you can add custom integrations in the future?
If the gym management software is missing any features your business needs—like 24/7 access or a customer relationship management system (CRM)—make sure integrations are available to fill these gaps.
User Experience and Support
Is the software easy to use for the owner, staff and clients? How steep is the learning curve? Does it contain significantly more features than your gym requires? How often do users report glitches or outages? Is the software mobile friendly? Does it have an app, and if so, can it be custom-branded to your gym? How supportive is the customer service team? Is the software regularly updated to keep up with industry trends and user feedback?
The Purpose of This Guide
This guide is not intended to recommend any particular software; it is designed to help you make an informed decision about what gym management system will work best for your gym.
We evaluated each gym management software based on the features stated on its website, feedback collected from Two-Brain’s free, private Facebook group, Gym Owners United, which has over 9,000 gym owners from around the world, and public Reddit forums, along with real user reviews from the software evaluation platforms G2 and Capterra.
When evaluating and comparing the software, we looked at the key features discussed above—member management, class scheduling and management, billing and payment processing, marketing and communication tools, reporting and analytics, integration with other tools, and user experience and support.
Top Gym Management Software in 2024
Based on our research, the top six gym management software in 2024 are, in no particular order:
We’d also like to give honorable mentions to:
Now, let’s dive into our analyses of the top six software.
PushPress
Overview
CEO Dan Uyemura set out to create PushPress after struggling with existing platforms at the CrossFit gym he attended. The company’s goal is for its software to be inexpensive, easy to use and make gym management simple. Since its launch in 2013, PushPress has grown to a team of 86 and serves over 2,000 fitness businesses worldwide. Last year, PushPress upgraded its appointments feature, allowing clients to book appointments and pay on their own—remedying our main critique in past reviews.
Real User Feedback
PushPress offers flexibility by allowing users to stack features they need. Users praise its ease of use, quick implementation, and intuitive interface for both gym staff and members. Several users highlight its excellent customer support and note that the company works to constantly improve the product and adapt to industry trends. Gym owners appreciate the variety of features and integrations available and say the software helps them streamline operations and make data-driven decisions.
Some users find the reporting tools clunky, incomplete, and difficult to use. Users report experiencing glitches around lead management, payment processing, and websites not properly integrating with Google. Others express frustration with not being able to perform all admin tasks from the mobile app.
Pros and Cons
| Pros | Cons |
| User-friendly Easy to implement Customer support | Clunky reporting Workflow glitches Limited mobile functionality |
Pricing
PushPress gym management software ranges in price from $0 to $229 USD per month, based on the gym’s size and desired features.
PushPress uses Stripe for payment processing, and credit card fees range by plan from 2.75% to 4.19% plus 30¢ for all plans. They charge between .79% and 2.19% plus 30¢ for ACH payments. In both ranges, the highest percentage fee is for its free plan.
Best For
PushPress’s ease of use and free plan for gyms with up to 100 members makes it an excellent choice for small gyms and new gyms looking to grow.
Wodify
Overview
Wodify was founded by Ameet Shah in 2012 to help gym owners streamline operations and improve member experiences. Initially focused on CrossFit gyms, it has grown into a comprehensive platform used by over 5,000 fitness businesses around the globe. In 2023, Wodify introduced a new CEO, Brendan Rice, who aims to strengthen the company’s role in helping fitness businesses grow through technology. Under his leadership, Wodify has introduced new product strategies, like the option to pass payment processing fees to customers and a “Free Unlimited” plan.
Real User Feedback
Users describe Wodify as an all-in-one solution, packaging multiple features into one convenient platform. Gym owners and clients find the interface easy to use and note that recent updates have enhanced the app’s functionality, making day-to-day interactions smoother. While some users report issues with support, others praise Wodify’s team for being responsive and professional and appreciate having dedicated account managers and transparent updates. Users appreciate the ability to track long-term workout data and find Wodify’s custom reporting tools valuable for deep-diving into business metrics.
Many users express frustration with Wodify’s back-end interface and report glitches, freezes, and loading issues, especially from mobile devices, with several users criticizing the overall lack of functionality on mobile devices. Some users say that Wodify’s customer support falls short, noting unresolved issues and lack of communication, as well as unexpected rate increases without prior notice. A few users report struggling with failed transactions and issues with refunds, while others note high payment processing fees.
Pros and Cons
| Pros | Cons |
| Ease of use All-in-one solution Custom reporting tools | Lack of mobile functionality Back-end interface issues Rate increases |
Pricing
As of 2024, Wodify offers a free plan, called “Free Unlimited,” supported by a 7.5% service fee added onto client transactions. Pricing for Wodify’s other plans—Engage, Grow and Promote—ranges from $99 to $299 USD.
Credit card payments on Wodify incur a fee between 2.6% and 3% depending on the plan plus 30¢, and ACH payment fees are 1.5% plus 30¢ across all plans.
Best For
Wodify’s features make it a great fit for CrossFit gyms that need workout tracking.
Additional Resources
Check out Two-Brain’s interview with Wodify CEO Brendan Rice here, discussing the software’s newest features in 2024.
Mindbody
Overview
Founded in 2001 by Rick Stollmeyer, Mindbody provides software solutions for wellness businesses like gyms, salons and spas. Initially a desktop program, Mindbody transitioned to a cloud-based system in 2005 and quickly became a leader in the fitness and wellness industry. In 2021, the company acquired ClassPass, whose CEO Fritz Lanman took over as Mindbody CEO in 2022.
Real User Feedback
Users appreciate Mindbody’s comprehensive features and add-on options, as well as its ability to handle complex structures like contracts and recurring payments. Users praise its detailed analytics and reporting capabilities. Long-term users, especially those with large gyms, appreciate the software’s reliability. Gym owners and members appreciate the mobile app and say it provides a streamlined user experience.
While feedback on customer support varies, with some users reporting positive experiences, many report poor customer service, citing long waits for responses, difficulties resolving issues, and feeling like they are not prioritized. Mindbody is often criticized for its price, especially by smaller gyms that do not need all of its features, and several users express frustration with unexpected price hikes. Many users also note that the software’s payment processor comes with high fees, making the software even more expensive. Users report frequent system downtime at inconvenient times, and some see the back-end software as overly complex with many buried features. Other users complain about the lack of customization and flexibility for tasks like booking, attendance, and website integration and describe the dashboard as outdated compared to its competitors.
Pros and Cons
| Pros | Cons |
| Reliability Quality of product Robust features | Cost Poor customer support Complexity |
Pricing
Mindbody offers four plans with different levels of features—Starter, Accelerate, Ultimate and Ultimate Plus. Pricing ranges from $169 to $699 USD per month.
For U.S. transactions, Mindbody charges a 3.5% plus 15¢ fee for remote payments, 2.75% for payments made using a physical card reader, with an additional 15¢ fee for tap-to-pay, and 1% plus 50¢ for ACH transactions. Information on international transactions can be found on their website.
Best For
Mindbody is best suited for multi-location gyms or gyms looking for complex functionality.
Kilo
Overview
Kilo was founded in 2020 with a focus on gym growth. Kilo offers three main products: a Gym Website to convert leads, Gym Lead Machine to automate marketing and lead follow up, and Gym Management Software to create classes, create packages and bill gym members.
Real User Feedback
Gym owners appreciate that Kilo consolidates multiple systems into one platform, saving them time and money by reducing the need for additional software. Some users highlight the Gym Management Software’s strong mobile capabilities, making it easy for gym owners to manage their businesses on the go. Gym owners also appreciate that the software is frequently updated with new features, keeping up with industry trends and customer needs. Users who bundle with Kilo’s other products note that Gym Website has made their sites more attractive and easy to find, while Gym Lead Machine’s comprehensive lead generation tools and intuitive sales pipeline have led to higher client acquisition. Users consistently praise the responsiveness and helpfulness of the customer support team, stating they quickly address issues and go above and beyond to assist gym owners.
Some users note that the software has a bit of a learning curve due to its complexity of features, but note that after becoming familiar with the interface, it proves to be user-friendly and efficient. Some feedback suggests reporting options could be more customizable for tracking lead quality and organizing lead data. A few users noted Kilo’s high price point.
Pros and Cons
| Pros | Cons |
| Responsive customer service Consolidates multiple systems Strong mobile capabilities | Cost Learning curve Not yet available in the UK |
Pricing
Kilo’s Gym Management Software, is currently priced at $2,500 per year or $250 every four weeks with a $999 set up fee, though they often run promotional pricing. They also offer the option of bundling Gym Management Software with their other products, Gym Website and Gym Lead Machine, for $5,500 annually.
Kilo uses Stripe to process payments. Credit card payments incur a 2.9% plus 30¢ processing fee, and ACH payment fees are 0.8%.
Best For
Kilo’s bundled packaging positions it as the obvious solution for gyms looking for an all-in-one website, marketing and gym management software to grow your gym.
Additional Resources
Check out Two-Brain’s interview with Kilo CEO and co-founder Kaleda Connell here, where she talks about her journey from gym ownership to becoming CEO of a startup tech company.
GymMaster
Overview
GymMaster, founded in 1997, is a cloud-based gym management software featuring 24/7 access control. Used across over 75 countries, GymMaster aims to maximize productivity in gyms of all sizes by offering a comprehensive solution that is accessible from any internet-capable device.
Real User Feedback
Gym owners note that the software is very user-friendly, making it easy for both experienced staff and new hires to navigate the platform. GymMaster’s customer service is praised for being responsive, kind, and helpful. Users consider it a more affordable option than some of its competitors, especially for gyms looking for 24/7 access control. Users appreciate being able to automate tasks like billing and class booking and comment that the software’s comprehensive features simplify gym operations. Gym owners value the software’s Bluetooth-based access control system.
Some users report frequent glitches with the software, including malfunctions with door scanners, but note that customer service is quick to resolve these issues. A few users noted difficulty transferring data over to GymMaster from their previous gym management software. As GymMaster is based out of New Zealand, users note that it can be challenging to coordinate times with customer service.
Pros and Cons
| Pros | Cons |
| Customer service Ease of use Data collection | Lack of features Back-end complexity System errors |
Pricing
GymMaster’s pricing is based on the size of the gym, and aside from access control, all plans include the same features. For gyms that do not need access control, GymMaster’s pricing ranges from $89 to $209 USD per month. With access control, it is $129 to $249 per month. They also offer an Enterprise option for multi-location gyms.
GymMaster allows users to choose from several third-party providers for payment processing, including Stripe, Bluefin, Paysafe, and Square (see the full list here). More information on these provider’s fees can be found by following the hyperlinks. On top of these fees, GymMaster charges an additional 20¢ on each Stripe transaction.
Best For
GymMaster’s Bluetooth-based access control system makes it the clear choice for 24/7 gyms, and its low starting price offers a strong option for new or small gyms.
Zen Planner
Overview
Zen Planner was founded in 2006 as an all-in-one software solution for martial arts studios. Since then, it has grown to serve fitness businesses around the world. In 2019, Zen Planner’s parent company, Daxko acquired the workout software SugarWOD and began offering an integration between the two software—though the agreement is nonexclusive and SugarWOD continues to work with other platforms.
Real User Feedback
Zen Planner users praise the intuitive interface and ease of managing members, invoicing, and scheduling, and note that the reporting feature is robust and adaptable. Customer service is generally seen as responsive and helpful, though some users note poor communication with the Zen Planner team. Users appreciate how well the system handles class sign-ins across multiple devices.
The software is criticized for outdated and redundant features, particularly its email and calendar systems. Users express frustration over high payment processing fees and frequent system crashes. Some users find the platform to be clunky and find features to be confusing. Others note that the software is best suited for martial arts studios.
Pros and Cons
| Pros | Cons |
| Customer support Ease of use Robust reporting | Cost Limited customization Outdated |
Pricing
Zen Planner’s pricing ranges from $99 to $348 USD per month, depending on desired features. All tiers include the same membership management options and access to the SugarWOD integration, but other features vary by plan.
Zen Planner has recently switched over to its own internal payment processor. Credit card transactions accrue a 3.13% fee plus 31¢, and gyms are charged $32.94 per month for this service, as well as a $10.62 “Card Account Updater” fee. ACH/EFT processing is an optional service with a 63¢ fee per transaction and a $25 monthly spend minimum. Users can opt-out of using Zen Planner Payments and use a third-party payment processor, but it would not be integrated into the software.
Best For
ZenPlanner’s level tracking and family management systems make it an ideal choice for martial arts studios and gymnastics gyms.
Comparison Table: Top Gym Management Software
How to Choose the Right Software for Your Gym
Remember that gym management software is not one-size-fits-all. What’s best for a large multi-location gym might not work as well for a small personal training studio. Consider your gym’s type, size, budget and unique attributes. To ensure you find the best possible solution for your gym, take advantage of demos and free trials before making a final decision.
Considerations for Switching
For those who already have gym management software, the idea of switching can be daunting, especially if you’ve invested a lot of time and money into your current system.
Current Pain Points
If you’re thinking about making a switch, start by identifying the pain points of your existing software. Have you already explored solutions with its customer service team? Sometimes, as Wodify CEO Brendan Rice stated during the software panel at this year’s Two-Brain Summit, customers are underutilizing available features, often because they simply aren’t aware of them.
If you have not been able to find a solution with your current provider, consider the pros and cons of switching to a new one. Will the new software solve your pain points? How much of an impact will this have on your gym’s operations?
Downtime and Data Migration
Consider the potential for system downtime, and do your due diligence to ensure there will be a smooth migration process for critical data, like membership information, class schedules and contracts. Check if your new software platform offers assistance with this migration.
Keep in mind that some providers hold your customers’ credit card information hostage and either will not give it to you or will charge you as much as $1,000 to transfer it to a new provider. In some countries, it is illegal to transfer recurring ACH info from provider to provider, making the transition even more difficult.
Contracts and Hidden Costs
When considering the pricing of a new gym management provider, be sure to factor in the cost of credit card fees and other hidden transaction fees, as these vary from provider to provider. It’s also crucial that you read over your contract with your current gym management software to ensure you are actually able to make a switch; some contracts lock you in for up to three years.
Staff Training
Finally, consider the time needed to get your team comfortable using the new software; finding a platform with strong customer support is especially valuable when making a transition like this.
Ultimately, the goal is to ensure that your new software offers long-term value that will outweigh the short-term inconveniences that come with switching.
The Future of Gym Management Software
Gym management software has certainly come a long way since our last review in 2022. New trends and technology have emerged, like greater all-in-one functionality, artificial intelligence (AI) tools and passing fees to consumers.
Emerging Trends and Technologies
All-in-One Functionality
Companies like Kilo are redefining what it means to be an “all-in-one” gym software provider. In the past, this term typically referred to a gym management system that boasted features for member management, class scheduling, payment processing and reporting. Now, many gym owners are drawn to companies that also provide customer relationship management software (CRM), comprehensive marketing tools/automations, website development and search engine optimization. Gym owners are also looking for software that allows a variety of integrations, ensuring all of their needs can be met from one simple platform.
Artificial Intelligence (AI) Tools
GymMaster and Kilo have begun to incorporate artificial intelligence (AI) into their features, and others will likely follow suit. GymMaster has integrated with OpenAI to offer an AI writing assistant, while Kilo offers premium add-ons for AI content writing, an AI booking bot, and conversation AI to automate text, email, and social media responses.
Passing Fees to Customers
This year, Wodify introduced the option to pass on processing fees to customers, and its Free Unlimited plan takes this a step further by allowing gym owners to use the software for free in exchange for customers paying higher fees. Similarly, ZenPlanner’s “Flex Fee” feature allows gyms to add their own fee to each transaction to offset their expenses. These models are likely to pave the way for similar features from other gym management providers.
Conclusion
The wide market for gym management software offers excellent options to suit gyms of all types and sizes. PushPress stands out for small and new gyms due to its free plan and ease of use, while Wodify is a good choice for CrossFit gyms or other gyms that need comprehensive workout tracking. Mindbody’s powerful features are well suited for large, multi-location gyms, and Kilo offers gyms of all kinds an all-in-one solution that integrates gym management with marketing automation and website development. GymMaster is ideal for 24/7 access gyms, and Zen Planner is a reliable option for martial arts and gymnastics gyms.
As you make your decision, consider your gym’s top priorities and budget. We recommend narrowing your search down to your top three choices and scheduling demos for each. Bring a list of questions to these demos to make sure the software meets your needs. Many platforms also offer free trials that allow you to explore their features.
FAQs
What are the steps for implementing gym management software?
- Identify your needs.
- Research and compare software options.
- Request demos and free trials
- Choose a software.
- Plan the migration of data (if switching from an existing platform).
- Train your staff.
- Go live, and monitor performance.
