How to Choose Gym Management Software for Your Fitness Business

Published on: 
04 July 19
Posted in: 
10 min read

Whether you’re looking to change from your current gym management software and you need need a more streamlined approach, or you’re not using one yet, there’s a lot to consider when choosing the right software solutions for your business. The fitness industry is going through a significant transition, moving away from rigid and traditional contracts to providing flexibility and convenience to members across the board. 

The right management software can assist in increasing revenue and member retention, creating a central hub for member and lead management and overall taking your fitness business to the next level. In this article, we will discuss what exactly gym management software is and the 6 essential features to look out for when choosing a management system for you. 

What is Gym Management Software?

At its core, gym management software allows you to set up and track payments, manage memberships and leads, manage class bookings and scheduling and gather data and offer insights. It can become a powerful set of tools that can save time, increase member engagement and boost the business overall. Whether you’re a gym owner, personal trainer, or run a health club, gym management software can help you.  

A Software Solution  

In recent years, fitness centers have been popping up all over the world with the health and fitness industry worth an estimated $3.7 trillion. While the fitness industry is booming, it’s thought that 80% of Americans who join a gym in January quit after five months. This makes it more crucial than every for gym owners to utilize management software to retain members, attract more clients, and create the best service possible. 

Gym software solutions are designed for fitness businesses that offer memberships or classes to keep track of their gym members, schedules, employees, payments and generate reports. As a business owner, you can often find yourself wearing many hats from marketing and accounting to management and personal trainer; management software helps to condense everything you need into one place. 

Gym management software is a solution, so before choosing the software that’s right for you, take a broad look at your business and assess your needs. If you’re lacking member insight and struggling with member retention, then you need a platform that’s going to provide you with the right insights. Extracting data and generating reports is an essential part of any software platform and gives you the information you need to make the best business decision. 

A Time Saver 

By integrating your billing process and member management under one roof, it can provide a more integrated approach to running a business. If you find yourself using one system for paying your employees, another for booking in classes and a third to store sensitive member information, then it’s time to consider new gym management software. 

You no longer have to switch between systems as all operational aspects of the business can be found under one roof. Eliminate time-consuming admin tasks such as reporting, member check-ins, and collecting membership payments, giving yourself more time to focus on managing and operating your business. 

A survey by Gocardless on a 1000 millennials found that 84% would be more likely to sign up to a gym if they weren’t tied into a long-term contract. Of the members surveyed, 60% said they would pay higher monthly fees if it meant they could end their membership at any time. With a changing landscape of member expectations, potential clients are looking for more engagement, flexibility, and convenience from their gym or fitness club

6 Essential Features to Look For When Choosing Gym Management Software

When deciding what gym software to implement, make sure that it’s solving any problem you may have and will help to catapult your business forward. If you’re upgrading your system, what is it that your current system is lacking in? 

Whether you want to market your gym better or offer more to your members, consider how the following features can meet your requirements and needs. To help you choose the best gym management software, here are seven essential features to keep an eye out for. 

1. Streamlined Dashboard

The dashboard is your one-stop shop for everything you need. It’s the first place you will go to when using a management solution. A dashboard should be user-friendly, streamlined and facilitate a fast-learning curve for employees. The dashboard will be at the center of operations and management. From here, you can access everything from member profiles to payment processing.  

2. Membership Management

Membership management is a crucial feature of any gym management software. Bringing in new members and retaining existing ones is the bread and butter of a gym. One of the main reasons to use a management platform is to serve your members better and ensure they keep coming back to your gym and renew their membership when the time comes. Members should be able to access their membership history, book training sessions, and classes, and pay for bookings all through the gym software system.  

By creating a member portal and streamlining this part of the business, employees can spend less time on specific tasks. Member check-ins at the front desk, which may have needed paperwork filled out by hand in the past can now be done through the system, making much more efficient use of employee’s time. 

As well as provide members with an easy-to-use system to make their life easier, membership management means you can access several features all from your dashboard. Instead of taking bookings on the phone or replying to simple queries over email, members can find what they need through the software platform without making a call. Employees will be able to view and update member information easily. 

Losing paperwork will no longer be an issue as files and contracts can be stored electronically on the system. Being able to access this information from wherever you are is vital. In today’s world, gym management software should be accessible from your mobile device or tablet while you’re on the go. 

3. Bills, Invoices and Sales

Processing payments is crucial in any business; it’s how you get paid and how the company stays in operation. Payments are an essential feature when choosing the best gym management software. Automated billing and payment processing is key to a well-organized business. It’s not only an efficient way to receive payments but means you don’t have to chase payments from members. 

Look for a system that can handle global payments with ease using different payment options such as direct debits, debit cards or credit cards. By creating payments options, you provide members with more flexibility, improving their overall experience. Manage payments and keep on top of cash flow with an easy-to-use but incredibly accurate system. When payments are coming up for members, use push notifications or automated email reminders as a way to communicate the upcoming payment.

For gym owners who want to grow their gym, check out these insightful resources: 

4. Insights, Analysis and Real-Time Reporting 

Stay in touch with your business with real-time reporting, analysis, and insights. Reports are a powerful tool that you can use to make better business decisions. The right reports will tell you which members are fully engaged and which members might be in danger of leaving. This then allows you to step in and see what changes you need to make to increase member retention. 

Insightful metrics show where you need to make improvements and what you need to focus on. By using reporting, you can double down on key revenue drivers and make informed decisions. Reporting is excellent for providing insights into members as well as your financial landscape. Look at your finances at a glance in a digestible format that’s easy to understand.

Payment-related insights can give you a higher probability of collecting missed or late payments. Track exactly how your members are paying, including payment methods and billing cycles.  

Track your growth against your goals and monitor a number of metrics, including:

  • Lead management and conversion 
  • Total revenue 
  • Employee costs 
  • Membership retention and sales 
  • Attendance rates 

5. Branded Mobile App 

Americans look at their phones an average of 52 times a day. A unique branded mobile app integrated fully with your gym management software is the perfect opportunity to stay connected with your members. Create a direct sales channel, point of sale, and drive bookings through a mobile app. Your brand represents your business and keeping consistent branding across all channels is key to increasing brand awareness and building loyalty. Consistent branding increases revenue by up to 23%

Allow members to book, pay for, and keep track of classes and membership plans on their mobile device. This creates another way for members to spend money while offering complete convenience. Being able to communicate with your members so easily through reminders, push notifications, and alerts are crucial to engaging users properly. In today’s modern world, where technology has a place in almost every industry, a mobile app is integral in offering the best member experience possible and driving revenue. 

If you’re still undecided on whether your business needs a mobile app or not, here are five reasons why your gym or studio definitely needs one

6. Social Media and Website Integration 

As you know, social media is a fantastic way to connect with people. When it comes to brands, 62% of millennials are more loyal to them if they engage with them via social messaging. Your gym management software needs to be integrated with your social media and your website to allow users to pay and book in fitness classes and keep track of their membership. Whether your member is on their phone or a computer, it should be effortless for the user across all channels. 

For some social media management inspiration, check out these great reads:

In Summary 

Optimal functionality and usability in gym management software are essential to the running of your business. The platform should provide a comprehensive solution for gym owners, employees, and members. By integrating business operations under one system, you can increase member retention, make better-informed decisions and provide the experience your clientele deserve.  

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