Gym Management Software: 10 Options to Carry You Through Social Distancing

Running your own gym or fitness studio isn’t easy.

From creating a website for members and staff, to scheduling classes, you’ll get a serious workout trying to manage it all — and not the good kind! 

However, there’s an easier way to do this.

Many large gyms and fitness studios are already using software to manage check-ins, scheduling, and more, saving them countless work hours and dollars.

Plus, if you’re hoping to run virtual classes throughout the period of social distancing, it’s a great way to keep all your members’ information online and make it easy for you to find out who’s attending as well as send out email invitations 

Sound too good to be true?

Thankfully, it’s not!

Here’s how your gym can get all set up online using gym management software. 

What is Gym Management Software?

Gym management software is an all-in-one management tool to help you eliminate and streamline administrative tasks from your workload to save you time and money.

It usually includes features like a website builder, online contact database, communications system, booking system, finance & payment system, event platform, and other features that will help you manage your gym more effectively and track members.

Most gym management software solutions include functionalities like:

• Instantly processing online payments and fees

• Different membership levels for members to choose from

• Creating an easy-to-update website with an event calendar and online resources.  
  Allowing gym members to sign up for classes online and check-in at the door.  
  Improving communication with members and attendees through automated invoices, emails, and newsletters.

• Maintaining a full contact database that’s easy to search, filter, and update.

• Financial reports, analytics, and membership summaries.

These are all basic functionalities of a larger grouping of software called membership management software — a solution designed to eliminate and automate as many of the administrative tasks of membership organizations as possible.

Try the #1 Membership Management Software for Free!

WildApricot is the #1 rated membership management software used by over 50 gyms across North America.

You can try a free, 60-day trial of WildApricot and have your gym set up with a professional-looking website and easy-to-search member database in just an afternoon.

4 Examples of Gyms Using WildApricot

Want more inspiration?

Here are four gyms currently using WildApricot to build their website, schedule events, process payments, and check in their members. 

1. Lionz Gym

2. Freedom Fitness

3. Freestyle Bouldering Gym 

4. Harmony Fitness

10 Other Gym Management Software Options

WildApricot is just one of many gym management software platforms that are available for you to choose.

These systems are all built to increase member retention, but how do you decide which one is right for you? 

Some things to consider when comparing software:

• Are there set-up fees? Support fees? Additional transaction fees?

• Is the system easy to learn?

• How fast do you need the software set up?

• What specialized features will you need?

• Is the system secure?

To help you make the decision, we’ve listed some of the best gym management software solutions with pricing in USD alongside key features and customer insights from Capterra so you can decide which one is right for your gym.

1. Gym Assistant

Looking for a simple solution for your small gym? Gym Assistant is a fantastic options for those NOT looking to create events or host a website. Gym Assistant has everything you need to run your gym memberships, payment processing, and inventory. If simplicity without bells and whistles is all you need, Gym Assistant comes at a one-time fee instead of charging you for every month of use, saving your cash in the long run. Larger scale customers have reported lacking features (expected with a fixed-price like this), but those with smaller gyms couldn’t be happier.

Price: $599.00 one-time cost
Demo/Trial: Free demo available

2. EZFacility

EZFacility is a large-scale gym chain solution containing almost everything you would need to manage your gym’s day-to-day tasks. It’s got everything from member management and payment processing, to classes/event registration. Provided you’re not looking to build or host a website, this solution has everything you need, which the price certainly reflects since it’s not publicized. Customers seem to not be too happy with their costs, but those who can afford higher expenses are blown away by every feature.

Price: Not provided

Demo/Trial: Free trial available

3. Virtuagym

If your gym isn’t a traditional iron weights & machinery gym, but rather geared to a specific sport, Virtuagym is worth looking into. Their wide capabilities cater to more niche fitness groups such as Martial Arts schools, Rock Climbing gyms, and more. Virtuagym software contains anything needed from member registration to class management, with extra capabilities like nutrition tracking and member login. Unfortunately a large number of customers have complained about crucial bugs in the software which often go unsolved for too long, but rave about customer support and feature variety.

Price: Starts at $29/month

Demo/Trial: Free trial available

4. Pike13

Pike13 is a niche-gym oriented solution with capabilities for sport dedicated customers. The company boasts user friendliness on all features which customers agree on, but lacks a number of crucial features present in other softwares. If you’re not looking to have different tiers of members or host/build a website, Pike13 will be a great-user friendly and wallet-friendly solution. Customers love the dependability of their support team, but constantly mention missing features and lack of editing capabilities.

Price: Starts at $129/month

Demo/Trial: Free trial available

5. ClubWorx

If you’re afraid of paying for features you don’t need, ClubWorx aims to help. Their software has a variety of features for standard iron & machine gyms without all the bells and whistles. The system is capable of simple membership processing, inventory management, payment facilitation and event scheduling and excludes features like website building to keep costs low. Users do complain about some features like payment processing being done in batches, but love the system’s flexibility and customer support.

Price: $59/month

Demo/Trial: Free trial available

6. PerfectMind

PerfectMind is the largest-scale solution in this list. They aim to cover any form of gym from commercial chains, all the way to small niche-oriented facilities. The feature-rich system boasts adaptability to your gym and has pretty much every feature you can think of aside from website management. Unfortunately with such a large-scale solution, come large problems. Customers report experiencing extensive down time for bug fixes and maintenance, with each fix causing other parts of the software to malfunction. Workarounds are still often needed (expected with their variety of customers), but their dedicated representatives are helpful in implementing and creating these workarounds.

Price: Not provided

Demo/Trial: Free trial available

7. SportsEngine

This sport-dedicated solution is perfect for athletic clubs and organizations with or without a physical location. Their features include everything needed for organizing a decentralized group of people such as event planning with reminders and team management, to background screening and volunteer tracking. This system is truly a fantastic option if you’re just a league without a dedicated facility since must-have features for centralized teams are missing (such as inventory management, equipment tracking, etc.). Customers love the software’s user experience and friendliness, but often complain about limitations on features like team management and fundraising.

Price: Starts at $69/month

Demo/Trial: Free demo available

8. Upper Hand

Upper Hand is an all encompassing solution capable of handling small-large leagues, and physical facilities. This software contains the most features out of everyone in this list, and is the only one aside from WildApricot that can help manage your website!

Although the system doesn’t have a website builder like WildApricot, their range of features is unmatched and truly impressive. However, customer reviews depict a slightly different perspective. As expected with a feature-packed software, there are bugs. LOTS of them. Customers always defend the support staff as they’re extremely helpful and do everything they can to solve issues, but such a large suite of features will constantly experience bug after bug. 

Price: Starts at $75/month

Demo/Trial: Free demo available

9. Mimosa Solutions

If you don’t rely heavily on your online presence, Mimosa Solutions (also called M3) will be your money-saving best friend. The system has every feature you might need to run a league, or location based gym, while leaving out features like online registration and website management.

One feature that stood out was text message updates for parents to know what their kids are doing and when, which customers can’t get enough of. Customers have reported some missing features like exporting capabilities and calendar notifications, which thankfully aren’t crucial.

Price: Starts at $50.00/month

Demo/Trial: Free demo available

10. Perfect Gym

Perfect Gym is tailored to classic gyms of any size. Their features are built to support a user-friendly experience for not only members, but also software users and staff. The system has all crucial features outside of website management, and can handle taylored requests to every customer. Several customers do believe the software has grown too quicky and now therefore lacks proper customer support, but are overall very happy with the features they’re provided with.

Price: Not provided

Demo/Trial: Free demo available

We hope you’re able to find an option that’s perfect for your gym!