Why Gym Management Software is Vital to Use in the Fitness Center

Why Gym Management Software is Vital to Use in the Fitness Center

Running any business is not an easy job- it demands a lot of hard work!!

When it is about gym management, several tasks need considerable time.

The job does not end after purchasing the fitness equipment and recruiting trainers. As a gym employer, you have to deal with many gym management related tasks that you would not believe even exists.

Those who think that the gym management staff spends their time providing training and working out have wrong perceptions. Gym employers have to deal with creating and managing the schedules, invoice processing, membership renewals, and other major operations.

Thankfully, with the modernization, technology has shown tremendous growth. These are many solutions that are automated and save yours and your gym staff valuable time.

Many leading and popular gyms have started using Gym Management Software to make their work more effective and productive. It not only saves their time but, also, offers the most satisfying results.

Hence, as a gym owner, with the management solution, you can have more business opportunities and simultaneously, you can grow your business.

Why Gym Management Software is Vital to Use in the Fitness Center

All About Gym Scheduling Software

The Gym management software is also termed as the Studio software, fitness software, membership, or scheduling software. These solutions assist the gym business that provides the classes and memberships and wants to track the employees, schedules, and their members.

The abilities of gym management software are; scheduling classes, managing financial records, storing member information in a database, and other booking facilities. The club or gym management solution is used by many businesses in different fitness focussed businesses and organizations. It incorporates the park districts and athletic clubs, swimming, dance, aerobics, yoga, and more fitness centers.

This solution is integrated with the other software types to carry out definite tasks at an advanced level. These integrations could be the billing system to manage the membership dues and payments, the transactional email tools for improving the interaction with the managers and the members, and the social media to boost brand visibility.

How to Use Gym Software?

The Gym software is used for assigning the training sessions or classes to some particular employees, onboard new members, generate membership limits on classes, pull reports, sell gym memberships and merchandise, tracking the members and payments, and sending emails.

The fitness trainers usually use similar software to discover future schedules, track members’ progress, perceive how many members have taken the services, carry out payments, and access individualized fitness information.

Who Can Use the Gym Management Software?

The Gym software is not only meant for those who operate the traditional gyms. Even the gymnastics, yoga studios, dance studios, salons, spas, and spin studios and the independent personal trainers can also use the scheduling software. The business that provides the services or classes to the customers can even access the fitness software.

Even though, event venues, camps or schools, that have huge yet reserved space can use the traditional scheduling software. The aim of the gym management software is milestone tracking, trainer, membership management, class scheduling, resource utilization or not space utilization, etc.

Features of Gym Management Software

Online Booking

Before the introduction of the gym management solution, scheduling and booking was carried out via the integration of phone calls or spreadsheets with customers. Undoubtedly, the manual work is more likely to be error-oriented and it is not easy to fill in the inadequate spreadsheet cell.

In addition, it is not plain efficient. Now, with the booking and scheduling software, the time consumed on booking and scheduling can be limited. Allow the customers to book for their schedules via software only anytime and from anywhere. Undeniably, it saves your time spent on calling, emailing, texting, etc. The solution improves the overall user experience, decreases the booking hassle, and eliminates the need to visit the gym and simply, improves the engagement.


In any industry, the most important activity that takes a lot of time is managing the booking and scheduling. However, this method can be automated easily by a perfect scheduling software tool. A decent gym scheduling software with the scheduling ability can provide you with an option to make a schedule that operates automatically and enables the customers to book the classes either from the website or from the software. With automated scheduling software, you can use the below features:

⦁ Automated Notifications
⦁ Credit Session Deduction
⦁ Online Booking

Credit Session Deduction

How about if the gym operates on a per-class basis? It is just one thing that you can have when your customers schedule for classes. Besides, how can you track who can attend?

From an integrated credit solution, the gym members can pay for session credits in advance that can get deducted when the class gets booked. If the scheduling tool is integrated with the gym solution for memberships, then, these sessions credit can be added easily to different membership types. It can be assigned with more flexibility for hours, costs, credit validity, etc.


The gym management system is more convenient when it is about notifying the members about some urgency, new activity, some discounts or offers, class cancellation, etc.

The software, itself, sends the emails to the customers or staff members when there is a need to notify something. Indeed, the powerful gym management software enables you to customize the alerts to reflect the tone of voice or brand.

Membership Management

The automation preserves your time in several ways when it is about membership management. With an ideal gym management software that offers a membership management feature, you cannot not only include the members but also assign the members to them. However, it also controls everything related to the membership in automatic member, like;

⦁ Reports
⦁ Access Control
⦁ Credits and Renewal

Membership Credits and Renewal

Previously, the gym holds the papers in the utmost amount. It makes the overall process very chaotic that finding the details of members and payments becomes difficult. With the best gym management software, it is not mandatory anymore.

In addition, with the automation in the process, you can credit renewals, handle membership renewals (even if it is on a pay as you go or monthly basis), pausing of contracts, periodical discounts, etc. Hence, it can save you plenty of time with its endless possibilities.

Access Control

Membership management and automated scheduling are also considered above. However, what about when you link it to access control? With the linking of these tools, the access control can offer feedback directly to the staff and the customers according to the information in the different gym management modules.

For example, if the customer’s credit line is insufficient, they can refuse access. Then, you must move to the reception desk, and they can immediately purchase more credit lines through an online payment.


Any appropriate gym management software will reflect every automatically processed information in form of insights and reports.

Carrying out the things in an automatic way does not imply that you must have adequate insight into how the different aspects of the businesses are performing. Accordingly, you will understand where the gym management is and you have to do the job.


The other feature of gym management software is the automation of invoicing processes. The credits and memberships need to be purchased and paid for. The staff timings can be saved by including the automation to invoicing.

With the membership management linking to the automated invoicing feature, the membership renewal turns out to be useless. The invoices get generated automatically when they have to be and sent automatically to the members by means of email. Yes, you have to ensure that the customers can easily pay for the invoices in many ways. It, only, improves their satisfaction rate.

Point of Sale (POS)

With the POS, the customers can pay easily for the package they have taken to get assistance in your gym. Saying that- when the customers are making a payment at the gym, they are completing the process of POS. Assuredly, it is the central component that manages the customers, inventory, and sales.

It offers comprehensive reports according to the number of employees, hours, products, net profit, total retail amount, gross margin, profit percentage, etc. Also, it gives the charts and snapshots of the gym’s performance and sale.

Wrapping Up

So, do you find the gym management software the right choice or not?

Certainly, many ways are there to save time via the automation of processes in the gym. The invoicing, scheduling and membership management are more effective with the gym management solution.

Rather than wasting the hours on spreadsheets, phone, processing the invoices manually, and other essential tasks, consider the gym management software.

Undeniably, spending less time on manual operations implies more time on improving brand reputation and growing the relationship with customers.

With so many options out there, it is tough to decide which gym management software to choose. While deciding, look after the features we have mentioned, and then, the budget and the price. Choose wisely!!

Hopefully, you liked this article. If there are some queries or suggestions then, let us know in the comment section below.

Thanks for reading!!

About The Author

Viviana Folliero is a Manager at Awebstar, a CRM Software provider company in Singapore which also offers other software solutions such as salon management software, queue management software, appointment scheduling software, and more. Connect with her on Facebook, Twitter, and Awebstar.com.sg.


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