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5 Tips for Choosing Your Studio and Gym Management Software

Posted by Karen Bryan on 16 March, 2016

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You set up your studio or gym for one major reason: you love fitness. Why not turn that passion into your profession, right? However, it’s easy to get weighed down by the admin of running a business from scheduling and class registration, right up to billing and marketing. Fortunately, this is where studio and gym management software dives in to the rescue!

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With the right solution in place, you have the opportunity to manage your business from a central Dashboard with confidence; anytime, anywhere.

There are tonnes of gym management software on the market today with varying capabilities. With that in mind, we set out 5 key tips to ensure you choose a software solution that meets each and every one of your studio or gym’s requirements - without the need for compromises or workarounds.



The more tasks you automate, the more time you save to spend doing what you love most: training and teaching your clients. So, first things first, you should make a list of the core tasks you need the software to automate and following this (and your background research in step 2), schedule a demo of the software you intend on purchasing.

By watching a particular software in action, you may identify a need for various manual ‘work arounds’ on your part to get the result you wanted, indicating that the software is not a perfect match for you.

Don’t settle for a software solution which doesn’t cater to your core needs, your business management tools should work for you not against you.



Purchasing software for your gym for the first time or switching to a new software provider may pose multiple questions from your side. Although it may seem like a no brainer, we really advise researching customer reviews to determine the answers to these questions before making a decision to purchase. We would also recommend that you find out about the level of support on offer.

Be sure to check out credible software comparison sites such as Capterra, who offer a really strict review system from people who have been in your shoes before. Confirming that the company has been responsive to clients in the past will put your mind at ease and ensure you are making the right decision.

Don’t be afraid to ask if the provider offers a ‘new customer success program’ or a ‘switching support program’ which you could take part in.



The future of fitness really is mobile and any gym management software provider who doesn’t have mobile as part of their core strategy isn’t worth your time.

Your clients are glued to the devices in their hands 24/7, 365 days a year and thus, your software provider should enable you to not only embrace this trend, but take advantage of it in the management of your studio or gym.

If your intended or current software provider has not adapted its product to take advantage of the mobile age, you should be wary of signing the dotted line. Just ask their sales rep straight up, “What's your strategy for mobile”? If they can’t answer this question in a couple of minutes, you have all the information you need.



In the modern cloud based software world, we believe there is no need for long term contracts.

Setup time on any gym management software system tends to be very quick and and inexpensive for the software business, thus if a company really believes in its product it should not have to tie you into a long term contract in order to retain your business.

The quality of the product and the customer service on offer should be enough to ensure that you remain loyal to the business in the long term, not a contract which forces you to stay.



Some companies charge based on the number of users that you have on the software. This may not cause any issues at the start when your gym or studio is small or just starting up.

However, as your business grows and scales, you may wish to add more users and create individual profiles for each of your trainers. This may lead to higher costs per month than you originally anticipated and budgeted for.

Be sure to check the software provider’s usage policy before you make the decision to purchase and work this cost into your budget and business plan for growth. Here at Glofox, our mission is to help your business grow to it’s full potential and for this reason, adding new trainers and members will always be free - we won’t punish you for being successful. In fact, we’ll celebrate with you.


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If you want to learn more about the key features to look out for when choosing studio or gym management software, schedule a demo with a Glofox Representative today! We’d be happy to help you find the perfect package for your business.

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Topics: Business Management, Starting a Fitness Business