How Much Does Gym Management Software Cost?

More and more gym owners are enlisting the help of gym management software to cut costs and improve workflow in their business. Gym management software is a broad term to describe any software that helps gym owners to manage and operate their studio. It can also be referred to as fitness software, scheduling software, and club management software. It can provide a variety of services ranging from online booking to a POS system, to email/text campaigns and more.

The wide range of services offered is the reason why careful consideration of the needs of your business and the features of possible service providers is necessary before making a purchase. In this article, we will be reviewing the possible costs associated with integrating a software solution, as well as the benefits of doing so.

How much does gym management software cost (the true cost of gym management systems)

As a business owner, making careful investments should be a top priority. Carefully weighing the pros and cons of any investment will ensure that you are making the best decision possible for your facility.

Breakdown of the price

Subscription fees

Most gym software is priced per month, and the price usually goes up with the number of members you have or the features you unlock. Entry-level plans for small studios can be cheap, while large or multi-site clubs can pay several hundred dollars a month per location. A plan full of integrations and add-ons is fine if you use them, but if you don’t, you could be paying for features you never touch. Get what you need, and check what happens to the price as you grow.

As an example, GymMaster is priced per site, per month, based on your number of current members. The Foundation plan starts at USD $89 a month (excluding tax) for up to 100 current members, and 24/7 door access control is priced as a separate option. Paying yearly gives a 10% discount. See the pricing page for current prices in your currency.

Also, be aware that there are companies that offer free trials to new members. While it’s always nice to test out a product before buying it, keep in mind that this free trial is better used in a gym that has yet to open its doors. You can always opt in for a free trial to browse the various features, but testing out gym software by fully onboarding it to an already functioning gym can be a big time investment. The onboarding process isn’t something that can be done overnight.

Migration costs

Moving your members, memberships and billing details from one system to another takes time, and how long depends on how much data you have and how messy it is. Some gym software companies offer a data transfer service to anyone switching to their software, sometimes free and sometimes for a fee. GymMaster’s data import team can bring your existing member data across, and the cost depends on the system you’re coming from and how much you need moved. The nice thing about this service is that you can rest assured that people with a full understanding of their own software will do the best job possible setting up your gym.

Another option is to hire a third party to take care of this for you. The cost of this service varies depending on which software you’re transferring to and from and the size of your facility—including the number of members you have. Lastly, you can always do the onboarding process on your own. Depending on how good you are with technology, this option could end up being a complete headache and worthwhile to avoid. But if you’re tech-savvy and well-organized, it could be a good way to save some money.

Onboarding costs

The last thing to keep in mind is that switching, or implementing, gym software will also require an onboarding process for your existing staff. To make this process easier, make sure that you have a strong understanding of the new software you’ve implemented in order to teach them.

Either that, or if you’re on the not-so-tech-savvy side, you could put a team member in charge of learning the ins and outs of the new software to teach your team. Ensuring that whichever software you choose has strong customer service and a willingness to answer any of your questions will also help to make this transition easier.

Is it worth it?

The features that you can expect to get through purchasing any gym management software are things like:

• A full booking system, including online booking for clients
• A point-of-sale system
• Website integration
• Billing integration
• Automated email and SMS for segmented audiences
• Inventory tracking

Some companies even go as far as to offer users 24/7 gym access, a mobile app for staff and members, and more. It might seem easy enough to continue with your Mailchimp subscription, excel sheets, or cheap gym software that doesn’t focus on integration and functionality, but making the switch to something better suited to meet all your needs can not only save on admin time but can even help you cut down on monthly expenses.

Making it as easy as possible for clients to view your schedule online, sign up for classes, complete payments, and manage their profile can also be a big selling point to potential members and help them get in the door. Bonus points if you find software that includes 24/7 gym access for your clients, which can be a huge selling point for anyone with a hectic work schedule.

Hidden costs to look out for

Depending on the gym software you choose to go with, there are extra fees that can turn a cheap subscription into a much bigger monthly bill if you’re not careful. The first to watch out for is payment processing fees. Ask exactly what percentage and per-transaction fee you’ll pay on card and direct debit payments, because on a gym’s whole membership income these add up quickly.

Others have rates that will fluctuate depending on the type of card used to pay or will even tack on hidden fees like assessment or interchange fees. Another way that you can get drawn into paying more than you should is due to a sneaky trick that a lot of companies that offer too-good-to-be-true prices use. Beware of companies that ask you to sign a contract.

Oftentimes after signing, you realize that the service you signed up for doesn’t actually meet the needs of your gym. Either that or it has no room for things like offering additional services or signing new members as your facility grows. Make sure to always read the fine print before signing any lengthy contract. (GymMaster doesn’t use lock-in contracts and offers a 60 day money back guarantee.) Keep your eyes on your payment processing fees, and be aware of the different subscription upgrades that are offered through the company you are potentially signing up for. You always want to make sure you have room to grow.

Bottom line

If you’ve been wondering ‘how much does gym software cost?’ then hopefully this article has helped you get a better idea of the cost of purchasing and onboarding new software, as well as the hidden costs that you need to look out for. The process of finding new gym software can feel overwhelming.

Choosing the right software for your business has the potential to alleviate a lot of your stress or make a whole lot more of it. Anyone who is looking for gym software that offers all of the features mentioned in this article—including 24/7 gym access, automated email campaigns, and an app for staff and members—can see GymMaster’s pricing or book a demo.