Best Software for Fitness Studios and Club's Owner and Operations Guide

Best Software for Fitness Studios and Clubs: Owner and Operations Guide

Running a fitness studio or club in 2025 means juggling memberships, scheduling, billing, staff, and customer communications, all while trying to keep your classes full and your members happy. That’s a tall order. The good news? There’s software for nearly every operational headache.

This guide breaks down the best software for fitness studios and clubs by category: membership management, AI sales and customer service, scheduling, payments, CRMs, analytics, and more. Whether you’re a boutique yoga studio or a 20-location health club, the right tools can save hours of admin work and directly grow your bottom line.

AI for Gym Sales and Customer Service

Here’s where modern fitness operators are pulling ahead: AI. The reality is that new leads won’t wait. If you don’t answer within minutes, they’re already texting your competitor. That’s why AI sales and customer service is now part of the essential stack.

• Replify: An AI receptionist and sales agent designed for gyms, studios, and multi-location operators. HeyLibby answers phones, texts, chats, and emails 24/7. It books tours, follows up on leads, routes calls to staff, and even makes outbound calls and emails. On average, gyms using HeyLibby automate 60–70 percent of customer interactions, freeing staff for in-person engagement. Arena Sports reported a 10x ROI, while Gold’s Gym DC Metro captured nearly ten times more leads after deploying Replify.

Summary: Replify is the category leader in AI sales and service for gyms—fast, affordable, and proven to capture more members while reducing staff workload.

Membership Management Software

Strong membership management is the backbone of any successful studio or club. The right system automates check-ins, renewals, payments, and keeps your community organized.

• Mindbody: A household name in fitness. Full-featured platform covering memberships, scheduling, payments, and marketing. Widely used by boutique studios and multi-location operators.
• Zen Planner: A popular option for smaller studios and gyms, with strong integrated billing and scheduling.
• ClubReady: Geared toward larger clubs with automation, reporting, and enterprise-level functionality.
• PushPress: A user-friendly management tool, particularly for boutique gyms and CrossFit boxes.
• Glofox: Known for slick mobile apps that drive member engagement.
• Rhinofit: Automates daily operations like billing, email, scheduling, and check-ins.
• Wellyx: End-to-end gym management software with payments, scheduling, and marketing tools.
• Recces: Flexible management suite with a wide feature set and broad integrations.

Summary: Membership management software automates daily tasks, ensures smooth billing, and supports long-term member relationships.

Class Scheduling and Booking

Smooth scheduling ensures fewer missed classes, fewer headaches, and more satisfied members.

• Acuity Scheduling: Flexible booking for classes, trainers, and events.
• WellnessLiving: Combines scheduling, rewards, and reputation management in one.
• Fitli: Simple online scheduling and payments.

Billing and Payment Processing

Payment headaches are the quickest way to derail a fitness business. Reliable billing software ensures steady cash flow and happy members.

• Authorize.net: A trusted, widely used payment gateway for recurring memberships.
• Stripe: Flexible payment system with integrations into most gym platforms.
• Paysafe: Secure, compliance-ready solution for gyms and clubs.

Access Control and Check-In

Access control software ensures secure, seamless entry for members and staff.

• GymMaster: Combines access control with attendance tracking.
• Brivo: Cloud-based door access for gyms that want mobile, contactless entry.
• Keyless.Co: Lockers and entry systems without physical keys.

CRM and Sales Automation

Managing leads and prospects requires more than sticky notes and spreadsheets. Modern CRMs help gyms nurture leads, improve close rates, and grow faster.

• Trainerize: Not just for personal training—it also manages leads and automates follow-ups.
• GymSales: Purpose-built sales CRM for health clubs.
• HubSpot: Popular for marketing automation, pipelines, and reporting.
• Salesforce: A heavyweight CRM platform, best for large, multi-location operators.

Marketing and Communication

Marketing software helps gyms keep in touch with members, promote events, and build community.

• Mailchimp: Automates email and SMS campaigns for members and leads.
• Constant Contact: A long-standing favorite for newsletters and promotions.
• Podium: Collects reviews and automates text communication.

Fitness and Coaching Apps

These apps extend your member engagement beyond the club, building loyalty and results.

• MyFitnessPal: Nutrition and exercise tracking with easy member adoption.
• Trainerize: Strong option for digital personal training and habit coaching.
• TrueCoach: Online programming tool for personal trainers.

Gym and Fitness Collections

Collecting payments, especially over due ones can be one of most challenging parts of running a fitness business. Fortunately there are SaaS collections tools to help with this.

• Replify's AI can be used for billing calls to customers. Multi-location Club 24 Concept Gyms used Replify to make over 3,000 billing calls per month. Read the AI collections case study.

Reporting and Analytics

Data-driven operations are a defining feature of the top-performing clubs.

• Insight Gym: Offers specialized performance analytics and member trends.
• Looker / Tableau / Power BI: Advanced analytics and visualization, best suited for larger operators or franchises with data teams.

For a deeper dive into analytics for gyms, see our article on Modern Fitness Operations in the AI era.

Facility and Staff Management

Managing staff and schedules can be as tricky as managing members. These tools help keep operations humming.

• Deputy: Strong option for shift scheduling and workforce management.
• When I Work: Simple team scheduling.
• SweatWorks: Combines operations with member engagement tools.

Member Engagement and Community

Retention is about more than billing, it’s about connection. These platforms support engagement and community.

• GymBird: Automates member surveys and retention workflows.
• Virtuagym: App-based challenges, messaging, and nutrition.

Website and Digital Experience

Your website is your new front door. A clean, mobile-friendly digital experience drives leads and sets expectations.

• Squarespace / Wix / WordPress: Website builders with flexible templates for gyms and studios.
• Vagaro: Combines booking with website hosting.

Reputation and Feedback Management

Member feedback is gold—if you can collect and act on it.

• Listen360: Collects, measures, and analyzes feedback.
• SurveyMonkey: Lets gyms customize surveys for member experience research.

Gym Software Roundup: 2025

The best operators no longer rely on a single all-in-one solution. Instead, they build a smart stack that covers:

• Membership management
• Class scheduling
• Billing and payments
• CRM and sales automation
• Analytics and reporting
• AI sales and service (HeyLibby)

What sets leading gyms apart is how they use AI. Tools like HeyLibby automate both inbound and outbound member communication, ensuring no lead or member inquiry goes unanswered. That’s not just a tech upgrade, it’s an operational advantage.

If you’re curious how a leading AI sales agent and receptionist can fit into your gym or studio operations, book a Replify AI demo today.

Gym Software Final Thoughts

The best fitness studios and clubs in 2025 are powered by smart software stacks that balance automation and personal touch. From Mindbody to HubSpot, from Stripe to Tableau, the tools you choose matter. But what makes the biggest difference today is adding AI—especially HeyLibby—to capture leads, answer questions, and scale your member experience.

Want to see how it fits? Book a Replify demo.