The Ultimate Guide to Free Gym Management Software – 2021

The Ultimate Guide to Free Gym Management Software – 2021 1

As a gym owner your day is never boring. And you are sure to face a variety of challenges in managing and operating your gym. Especially if you are only starting out.

In the fitness industry there are certain matters completely out of your control. Like the ever-growing competition, or your rival’s new sign-on specials. But luckily not everything is left to fate. There is a big majority of your daily management and operational tasks that you can control.

Daily tasks can include member onboarding, payments, marketing and promotions, and other administration duties. Then you have trainer and class schedules, special activities, answering customer emails and running daily reports. 

Without a good gym management software program, these tasks can soon become a handful. And if not managed properly, they can cause serious damage to your business. 

But with all the gym management software available on the market, and the large variations in pricing and monthly costs, who do you sign up with? And is there any free software on the market to try out?

In the article below, we take an inside look into the world of gym management software. We look at the benefits of having it, and what daily hurdles it can move out of your way. We also give you a list of the best open source and free-trial gym management software available. That should give you everything you would need to make an informed decision.

Table of Contents

Gym Management Software Summarized

Every business in the world has specific needs. So do gyms, health clubs, and fitness studios. 

Gym management software offers specifically designed solutions to the everyday, ordinary needs of businesses in the fitness industry. The software platforms help fitness businesses to streamline and automate certain processes and tasks. And as an added bonus also provides customer-friendly solutions and key services to your gym members.   

There are a lot of fitness businesses out there that are still slaving away with manual administration methods. Many businesses are still utilizing limited software programs like excel spreadsheets and google drive to manage their businesses.

This might get you by, but it is time consuming and leaves a lot of room for errors. Plus, the programs used are most probably not designed to meet your specific needs.

Every business owner knows that customer satisfaction is key to your survival. And simple mistakes can cost your business a great deal in the long run.  The more members you sign on, the more administration is added to your plate. And the more manual tasks you have to complete the bigger the room for error to creep in. 

If you want to free yourself up from spending hours a day behind a desk, and you want to spend more time multitasking and building your brand, then a good gym management software solution is just what you need. It will add to your and your team’s accuracy, productivity, efficiency, and success. 

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Figure 2: Manual Gym Management (Image SRC: Insure4Sport)

The Workings of Gym Management Software

The single most important task of any gym management tool, be it an open-source or a free trial, is to help you to manage your gym effectively. 

Free-trail and open-source software for gym management, should ultimately assist you to create the best possible customer experience for your members.   It should aid you and your staff to automate and streamline most of your operational and management duties. And in turn, should free you and your team up to build your business.

A great gym management software will provide a good flow to the daily happenings in your gym. This in itself will create positivity with your team and your members. And happy members invite more members. So, your gym will not only grow, but you will also retain your current members.  

Key Features of Gym Management Software

Let us look at some key features of a good gym management software system.

Membership Management 

A good gym management software solution should offer you easy access to add and remove members to your database. 

It should allow for quick and easy updates of membership information and demographics. And should have a fast and effective search function that does not leave you searching through hundreds of folders and files.

Member and Team Attendance

Gym membership software offers your team and your gym members easy access to your facilities. It allows your team and customers to check-in and check-out, without having to wait in endless lines to check-in. It also allows you detailed access reporting to track team and member attendance.

Bookings, Tasks and Appointments

Your software solution should give you and your team the options to search and schedule routines, classes, and training sessions. You can easily manage team shifts and duties. And your gym members can log on and book a spot in their favourite workout session.

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Figure 3: Key Features of Gym Management Software (Image SRC: IndiaMart)

Training and Schedules

Gym management software allows you the benefit of automated scheduling. You can manage different training sessions and programs within your gym, in one go.  Book a client into the aerobics session, cancel your personal training session, or reschedule the next boot-camp. It can all be done in seconds, hassle free and effortless.

Staff Management

Gym management software is not only great for admin duties and member services. It also serves as a great tool to manage your staff. You can now hire new employees and analyse their skills and experience. It also allows great record keeping and employee record maintenance.

Attracting New, and Retaining Current Members

The fitness industry is booming. And competition is as fierce as ever. With the pressure on outsmarting your competition it can become a challenge to sign new members on a monthly basis. 

Gym management software can help you with your member search, sign-on and retention. It aids you with marketing and advertising and you can communicate with your members in real time via your social platforms connected to your software.  

Member Payments and Billing

Members can receive their monthly statements and settle their accounts online. With the options to connect a variety of payment options, your members will not fall behind on their payments and you will not be drudging away with chasing monthly collections.

Monthly Finances

Finance is the main concern for all businesses. After all, systematic financial planning helps in paying your employees, maintaining gym equipment, paying for electricity bills and overheads, etc. Gym management software completely automates your monthly billing and bookkeeping tasks.

Preparing accurate financial plans and analyzing them properly, can help a gym business to generate profits. Gym management software are designed efficiently to help in overcoming these challenges and grow your gym business exponentially.

Reporting

Generating reports relevant to the members, business trends, appointments, attendance, etc., becomes quite significant when it comes to making crucial decisions for your gym business. The gym management software should allow you to generate customized reports on a real-time basis to get a clear overview of the present position of your gym business.

These are the features you need to look for in a gym management solution. Again, selecting the right gym management tool can be a difficult process. 

To ease this for you, we have added the details of the top 8 free and open-source gym management software, including the comparison chart.

Benefits of Using Gym Management Software

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Figure 4: Benefits of Gym Management Software (Image SRC:Blog)

There is a long list of benefits that gym management software will add to your business and your life. Apart from making your life easier, it holds great benefits for your team and your gym members as well. 

Let’s Look at six of the most important benefits gym management software has.

Process Automation

With gym management software you will be able to effectively manage and speed up any routine tasks. From checking in of members, to updating records, schedules, or payments. Process automation will save you hundreds of hours in administration tasks and will free you and your team up to spend more time on your gym floor.

Improves Efficiency

When you start using your gym management software, there will be no more double bookings or overlapping appointments. Workouts, classes, and schedules can be properly updated and maintained without any errors or confusion.

Convenience

With everything available at the push of a button, everything in your business becomes more convenient. Members can now book classes, send messages, check schedules, and do payments without any hold-ups. Well-organized, well-managed, and convenient.

Security

With the super sharp access control features of bar code scanners and biometrics, your gym security has just gone up a notch. Gym management software offers security solutions that will only open your doors if the person wanting to enter is a registered, paid up member.

Revenue Driver

With additional marketing and promotional features, your gym management software can help you to promote your business. Your gym management software can integrate with almost any social media platform. This allows you access to millions of people. And you can effectively communicate and market to prospective members, and the public, in real time. 

System Integration

A good gym management software can integrate with almost any other software system you are already using in your gym. If you are running a separate social media platform or bookkeeping system, your gym management software will be able to link to that software and carry over daily data, hassle free.

Top 10 Free Gym Management Software Solutions

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Figure 5: VirtuaGym Management Software (Image SRC:Virtuagym)

Virtuagym

Virtuagym is a holistic gym management software system.  It offers an all-in-one automated system. And is popular with gyms, fitness clubs and health professionals. 

Virtuagym software saves you time usually spent doing administration tasks. It automates client communication and in turn helps you to sign on more members and grow your revenue streams. 

The gym management software solutions make light work of administrative tasks. It aids with error free bookings, scheduling and workout communications.  

Key features and benefits

  • Allows for website linking and online store
  • Allows business owners to securely store and manage member details 
  • Offers online payment options
  • Offers access control based on role profiles
  • Provides online access to workouts and nutritional meal plans
  • Aids your business with scheduling and appointment management
  • Includes great communication solutions
  • Linked to your social media platforms. 

Virtuagym offers additional features like links to your online store or merchandise showroom, helping you to grow additional income streams. They offer a free trail and demo period in order for you to take the software for a spin to see if it meets your business needs.  

MindBody

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Figure 6: Mindbody Gym Management Software (Image SRC:Pinterest)

Mindbody is a gym management solution that can tackle all the fitness management needs at your facility. 

Starting from member enrollment, class schedules, trainer roasters, to payroll management; everything can be automated and streamlined by Mindbody. It also allows you to launch your online store and sell your merchandise as well as collect membership fees online. 

Key features include, but are not limited to:

  • Monitors progress of the gym members
  • Automates sending client reminders and notifications
  • Enables accuracy in sales tax calculation
  • Generate reports relevant to attendance, retention levels, expenses, etc., providing an overview of your gym business
  • Allows trainers to check and manage their appointments and schedules
  • Automates and streamlines promotional activities, helping you to get more business

Being an extremely user-friendly software, it becomes easy to deploy in the business. Moreover, quick customer support is available in case you get stuck while using it. Get a quick demo of this software to know whether it works as per your business logic or not.

Rhinofit Gym Software

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Figure 7: Rhinofit Gym Management Software (Image SRC:RhinoFit)

Rhinofit is a well-featured and user-friendly membership management software specially designed for businesses like gyms, boot camps, dojos, CrossFit, and personal trainers. It includes powerful business management tools required to run operations accurately and efficiently, saving time and money both. Being responsive; it can be worked on using any platform or device.

Key Features

  • Can create customized gym membership accounts
  • Allows billing and collecting payments online
  • Helps in creating custom product store for your gym, track inventory and sell online
  • Allows scheduling and attendance management for the gym members
  • Allows launching and managing email marketing campaigns
  • Allows setting up automated notifications and messages to be sent to the trainers, members, and staff
  • Allows generating reports providing an overview of your gym business

Jivine Gym Management Software

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Figure 8: Jivine Gym Management Software (Image SRC:Goodfirm)

Jivine is a versatile gym management solution, including features for customers, front desk, class management, reporting, and many more activities running in a gym or fitness studio. It is a cloud-based gym management tool that helps fitness businesses to manage online bookings, marketing activities, check-ins/check-outs, attendance, payments, sending automated reminders and many more functionalities which can help you in growing your business in the fitness industry. You can get a free trial of this software before you invest in it.

Key Features

  • Stores all the information relating to members & trainers at one place
  • Allows you to access your gym business information 24/7
  • Includes lead management tool helping you to gain quick conversions
  • Allows sending automated emails and text reminders
  • Can integrate payment gateway enabling you to accept online payments
  • Helps in managing daily tasks, and sending automated reminders to the staff
  • Ability to generate reports helping to make informed decisions

Serpent Software

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Figure 9: Serpent Management Software (Image SRC:Slideshare)

Serpent is a free and open-source gym management software that can help you in managing operations for a single and multiple locations of your gym. It is a complete gym ERP application that can handle your day-to-day business, starting from members and instructors management to managing appointments and schedules. It takes away all the stress relating to operations and administrative tasks so that you can focus on core gym activities that can help you in flourishing your business.

Key Features

  • Allows recording the members’ task details, measurements, and keeping track of various stages of membership lifecycle
  • Enrolls a member to a membership plan
  • Allows viewing and editing membership type, fee, and duration
  • Helps in analyzing BMI using a graphical presentation and tracking the performance of each member
  • Allows managing the information of the trainers including their HR details
  • Helps in managing gym equipment including service and maintenance schedules
  • Allows configuring exercises with required steps to follow and its benefits in the form of images and video links
  • Helps in creating customized workout and diet plans for the members
  • Allows members to view their workout and diet plans

GymERP Management Software

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Figure 10: GymERP Management Software (Image SRC:Themes)

GymERP is a popular gym management tool that can help in automating all the tasks and activities in a gym or fitness studio seamlessly. It can save time and improve efficiency in the operations of a gym business. Whether it is about tracking the attendance of the members, collecting the fees, or sharing the knowledge within the members and gym trainers, everything can be done with a few clicks by using this versatile gym management software with high-end features.

Key Features

  • Manages the data of all the members from a centralized location
  • Includes interactive dashboard providing instant insights into your gym business
  • Can integrate with payment gateway allowing you to collect payments online
  • Helps in tracking revenue collected from different programs running in the gym
  • Monitor the skills and achievements of the gym trainers
  • Allows you to configure as per your business requirements
  • Manage, schedule, and reschedule appointments
  • Allows you to generate reports relevant to sales, warehouse inventory, etc

OpenStudio

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Figure 11: Openstudio Management Software (Image SRC: Performance System)

OpenStudio is a free and open source software for businesses dealing with classes, events, training, subscriptions, etc. As it is an open source software, the businesses can modify it as per their requirements. It includes many useful and time-saving tools that can help in managing the members, trainers, schedules, training workouts, and diet plans in your gym easily.

Key Features

  • Allows managing the complete information including the payments involving the members and employees both
  • Helps in managing different programs and subscriptions running within your gym or studio
  • Allows scheduling classes and tracking attendance
  • Includes event management features
  • Can create invoices automatically when something is sold
  • Helps in creating and tracking tasks
  • Can generate reports showing a clear overview of your business

GymClock Systems

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Figure 12: GymClock Management Software (Image SRC:Gym Management Software)

The Gym Clock application helps gym businesses in handling gym operations quickly and efficiently, resulting in the growth of the business. It improves the engagement level of the members and ensures their retention by enhancing their workout experiences. It also helps in providing the best gym services and enabling members to access valuable content on fitness trends. Precisely, it is an all-in-one gym management solution that helps gyms and fitness centers of all sizes to manage their business from anywhere and at any time.

Key Features

  • Multiple gym owners can be added
  • Gym owners can add multiple gym members
  • Helps in adding and updating details of program type, training schedules of each member
  • Allows checking-in/checking-out and updating the attendance of the gym members
  • Can track the BMI details periodically
  • Includes intuitive dashboard allowing to review the statistics of the gym members and trainers in the form of graphical presentations
  • Can create discount codes and offers to attract new members

Omnify Software

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Figure 13: Omnify Management Software (Image SRC:Omnify)

Omnify is a gym management software that can help in scaling up your business by automating the booking process. You can now streamline all your bookings, customer data, sales & payment information all from a centralized location. It helps you in enhancing your customers’ booking experience. It frees up your employees’ time by automating all the marketing and promotional activities like sending emails, booking information, reminders for renewals, promotional messages, and collecting feedback. It comes with a free trial period so that you can determine whether it suits your business or not before purchasing it.

Key Features

  • Allows your clients to login and get a glimpse of their appointments and schedule
  • Helps you in accepting online payments from your clients
  • Helps in managing calendars and schedules of each member individually
  • Allows managing bookings done by your clients
  • Can generate sales reports showing an overview of your sales & revenue
  • Allows you to add and remove trainers
  • Allows trainers to view schedules and manage appointments
  • Can help in sending automated promotional emails and messages
  • Helps you in providing live chat support to your clients and prospects

Pike 13 Software

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Figure 14: Pike 13 Software (Image SRC: GetApp)

Pike13 software was designed for gyms and fitness studios. They also assist music and swim schools. As well as education centers and other businesses that run on class- or appointment- base.

The software assists business owners and their staff to manage schedules. It also eases enrollments, billing, payroll and more. This mobile-friendly software helps business owners and their staff. They spend less time struggling with admin and more time with their clients.

Free mobile apps simplify schedule and client management. This software helps to streamline the check-in process. Automated reporting helps business owners measure the health of their business. This enables them to focus on important business decisions.

Key Features

  • Stores all the information relating to members & trainers at one place
  • Allows you to access your gym business information 24/7
  • Includes lead management tool helping you to gain quick conversions
  • Allows sending automated emails and text reminders
  • Can integrate payment gateway enabling you to accept online payments
  • Helps in managing daily tasks, and sending automated reminders to the staff
  • Ability to generate reports helping to make informed decisions

Unmatched client service by Pike 13 Offers new clients a dedicated specialist. These specialists help to set up the software.

Pike13 customer care team goes above and beyond to assist with customer questions.

Pike13 has a free mobile staff app. Instructors can now manage their schedules and clients right from their phones. And the free client app makes enrolling in classes and managing payments easy.

You will be able to manage your front desk check-in process by clients scanning a QR code with their phones. Clients can also sign up for services using the kiosk. The app is free to download and is usable with most tablets.

Team Up Gym Software

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Figure 15: Team Up Software (Image SRC: Accesfly)

TeamUp was established in 2013 with one mission. They wanted to create great experiences for customers of gyms, studios, and boxes. TeamUp now works with over 2500 business owners across the world.

They have developed unique features to help you stay closer than ever to your customers. TeamUp combines great class booking management with a customer CRM.  It also aids communication automation and customizable mobile apps.

They have the best-in-class payments and payment management system. Also, they have the needed features for you to grow your business. Combinations include Zapier and Classpass, as well as hundreds more.

Key Features

  • Multiple gym owners can be added
  • Gym owners can add multiple gym members
  • Helps in adding and updating details of program type, training schedules of each member
  • Allows checking-in/checking-out and updating the attendance of the gym members
  • Can track the BMI details periodically
  • Includes intuitive dashboard allowing to review the statistics of the gym members and trainers in the form of graphical presentations
  • Can create discount codes and offers to attract new members

TeamUp helps you resolve your business challenges. It gives you time back, rather than using it up with complexity. They are famous for their personal support. And they are the #1 recommended software across many review sites.

TeamUp is easy yet powerful, they have everything you need to run a successful business. You can customize your signup form to collect the information you need. Moving from signup to buying,  is done in one easy step.

Customers can make and manage their class registrations online. Access any stats or bookings via the website or apps. Automate messaging and follow-ups.

Online you can see who is attending and all the important details about this software. TeamUp allows you to start a Zoom online class directly from the register.

A demo is available on their website if you want to try their services.

FitDegree Software

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Figure 16: FitDegree Software (Image SRC: Software Advice)

FitDegree is made easy with an all-in-one platform. It  helps you to understand memberships, scheduling, reliable POS, retail, payroll, and reports. Sharing, storing and backing up data can be done from anywhere.

Key Features

  • Allows your clients to login and get a glimpse of their appointments and schedule
  • Helps you in accepting online payments from your clients
  • Helps in managing calendars and schedules of each member individually
  • Allows managing bookings done by your clients
  • Can generate sales reports showing an overview of your sales & revenue
  • Allows you to add and remove trainers
  • Allows trainers to view schedules and manage appointments
  • Can help in sending automated promotional emails and messages
  • Helps you in providing live chat support to your clients and prospects

You can use the software to create a personalized experience for your studio. Members can post messages about their fitness experiences and share it with friends and family.

This software can also be used as a social network platform to make friends. And check classes that they are attending, encouraging each other not to skip classes.

FitDEGREE is an influential studio software that is simple to use and affordable for a small business budget. This software has outstanding dedication to client services.

This software implements features that other app platforms have not implemented. FitDegree provides a complete website version of their client facing app, also known as a progressive web App. Login on their website to schedule a demo and try their services.


Gym Assistant

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Figure 13: Gym Assistant Management software (Image SRC: Gym Assistant)

Gym Assistant is membership management software for gyms. And health clubs including boxing and MMA academies, fitness and wellness. You can check member’s registration details and payment status including attendance.

Run different membership and revenue reports with ease. Member check-in and 24hr access control is easy to do with this software. Gym Assistant has integrated POS software and equipment.

Key Features

  • Stores all the information relating to members & trainers at one place
  • Allows you to access your gym business information 24/7
  • Includes lead management tool helping you to gain quick conversions
  • Allows sending automated emails and text reminders
  • Can integrate payment gateway enabling you to accept online payments
  • Helps in managing daily tasks, and sending automated reminders to the staff
  • Ability to generate reports helping to make informed decisions

This software provides all the information gym managers need. This way you can make smart, informed business decisions. It automates membership related tasks.

Gym Assistant’s software design puts everyday menu options on screen in clear English. You do not have to “read” icons to use this software, and this saves staff training time.

With Gym Assistant’s instinctive user interface, you will be able register new members in minutes. No monthly fees with this software, if you buy it, you own it! This software is simple, powerful and affordable.

Famous Last Words

The success of any business depends on how happy their customers are, and gym business is not an exception in this matter. 

A gym management solution not only helps in streamlining the operations of a gym systematically but also helps you to keep your members satisfied by providing them the control over their workout schedules and ensuring that they achieve their fitness goals.

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