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7 Things to Look for in Your Gym Management Software

By Denise Prichard

April 9, 2024

As a gym owner, you know staying ahead of the competition requires more than just providing quality workouts and excellent customer service. To be successful in today’s fitness industry, you need technology that streamlines operations, enhances member experiences, and drives business growth. You need gym management software that aligns with your specific needs and goals.  

However, with so many options available in the market, finding the right gym software can be a daunting task. What key factors should you be looking for when selecting your gym management software? We’re glad you asked. Let's dive in. 

1. It’s easy to use 

The purpose of having gym management software in the first place is to help save you and your team time. The most efficient gym software is user-friendly, streamlined, and allows your employees to easily learn its functionality. You should be able to view and update member information, access reports, and adjust your gym’s schedule and class offerings with ease.  

2. It’s an all-in-one software solution  

Scheduling, marketing, payments, staff management: your business is doing it all, and your gym software should, too. A complete platform helps you avoid piecing together multiple solutions on your own.  

With Mindbody’s suite of tools, you can coordinate your staff schedule, get client info, process payments, attract and retain clients, and more—all with one powerful software.  

Even better? Mindbody has a robust network of integrated partners with solutions that work seamlessly with the software. 

3. It helps acquire and retain clients 

Creating effective marketing collateral can be one of the most time-consuming aspects of operating a business—but it’s also essential for your success. Gym software equipped with marketing and acquisition capabilities makes it simple to bring in new customers and keep them coming back. Your software should make it easy for you and your team to communicate with current and prospective clients. With Mindbody’s Marketing Suite, you can: 

  • Target prospects looking for gyms just like yours. 

  • Whip up emails (automated or not) easily with templates that reflect your gym’s needs and brand. 

  • Create and send targeted email and text marketing campaigns to keep your gym top of mind.  

  • Book brand new clients, win back lost customers, and keep both engaged without additional administrative tasks on your part (thanks to automation!).  

4. It streamlines your day-to-day operations 

You need software that spares your team from complex tasks so they can focus on what matters most—clients. Mindbody’s Marketing Suite automates your client retention efforts with eye-catching emails. Meanwhile, Mindbody’s AI receptionist Messenger[ai] is the ultimate virtual front desk employee. Not only can it handle missed calls, booking, rescheduling, text communications, and more, but you can also program your virtual front desk to respond to FAQs with your business’s unique answers. From hours to pricing and beyond, your staff can spend less time answering questions on the phone and more time providing stellar in-person service.   

5. It makes booking a breeze 

Your clients are consistently on their phones—why not make it easy for them to book their next class right in the palm of their hands? With Mindbody, your clients can book however they want: on the Mindbody app, directly from your website, or even via your own branded app—and they’re all mobile- friendly. 

6. It simplifies reporting 

You need visibility into your business to understand important metrics and make data-driven decisions. Because Mindbody is an all-in-one solution, you can gauge the health of your business and take action with comprehensive reports. You can easily see your revenue sources and understand which locations, employees, products, or services generate the most sales. You can also:  

  • See who your big spenders are and show them a little extra love.  

  • Track staff hours and payroll.  

  • Get insight into which offers are bringing in new business. 

  • Recognize when you need to restock retail inventory. 

Mindbody tracks it all, so you understand where your business succeeds, and where it can improve. 

7. It connects you to a network of wellness enthusiasts 

What really sets the best software apart from the competition is its ability to bring you new clients. Mindbody customers have the advantage of a built-in pipeline of wellness seekers in the Mindbody app. It’s the largest global network of new clients in the industry, with nearly 2 million active users looking to book their next class. All you have to do is list your business in the app. Your promoted intro offers in the app can bring in even more new clients—check out this blog post to get tips on how to create an effective intro offer.  

Another way Mindbody customers get additional exposure to fitness fanatics? Listing their business on ClassPass. ClassPass is the leading fitness and wellness membership, connecting subscribers to a wide variety of fitness and wellness experiences. ClassPass helps businesses drive incremental value by filling up unused class spaces and exposing studios to customers who may not have otherwise tried a class. 

We know a lot of myths swirl around ClassPass and, as a business owner, it can be nerve wracking to try something new. But with our ClassPass guarantee, there’s no better time to make it part of your marketing strategy. Here’s how it works: Mindbody customers who try ClassPass for three months will see a revenue boost, and we’ll prove it—if they lose more than they gain, we’ll write them a check for two times the difference. (Terms apply.)

Investing in the best gym software is a game-changer. Mindbody supports small businesses, multi-location businesses, and franchises by providing the tools they need to seamlessly manage their day-to-day, bring in more new clients, and grow their revenue.  

Simplify your day-to-day operations with the best gym software.

Explore the Software

About the author:

Denise Prichard

Manager, Marketing Content and Certified Yoga Instructor (RYT-200)


Denise Prichard is a certified yoga instructor (RYT-200) and an experienced content marketing professional with a penchant for writing compelling copy within the fitness, wellness, and beauty industries. When she isn't writing or editing, you can find her teaching yoga classes, pedaling her heart out at a spin class, or hanging out with her rescue pups. She currently serves as the marketing content manager for Mindbody.


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