Key Features of Gym Booking Software

Gym booking software gives gym customers more control over their membership while simplifying the management of members, staff and classes for the gym.

But not all gym booking software is made the same. Quality solutions share a few key features, while the very best offer an elevated level of functionality.

Here we’ll break down those key features, why they matter, and how to find a solution that ticks every box.

What is gym booking software?

The primary aim of gym booking software is to allow members to book their own classes and sessions through an app or web portal.

On the gym side, booking software can streamline your operations while granting you more control over them. As we’ll soon find out, the best gym booking solutions offer so much more than simple scheduling.

A gym booking tool will often come as a component of broader gym management software. This can ensure that it integrates with your other digital tools, like your CRM, membership management, billing and accounting and gym access systems.

What are the core features of gym booking software?

Gym booking software is characterized by a few key features.

An online booking portal

Gym booking tools will allow members to book their own classes or training sessions online, either through an app or a web portal. Ideally gym staff will also be granted the ability to book times on behalf of members, so that they can lock in the next session as soon as the last one is finished.

Class schedule management

On the gym side, you should be able to schedule classes through an intuitive user interface - usually a calendar that allows color-coded classes to be created in a couple of clicks or taps, then dragged and dropped into place.

Payment processing

Ideally gym booking software will feature integrated payment processing, as this grants your gym the ability to secure payment from a member the moment they book. This has two main benefits: it makes the member more committed to the booking, but if that member still doesn’t show up, you’re guarded against the financial hit of a no-show.

Mobile app

While online booking portals can offer a smooth and simple user experience, a dedicated app has the advantage of granting you more power to interact with your members on an individual level, such as through push notifications. Apps can collect data (provided members are comfortable with that) that you can use to personalize the experiences that you offer. Mobile apps also allow you and your staff to take care of admin on the go.

What features do the best gym booking tools offer?

Beyond the must-haves listed above, there are also a wealth of nice-to-haves: key features that the best booking and gym management software tends to share.

Automated reminders and push notifications

Minimize no-shows and latecomers by reminding members that they have a class or session coming up tomorrow or in an hour’s time. The best gym software will allow you to set up automated reminders, whether in the form of an email, SMS or push notification, to ensure people get the message.

You can also use notifications to:

• Guard against accidental membership expiration, by reminding people to renew when the time comes
• Alert people on a waiting list that a spot has opened up for a class, to ensure that every class is as full as possible
• Strategically offer deals based on a member’s workout history and preferences.

Staff management

High-end gym management software will help you better manage your staff, by allowing you to efficiently schedule worker shifts, usually through a calendar.

It can also help trainers, instructors and other contractors better manage themselves, by scheduling their own classes and sessions. Your workers may also be able to deal directly with gym members through the system, taking you out of the process when appropriate to help minimize admin for your fitness business.

The best gym management systems will allow your workers to download their weekly timetable to their chosen calendar app. You may even be able to track trainer performance through customizable reports.

Member data and insights

The more features your membership software has, and the more value it offers, the more likely your members are to use it, and the better experience they’ll have with it.

When your gym booking software can also give your members access to individual fitness data, analytics and insights, the value they can gain from it increases dramatically. The best gym software for your business will give your members access to their vital stats, such as:

• Their initial personal and performance measurements.
• Their fitness goals and the plan to achieve them.
• Key milestones on the path towards those goals.
• Stats from each session and personal bests for different exercises.

Membership management

Your members should have full control over their gym membership through the tool chosen by your gym business.

The gym management software features to look for include the ability for members to:

• Easily book (and cancel) classes and sessions
• Join waiting lists for full classes
• Upgrade their membership to a better plan
• Renew that membership when the time comes

Contactless gym access

If you choose gym management software with an RFID (radio frequency identification) access feature, you can give your members (and staff) contactless access to your gym via a dedicated key tag.

These systems can be set up to only grant access to members who:

• Are up to date with their payments
• Have access rights to the facility (through that particular door at that particular time)
• Have no relevant holds or restrictions on their account

The best gym management software will record every visit, including which member scanned their key tag, which entry point was used, and whether access was granted or not. Such a system also automates the check-in process and gives you a real-time view of who is using your facility.

How does gym booking software benefit gym owners?

By choosing and using gym booking software that offers all the features listed above, and that aligns with the unique needs, wants and situation of your fitness business, you gain access to a wealth of benefits. Here are five of the most compelling.

1. Simplify operations, increase efficiency

High end gym management software is capable of automating all manner of otherwise manual tasks: class scheduling, member check-ins, bookings and more.

In the process it seriously simplifies internal operations, saving your staff endless time and effort and increasing your operational efficiency. One team member can take care of work that might previously have required two or three people.

2. Enhance the member experience

When you give your members the ability to book, cancel and reschedule their own classes and sessions, you give them greater control over their fitness journey. They can set their weekly schedules in a few quick taps, and at a time that suits them.

And by streamlining communication, billing and renewals, your members enjoy total transparency and control over all aspects of their memberships. Ultimately this type of member management is a win for both you and your customers.

3. Capitalize on data insights

Modern gym software can help you to gain a far deeper understanding of your business than you’ve ever had before, thanks to its ability to collect, manage and analyze data.

Who are your most popular trainers? What are your busiest times of day? When should you schedule certain classes? What exercise machines and equipment should you be investing in? The best software offers all these insights and more.

Top fitness software and gym systems will serve up insights into member and trainer behavior, giving you clearer view of the people that use your gym, and helping you to better cater to their needs, wants and situations.

4. Better manage your resources

With gym management software giving you the ability to track things like class attendance, equipment usage and instructor availability, you can allocate your trainer, space and equipment resources based on demand, and tweak that allocation to stoke even more demand.

5. Increase revenue

The right software solution will help you increase your revenue and grow your gym business. You’ll gain insight into your most popular and profitable memberships and classes, which can guide your offering into the future. Analyzing trends can even reveal niches that other gym and fitness studios in your area have overlooked.

You can also increase revenue through:

• Personalized promotions based on member trends and preferences
• Automated reminders that reduce cancellations and no-shows
• Pre-payments that minimize the financial impact of no-shows
• Waiting lists that ensure classes are always full

How do I choose the best gym booking software?

When shopping for gym booking software, the ultimate goal is to maximize the value you get from your chosen solution: you want the most powerful features at the best possible price. Here are some effective strategies for identifying the best tools:

• Conduct a feature audit: Create two lists - one of must-haves (like online booking and payment processing) and one of nice-to-haves (like automated reminders or advanced analytics).
• Compare your options: Find the tools that have the features you need, then compare them against one another in terms of price and pricing structures, extra features and levels of support.
• Identify hidden costs: Be vigilant about hidden fees or extra charges for features that you consider essential. The true cost of software will often extend far beyond the sticker price.
• Ensure scalability: Consider your gym’s ideal growth trajectory, and find a tool that will be capable of keeping up, and that offers pricing tiers that will ensure you only pay for what you need at any given moment.
• Capitalize on free trials: Try before you buy to check that the tool performs as advertised and as you need it to. Get opinions from your team and maybe even a few trusted members.

While features and pricing are crucial, they’re not the only factors in choosing the right gym software. For a comprehensive guide that covers other critical aspects like user experience, integration capabilities and customer support, check out What is Gym Booking Software?.

Return on investment: the defining feature of the best gym membership software

The difference between good gym software and great gym software is its ability to help your business grow - to attract more members, to increase attendance, and to potentially capitalize on new markets.

And by choosing a tool that has all of the features listed above, you grant your gym the opportunity to generate that growth.

One solution that is overflowing with difference-making features is GymMaster. As the preferred choice for thousands of gyms across 110+ countries, we’re proud to set the standard for gym booking systems.

But you don’t need to take our word for it - test us out for yourself with a GymMaster demo and free trial today.