5 Top-Rated Affordable Gym Management Software

Gyms with large client bases make high revenue, but owners may get overwhelmed due to the increasing number of administrative tasks. If you’re a gym owner struggling to notify clients about payment deadlines and maintain detailed records, consider investing in gym management software. 

The tool automates recurring tasks, leading to effective management of invoices, memberships, and payments. Haven’t tried a gym management solution before? Start with an affordable tool to experience the benefits before investing in high-end software with advanced features.

To help you with your search, this article lists five top-rated affordable gym management software based on verified user reviews and the base or standard plan pricing found on vendor websites. Per our research, we’ve considered products priced less than $48 per month as affordable software and arranged them in ascending order of their prices. 

The tools listed below can be categorized as dedicated gym management software, personal training software, class management software, or appointment scheduling software. However, they include billing and invoicing and membership management as core features and cater to gyms.

We selected products for this article based on their average ratings between May 2022 - May 2024, which may differ from their current overall average ratings.

WodGuru is a gym management software that helps automate redundant tasks to improve business efficiency. These tasks include marketing and sales processes such as sending payment reminders, managing member sign-ups, and organizing email campaigns. It can also be integrated into your existing website, enabling you to show up-to-date gym schedules, allow members to register, and help them book sessions.

WodGuru operates on a single subscription plan, charging a monthly fee per member. Additional features, such as barcode or QR code readers, check-in kiosks, access control systems, and a website builder, are available as optional add-ons, priced individually.

Base plan features:*

• Attendance list: Track members’ participation in classes and sessions. This feature automatically logs attendance, providing staff with an updated roster of participants, helping track attendance trends, identify popular classes, and manage member activity.

• Reception: Digitize reception tasks to simplify member check-ins and registrations, reduce wait times, and ensure a smooth entry process. This feature allows staff to quickly verify memberships, manage guest passes, and handle inquiries efficiently.

• Mobile access: Manage members’ fitness activities via smartphone or tablet. Through a dedicated app, members can book classes, check schedules, and monitor their progress on the go. They can also renew memberships, make payments, or access digital passes for easy check-in. 

Starting price: $1 per user, per month

Cost to upgrade: Offers only one pricing plan

Billing cycle: Monthly 

Customer support options: Knowledge base, phone, and chat support

Who should consider WodGuru?

Gym owners with existing websites can consider investing in WodGuru.They can integrate their website with WodGuru to capture client data, simplify registrations, and allow members to make payments. Gyms that offer session-based activities such as Zumba, dance, and CrossFit can also display up-to-date gym session schedules. This capability enhances the customer experience by providing members access to current schedules at all times.

WeStrive is a personal training software that helps create fitness programs for clients. It includes a library of 1,500 exercise photos and videos to demonstrate fitness moves and provides workout templates for circuits, supersets, warm-ups, and cool-downs to kickstart routines quickly. It also tracks client workouts over time, showcasing their personal records and progress through charts.

WeStrive’s base plan targets personal trainers, while the higher-priced plan caters to gyms and club owners. Both plans are billed monthly and include all available features.

Base plan features:*

• Client management: Centralize member information for easy tracking and engagement. It allows gym staff to manage memberships, view attendance history, and monitor fitness progress. Trainers can also assign personalized workout plans, send reminders for classes or payments, and respond to inquiries.

• Custom branding: Customize the WeStrive app by adding logos, color schemes, and branding elements. This helps you maintain a consistent brand image and make your practice recognizable across all member interactions.

• Habit coaching: Create personalized goals and reminders for gym members, covering aspects such as daily water intake, nutritional choices, and activity levels. The software tracks progress and provides real-time feedback, empowering clients with data to stay motivated and accountable. 

Starting price: $5 per month (for two clients)

Cost to upgrade: $99 per month (for 25 clients)

Billing cycle: Monthly

Customer support options: Knowledge base and email support

Who should consider WeStrive?

Personal trainers working solo can rely on WeStrive to offer clients a personalized coaching experience. They can design workout plans tailored to each client's goals and send automated reminders to log daily progress in the app, attend workouts, or share feedback through surveys. Trainers can also monitor client progress via a dashboard, allowing them to adjust fitness plans as needed.

Udio is a class management software solution that caters to multiple businesses, including gymnastics schools, sports coaching, gyms, and fitness centers. It simplifies class booking and scheduling by enabling you to set up recurring classes and assign trainers. The tool also sends automated reminders to gym members for upcoming classes, reducing no-shows. Additionally, Udio automates payments by generating invoices, sending payment reminders, and providing real-time financial insights.

Udio’s base plan includes core features for client management and business reporting. The higher-priced plans give access to advanced features such as a waiting list, SMS integration, self-check-in kiosks, and health notes.

Base plan features:*

• Customer portal: Provide clients with a self-service platform to manage their fitness activities. Members can leverage the portal to book classes, view schedules, update personal information, and track their progress. They can also renew memberships, make payments, and access important announcements. 

• Email support: Get technical support from Udio via email. This allows you to report technical issues, ask questions, or seek assistance with software features. This feature ensures reliable technical help and minimizes disruptions in gym operations.

• Basic reports: Generate essential insights on various business aspects to track membership numbers, attendance trends, revenue, and class popularity. This data can help identify strengths and areas needing improvement.

Starting price: $7 per month

Cost to upgrade: $48 per month

Billing cycle: Annual

Customer support options: Knowledge base and email support 

Who should consider Udio?

Fitness coaches looking to simplify scheduling can consider adopting Udio for its class booking and scheduling functionality. With these features, they can create comprehensive schedules for classes and trainers, ensuring staff are available for each session. Additionally, clients can stay informed about upcoming courses and book their spots in advance.

TrueCoach is also a personal training software that simplifies payment processes through Stripe integration. It enables you to set up recurring payments by specifying a billing date. Once the client approves, payments are automatically deducted from their bank account. You and your client receive payment notifications to stay informed about the transaction status.

TrueCoach’s base plan lets you manage up to five clients. The high-priced plans support 20-50 clients. They also allow clients to sync health data with Apple Health, Apple Watch, Fitbit, Garmin, and more.

Base plan features:*

• Workout library: Get a curated collection of exercises and workout routines for trainers and clients. It includes images, videos, and instructions to demonstrate proper form and technique for each exercise. 

• Program builder: Create customized fitness plans for clients. Trainers can choose exercises from a workout library, set the sequence, and specify sets, reps, and rest periods. These programs can be tailored to individual goals such as weight loss, strength training, or rehabilitation. 

• Dashboard: This centralized hub provides an overview of business metrics, such as membership numbers, class attendance, revenue, and client engagement, through intuitive charts and summaries. It helps you track performance trends, identify areas for improvement, and manage resources efficiently.

Starting price: $19.99 per month

Cost to upgrade: $52.99 per month

Billing cycle: Annual

Customer support options: Knowledge base and email support

Who should consider TrueCoach?

Gym owners looking for a tool to manage payments efficiently can rely on TrueCoach. They can set up recurring payment schedules for clients and send automated invoices, removing the need for monthly payment requests. Additionally, owners can monitor individual clients' outstanding payments through the dashboard.

Vagaro is an appointment scheduling software solution for beauty, wellness, and fitness businesses. It syncs with Apple, Google, and Outlook calendars, letting you drag and drop appointments to adjust your schedule. You can block off personal time by selecting specific dates, preventing bookings during those periods. Additionally, the calendar can be used to book resources such as gym equipment and rooms, ensuring their availability.

Vagaro offers a single pricing plan that covers one location. The base plan lets you manage one calendar, with costs increasing as you add more calendars. If you need to manage multiple locations, contact the vendor for pricing details.

Base plan features:*

• Online booking: Allow clients to schedule appointments directly through the business's website, the Vagaro app, or social media integrations. This feature simplifies the booking process, enabling clients to view available slots, select preferred trainers or staff, and receive instant confirmations.

• Waitlist: Let clients join a list for fully booked services or classes. When a spot becomes available due to a cancellation or rescheduling, clients on the waitlist are automatically notified via email or text and can reserve the open slot.

• Invoicing: Generate, send, and manage invoices directly from the platform. It provides customizable templates to tailor invoices with business branding and details. You can email invoices to clients or print them out, and clients can pay online through a secure payment portal. 

Starting price: $30 per month

Cost to upgrade: Offers only one pricing plan

Billing cycle: Monthly

Customer support options: Knowledge base and chat support

Who should consider Vagaro?

Gym owners with a large client base can use Vagaro to manage bookings and resources efficiently. They can sync their calendars and let clients book classes via the website or social media. Rescheduling is simplified with drag-and-drop functionality, and they can block specific dates to prevent double-booking. Additionally, gym owners can reserve equipment and rooms to ensure availability for clients and classes.

A gym management system can cost as low as $10 per month or up to $299+ per month, depending on various factors—features, number of users, infrastructure requirements, business size/type, training availability, deployment options, integrations, and storage. Most gym management solutions typically include the following pricing plans:

• Free trials: Range from seven to 14 days and give users access to either all or limited features of the software. These no-cost trial plans are ideal for small fitness business centers that wish to try out a tool before purchasing it.

• Free versions: Offer perpetual access to limited software features. These free plans are ideal for fitness business centers and personal trainers on a budget.

• Entry-level plans: Start at $10 per month and offer access to standard features. These are suitable for gyms with basic feature requirements, such as gym member management, attendance tracking, and notifications.

• Mid-tier plans: Range from $22 to $220 per month and offer advanced features such as automated invoicing, multi-user access, and email marketing. These are suitable for gyms that have outgrown entry-level gym management solutions but don’t require the full range of functionality offered by enterprise-level tools.

• High-end plans: Cost more than $299 per month and offer a range of advanced features, including inventory management, advanced analytics, priority customer support, and integrations with third-party systems. These are suitable for large gymnasiums.

Here are some questions to ask software providers to find the best gym management software for your needs:

• Does the gym management system assist in group scheduling?

Group scheduling feature in gym software simplifies the process of booking, managing, and adjusting group activities, ensuring efficient use of facilities and staff. It also enhances member satisfaction by providing an easy way to join classes and receive updates. Effective group scheduling capabilities reduce administrative burdens, prevent booking errors, and optimize attendance, making it essential for gyms that offer classes and group workouts.

• Does the gym management tool have a self-service portal?

The self-service portal empowers members with direct control over their interactions. This portal allows members to book classes, manage memberships, and make payments independently, reducing staff workload and improving operational efficiency. It enhances member satisfaction by providing immediate access to services and personal account management anytime.

• Can the gym software help track inventory and equipment?

The inventory and equipment management functionality helps monitor the availability and condition of gym equipment, reducing downtime and ensuring timely repairs or replacements. It also aids in managing stock levels for retail items such as supplements and apparel, preventing overstocking or shortages. Effective tracking increases operational efficiency, reduces costs, and enhances member satisfaction by maintaining high standards of service and facility quality.