Best Software for Gym Management: 8 Tools Compared

Running a gym requires two types of software: tools for managing your members (bookings, memberships, classes) and tools for managing your team (scheduling, payroll, time tracking). This guide compares 8 gym management tools across both categories so you can find the right fit for your fitness business.

We'll cover pricing, key features, what each tool does best, and who should use it. Whether you're a boutique studio or a multi-location gym, you'll find options that match your needs and budget.

TL;DR: Best software for gym management

Software for gym management falls into two categories:

Team management software (for your employees):

• Homebase - Best for small gyms with hourly staff. Free-$50/mo. Handles scheduling, time tracking, payroll for multiple wage rates.
• When I Work - Basic scheduling without payroll. $2.50+/user/mo.
• Deputy - Enterprise workforce management. $4.50+/user/mo.

Gym-specific software (for your members):

• Mindbody - Best for marketplace exposure. $129-300+/mo. Comprehensive but expensive.
• Glofox - Best for branded apps. $110+/mo. Clean UI, professional member experience.
• PushPress - Best for CrossFit/martial arts. $0-229/mo. Built by gym owners.
• Zen Planner - Best for wellness/progression tracking. $117+/mo.
• Pike13 - Best for multi-location gyms. Custom pricing.

Most gyms need both types. Team management handles employee operations (scheduling, payroll, time tracking). Gym-specific software handles member experience (bookings, classes, memberships). Budget $150-350/month total for complete operations.

Quick recommendation: Small gyms: Homebase + PushPress or Glofox. Multi-location: Deputy + Mindbody. Budget-conscious: Homebase (free) + PushPress (free tier).

What is software for gym management?

Software for gym management helps fitness businesses run daily operations, but there's an important distinction most gym owners miss: you need two different types of software, not one.

Team management software

This is the tool that manages your employees. The trainers, front desk staff, instructors, and maintenance crews who run your gym.

What it handles:

• Scheduling staff for unpredictable hours (5 AM boot camps, late-night shifts, 24/7 operations)
• Time tracking with mobile clock-ins across your facility
• Payroll for trainers earning different rates per role ($35 teaching, $60 PT, $18 desk coverage)
• Team communication and shift coverage

Examples: Homebase, When I Work, Deputy

Key question it answers: "Who's working the 6 AM class and what are we paying them?"

Gym-specific software

These tools manage your members. The clients who book classes, buy memberships, and use your facilities.

What it handles:

• Class bookings and online scheduling
• Membership sales and renewals
• Door access and check-ins
• Customer marketing and retention
• Member mobile apps

Examples: Mindbody, Glofox, PushPress, Zen Planner

Key question it answers: "Who's attending the 6 AM class and are they paid members?"

Why you need both

Team management software handles employee operations. Gym-specific software handles member experience. They work together without overlap; one manages your staff, the other manages your customers. Most gyms use one from each category.

The good news? You don't need to choose between them. Most successful gyms use one platform from each category to cover complete operations, typically spending $150-350/month total for both. The key is finding tools that work alongside each other without creating duplicate work or conflicting data.

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Best team management software for gym employees

These tools manage your trainers, front desk staff, and maintenance crews, not your members.

Homebase

Best for: Small gyms with 5-50 hourly employees working unpredictable hours

Pricing: Free basic plan. Payroll $20-50/month per location.

What it does: Handles employee scheduling for any hours (5 AM boot camps to midnight closings), time tracking with mobile clock-ins and photo verification, and payroll for trainers earning multiple wage rates ($35 teaching, $60 PT, $18 desk coverage).

Key features:

• Template-based scheduling and open shift posting
• Mobile time clock with photo verification and GPS
• Automatic calculation for multiple wage rates
• Payroll processing with tax filing
• Team messaging and shift reminders
• Overtime alerts and early clock-in prevention

Why gyms choose it: Built for small businesses, not enterprises. When your spinning instructor can't make Thursday, post the open shift and let other instructors claim it themselves. Friday payroll? Hours are already categorized by role and calculated at the right rates. No Sunday night calculator sessions.

Homebase handles the complexity of gym payroll that spreadsheets can't. Your trainer who teaches Monday morning, covers the front desk Tuesday afternoon, and does personal training Wednesday gets paid correctly for each role automatically. The system tracks which hat they're wearing for every shift and does the math for you.

Pros: Affordable with free tier available. Handles complex pay structures automatically. Integrates time tracking directly with payroll to eliminate manual entry. Works alongside gym-specific software without overlap. Mobile-first design for employees working across your facility.

Cons: Doesn't handle member bookings or class schedules. Not gym-specific.

User feedback: "Homebase makes it simple to quickly create schedules with multiple employees on rotating shifts. If any updates are made that create a conflict, Homebase identifies and warns of those conflicts."

Best fit: Gyms struggling with employee scheduling for unpredictable hours, payroll for trainers with multiple rates, or time tracking across large facilities. Perfect for boutique studios, CrossFit boxes, martial arts schools, and independent gyms with 5-50 hourly employees.

When I Work

Best for: Basic scheduling needs without payroll

Pricing: Starts at $2.50 per user per month

What it does: Employee scheduling and time tracking focused on shift management. No payroll processing included.

Key features:

• Shift scheduling with drag-and-drop calendar
• Employee shift swaps and availability tracking
• Mobile time clock
• Team messaging for shift communication
• Manager notifications for callouts

Why gyms use it: Simple interface that's easy to learn. Lower monthly cost if you're handling payroll through another provider. Good for gyms that just need scheduling help without the full team management suite.

Pros: Straightforward scheduling interface. Lower base cost than all-in-one solutions. Quick setup and minimal training needed. Works well for very small teams.

Cons: No payroll integration. Doesn't track multiple wage rates. Costs scale per employee. Limited features compared to comprehensive tools. Need separate software for payroll and compliance.

Best fit: Very small gyms (under 10 employees) that already have payroll handled elsewhere and only need help with scheduling and shift coverage.

Deputy

Best for: Larger gyms needing workforce compliance and forecasting

Pricing: Starts at $4.50 per user per month

What it does: Workforce management tool with emphasis on labor compliance, demand forecasting, and task management. Built for businesses with 50+ employees or strict compliance requirements.

Key features:

• Auto-scheduling based on historical demand patterns
• Compliance alerts for breaks, overtime, and labor laws
• Task management for opening/closing checklists
• Shift templates and rotation schedules
• Integration with major payroll providers (ADP, Gusto, QuickBooks)
• Multi-location support with centralized reporting

Why gyms use it: Advanced compliance features catch labor law issues before they become problems. Auto-scheduling uses past attendance data to predict staffing needs. Good for gyms with multiple locations needing consistent processes.

Pros: Strong compliance and labor law features. Sophisticated auto-scheduling reduces manager workload. Good for multi-location operations. Detailed reporting and analytics. Task management ensures opening/closing procedures get done.

Cons: Higher per-employee cost adds up quickly. Steeper learning curve than simpler tools. Features can be overkill for small single-location gyms. Requires more setup time.

Best fit: Gyms with 50+ employees, multiple locations, or complex compliance requirements. Also good for 24/7 gyms needing detailed task tracking across shifts.

These three platforms handle your employee operations—scheduling, time tracking, and payroll. Homebase works best for small gyms with the free tier and straightforward setup. When I Work fits tight budgets needing just scheduling. Deputy makes sense for multi-location operations with compliance needs.

Now let's look at the other half: software for managing your members and classes.

Best gym-specific software for member management

These tools manage your members: class bookings, memberships, and customer experience.

Mindbody

Best for: Studios wanting marketplace exposure and enterprise features

Pricing: Starts at $129/month for basic features. Can exceed $300+/month with branded apps, marketing tools, and add-ons.

What it does: Comprehensive member management with class scheduling, online booking, membership sales, and access to 2.8M+ users in the Mindbody marketplace.

Key features:

• Class scheduling with waitlists and online booking
• Membership management and contract automation
• Access to 2.8M+ active users for lead generation
• Point-of-sale and payment processing
• Automated marketing campaigns and email tools
• Basic staff scheduling (not as robust as dedicated team software)

Why gyms choose it: The marketplace is the main draw—2.8M+ potential customers searching for fitness classes can discover your gym. Established tool with extensive integrations. Comprehensive feature set covers most member-facing operations.

Pros: Massive customer marketplace for lead generation. Well-established with lots of third-party integrations. Comprehensive booking and membership features. Strong automated marketing tools. Good for studios wanting enterprise-level capabilities.

Cons: Pricing escalates quickly with add-ons. Customer service challenges reported frequently in reviews. Price increases are common. Software glitches mentioned by users. Complex interface can overwhelm smaller gyms. Branded app costs extra.

User feedback: Mixed reviews. Praise for comprehensive features, complaints about costs and support. "For what it costs, the features are absolutely not worth it" vs. "Everything I need in one tool."

Best fit: Established studios with marketing budgets wanting marketplace exposure. Good for businesses comfortable with premium pricing for lead generation.

Glofox

Best for: Gyms prioritizing branded member experiences and visual design

Pricing: Starts around $110/month. Branded mobile app included.

What it does: Member management emphasizing custom-branded mobile apps and clean user interface. Creates professional member experiences without custom development.

Key features:

• Custom-branded iOS and Android apps included
• Member management and class booking
• Automated communications (email, SMS, push notifications)
• Lead capture forms and CRM
• Payment processing and recurring billing
• Attendance tracking and reporting

Why gyms choose it: Professional branded apps included in base price (competitors often charge $50-100+/month extra). Clean, intuitive interface praised consistently. Claims 2-4 hours saved in admin time weekly. Good for gyms where brand presentation matters.

Pros: Branded apps included at base price. User-friendly interface. Flat-rate pricing structure. Visual polish makes member experience feel premium. Good mobile experience for members. Responsive to feature requests.

Cons: Some hidden costs reported despite flat-rate claims. Customer service inconsistency in reviews. May need Amplify add-on for advanced marketing automation. Smaller user marketplace than Mindbody.

User feedback: Generally positive on usability and apps. "Glofox helped cut down admin time and made our clients more satisfied with their user experience."

Best fit: Boutique studios and gyms where brand presentation matters. Good for businesses wanting professional mobile app without $10K+ custom development costs.

PushPress

Best for: CrossFit boxes, martial arts studios, and independent gyms

Pricing: Free plan available (higher processing fees). Pro plan $159/month. Modular pricing with Core, Grow (marketing), and Train (workouts).

What it does: Gym management built by gym owners specifically for fitness. Modular approach—buy Core for basics, add Grow for marketing, add Train for workout programming.

Key features:

• Class and appointment scheduling
• Recurring membership billing with flexible options
• CRM and lead tracking
• Committed Club feature for attendance gamification
• Belt/rank tracking for martial arts
• Optional marketing suite (Grow add-on)
• Optional workout programming (Train add-on)

Why gyms choose it: Built specifically for fitness by people who own gyms. Understands CrossFit, martial arts, bootcamp models. Excellent customer support praised frequently. Modular approach—pay only for features you need. Free tier available for very small gyms.

Pros: Built by gym owners for gym owners. No long-term contracts. Customer support consistently praised. Free tier available. Flexible payment processing. Good for CrossFit and martial arts with sport-specific features. Scales with your business.

Cons: Multiple apps (Core, Grow, Train) can feel fragmented. Limited QuickBooks integration reported. Basic reporting compared to enterprise tools. UI less polished than Glofox.

User feedback: Strong praise for support and fitness-specific features. "The people at PushPress are so helpful, friendly, prompt, and awesome that you actually look forward to interacting with them."

Best fit: Independent CrossFit gyms, martial arts studios, bootcamp facilities. Good for gyms valuing support and fitness-specific features over visual polish.

Zen Planner

Best for: Yoga studios, martial arts schools, and wellness-focused gyms

Pricing: Starts around $117/month

What it does: Member management with emphasis on wellness and student progression tracking. Strong for businesses tracking advancement (belt ranks, certifications, skill levels).

Key features:

• Class and appointment scheduling
• Membership management with automated billing
• Student progress and belt/rank tracking
• Integrated website tools
• Mobile app for member bookings
• Attendance tracking and reports

Why gyms use it: Strong student progression features beyond basic attendance. Good for martial arts belt tracking. Automated billing works reliably. Mobile booking easy for members. All-in-one approach reduces tool juggling.

Pros: Excellent progression tracking for martial arts and yoga certifications. Automated billing reliable. Mobile app functional. Good for wellness-focused studios. Decent reporting.

Cons: Pricier than some alternatives for small studios. Less marketplace exposure than Mindbody. Fewer integrations than larger tools. Interface described as functional but not modern.

Best fit: Martial arts schools needing belt/rank tracking. Yoga studios tracking certifications. Wellness centers managing client progression beyond simple class attendance.

Pike13

Best for: Multi-location gyms and franchises

Pricing: Custom pricing (requires sales consultation)

What it does: Enterprise gym management for businesses with multiple locations or franchise operations requiring centralized control.

Key features:

• Multi-location management with centralized reporting
• Franchise-level controls and permissions
• Staff and client management across locations
• Class scheduling and billing
• Custom contracts and membership agreements
• Advanced reporting and analytics

Why gyms choose it: Scales well for franchises needing consistent processes across locations. Centralized control with location-level flexibility. Enterprise support and account management.

Pros: Built for multi-location complexity. Centralized reporting across all locations. Strong franchise management features. Enterprise-level support. Handles complex organizational structures.

Cons: No transparent pricing. Requires sales demo. Likely expensive for single-location gyms. Overkill for small operations. Longer implementation timeline.

Best fit: Gym franchises and multi-location fitness businesses (3+ locations) needing centralized management and reporting. Not appropriate for single-location gyms.

Frequently asked questions about gym management software

What is software for gym management?

Software for gym management helps fitness businesses run operations. There are two types: team management software handles employee scheduling, time tracking, and payroll for your staff (like Homebase), while gym-specific software handles member bookings, class schedules, and memberships (like Mindbody, Glofox, PushPress). Most gyms use both because they solve different problems—one manages employees, the other manages members. Together they cover complete gym operations.

How much does gym management software cost?

Team management software for employees ranges from free basic plans to $20-50/month for small gyms. Gym-specific software for members typically costs $110-300+/month depending on features and add-ons like branded apps. Total cost for both types usually runs $150-350/month for small gyms. Enterprise tools like Mindbody or multi-location tools cost more. Most tools offer free trials so you can test before committing.

What software do small gyms use for management?

Small gyms typically use one tool from each category: team management software like Homebase (free-$50/month) for employee scheduling and payroll, plus gym-specific software like Glofox ($110/month) or PushPress (free tier available) for member bookings and class schedules. This two-tool approach costs $110-200/month total and covers both employee operations and member experience without overlap or enterprise complexity.

Do I need different software for employees vs. members?

Yes. Team management software handles employee operations—scheduling trainers for unpredictable hours, tracking time with mobile clock-ins, processing payroll for multiple wage rates, and managing shift coverage. Gym-specific software handles member experience—class bookings, membership sales, online scheduling, and customer communications. Trying to use one tool for both usually means compromising on either employee management or member experience. Most successful gyms use one from each category.

Ready to manage your gym team?

Your gym-specific software handles member bookings and class schedules. Now get the other half of your operations handled: managing your employees.

Homebase gives you scheduling for unpredictable gym hours, time tracking with photo verification across your facility, and payroll that calculates multiple wage rates automatically. No enterprise pricing, no complicated setup, no Sunday night scheduling panic.

Start with the free plan. Add payroll when you're ready. Get your team managed in one app—scheduling, time tracking, payroll, and messaging all in one place. Try Homebase free.

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