Leads, trials, memberships and the members about to leave
CRM for gyms and fitness studios
Every lead followed up to a trial and a membership, direct debits collected, attendance tracked so members going quiet are contacted before they cancel, and PT and class revenue reported by trainer.
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Retainer: the gyms and fitness studios edition, in your browser
One of twelve industry systems we build from, each with its own screens, workflow and vocabulary. Retainer carries retainers, MRR and renewals on a 12 month strip, plus the pipeline, inbox with SMS and email, quotes the customer accepts online, schedule, editable automation flows, reports and a phone view. Sample data in your browser only. Your build carries your own stages, fields and rules.
Use Expand in the demo toolbar for a full screen view, press Escape to close it, or open the gyms and fitness studios demo on its own page.
Who this is for
Built for gyms and fitness studios
Independent gyms, boutique studios, martial arts schools and personal training businesses with 1 to 10 sites and 100 to 5,000 members, paying per member for software and still losing leads and members through the gaps.
Lead and trial follow up
Website, social and walk in leads get an immediate reply and a sequence until they book a trial. Trial attendees get a join offer that expires, with a call task for the sales team.
Memberships and payments
Sign up online, direct debits through GoCardless or Stripe, failed payments chased, freezes and cancellations handled with a save offer.
Retention alerts from attendance
Members whose attendance drops against their own pattern are flagged and receive a check in message, with a task for a trainer to call.
PT and class revenue
Sessions and classes logged against trainers with revenue and utilisation reported, and packs of sessions tracked to expiry.
Pipeline
The stages work moves through
A starting point we adjust to your process in the first design week. Each stage can require fields, trigger messages and create tasks.
- Lead
- Contacted
- Trial booked
- Trial attended
- Joined
- Active member
- At risk
- Cancelled or won back
Records
What the system keeps track of
Real record types with the fields your team uses, related to each other so one screen shows the whole picture.
Integrations
Connected to the tools you already run
Two way where both sides edit the data, one way where they do not, monitored for twelve months as part of the build.
- Access control or check in system
- GoCardless or Stripe
- Xero or QuickBooks
- SMS
- Mailchimp
- Class booking app or built in booking
Questions we get asked
How much does a gym CRM cost?
A gym CRM with leads, trials, memberships, payments, attendance based retention and trainer reporting is typically 8,900 to 14,900 US dollars fixed, delivered in six to eight weeks. A lead and membership system starts at 4,900. No per-member fees, which is the main cost of gym software as you grow.
Can it collect membership payments?
Yes. Members sign up online, direct debits or card payments are collected through GoCardless or Stripe on the membership schedule, failed payments are retried and chased by text, and freezes, upgrades and cancellations are handled with the correct proration. Payments sync to Xero or QuickBooks.
Does it track attendance?
Yes. Check ins from your access control system or a front desk tablet, class bookings and PT sessions are recorded per member. Attendance patterns drive retention alerts, and reports show peak times, class utilisation and members who have not visited in 14 or 30 days.
Can it replace Mindbody or Glofox?
For many independent gyms and studios, yes, with class booking built in and a migration of members, memberships and payment mandates. Gyms move when per-member pricing has grown, when the platform's sales and retention tools are weak, or when they want to own their member data.
Tell us how your gyms and fitness studios business works. We will quote the CRM that fits it.
A 30 minute written brief from you, a fixed price and a two page scope from us within two business days. No call required, no obligation.