There are several different aspects to consider when it comes to managing a fitness facility. From sorting and pursuing leads, signing on members, and keeping track of their progress to handling billing and administrative tasks, running a fitness center can become cumbersome for both – the staff and the owner. To streamline processes and reduce the administrative burden, most gyms opt for gym management software, which seamlessly integrates all these tasks under one access location.
Functions of a gym membership management software
By and large, gym membership management software is designed to ease the running of fitness facilities. The features and capabilities of each of these tools depend on the provider and plan that businesses choose. That being said, gym software is generally equipped to handle things like check-ins and visit tracking, paperless sign-ups, emails and SMS communication, and registration tracking, among other tasks.
Broadly, there are two aspects of gym membership management – acquisition and retention. Using software here helps automate marketing outreach and lead generation, which helps improve brand awareness and interaction over time. It becomes easier for the staff to track these leads and offer personalized fitness solutions to convert them into paying members. Some leading software providers also offer customized marketing solutions, along with performance tracking.
Once a customer has been acquired, the goal is to maintain a cordial relationship with them for repeated business through brand loyalty. Relying on a fitness center membership management software can help here as well, as these systems often have built-in tools that help keep members engaged by way of automated communication, regular check-ins, surveys and feedback forms, referral programs, social media integration, and much more. This interaction with customers via the software also helps business owners identify any problem areas or “red flags,” and deal with them promptly to minimize loss of revenue.
To improve retention, many gym and fitness club member management software offer automated renewals to customers, which reduces the risk of cancellation. While members can turn auto-renewal on or off based on their needs, they become less likely to leave, given the convenience and familiarity with the business.
Apart from this, gym membership management systems can also be used to offer promotions and discounts that are tailored for users or exclusive to apps. Since these deals cannot be found elsewhere, customers are more likely to return or continue their memberships, ensuring better retention for the business.
Features to look for in a gym membership management software
Finding the right fitness center membership management software can be difficult due to the varied options available. To make this process simpler, businesses should pay attention to certain features and specifications.
1. Business integration
Gym facilities often rely on a variety of different tools and software to manage their flow of work. This includes accounting, billing, and emails. Looking for software that allows seamless integration with all of these tools can help automate processes, reduce admin errors, improve customer service, and simplify work. This can also help free up team schedules, reduce staffing costs, and provide managers enough time to focus on scaling the business instead of handling admin tasks.
2. Ease of use
When investing in any software, business owners must always pay attention to its intuitiveness and ease of use. While having gym membership management software that can do it all sounds like a great idea, the software itself isn’t worth much if the team cannot get the hang of it. For the team to make the most of this investment, navigating the software should come naturally.
It is also important to note that it’s not the team alone that interacts with the software. The customers are also equal participants in this process. Having to deal with a complicated process may result in frustration for the customers, which can have a negative impact on the business. From profile management to accessing classes and schedules, pick software that is quick, responsive, and user friendly.
3. Customization
Not every gym operates the same way. That is why, any fitness membership management software a business chooses must offer customizable features. Examples include curated experiences for certain member groups, based on their membership levels, habits, and preferences, personalized emails or text messages (and the ability to opt out of them), sign-up forms, and access to other amenities that the gym offers. When used efficiently, these systems can go a long way in retaining old clientele and successfully converting new leads into active members of the community.
4. Cost-effectiveness
As with any other business decision, owners need to consider the pros and cons when investing in gym management software. The goal is to look for a tool that reduces the team’s time and effort efficiently without breaking the bank. To discern this, fitness center owners must consider the monthly fee or subscription to these services, the time and energy required to set it up and train the staff, the cost of any required hardware for seamless usage, and any additional or hidden fees that come along with it. This is the total cost of investment, and it must be compared to the final return on investment (ROI).
The ROI for gym management software can be measured in the form of reduced admin costs, longer opening hours, increased servicing, more leads and sign-ups, better membership retention, frequent bookings and classes, more engaged staff, and better report generation and growth opportunities.