5 ways to make switching gym management software stress-free 

Switching gym management software is a big deal for almost all gyms and fitness clubs. It’s an investment in the future of your business that will take time and energy. There are ways to make it smooth and stress-free – find out how… 

Let’s be honest! Taking the plunge and switching gym management software is a daunting decision. One that’ll always take a level of investment and commitment. 

You’ll need to allow time for the changeover to happen. You and your team will need to learn the new system. And you’ll need to navigate what the change means for your members. 

With the right approach (and partner) switching gym software can be straightforward. Read on for 5 ways to make sure that changing software is an uncomplicated, stress-free experience. 

Let’s get stuck in! 

Signs it’s time to switch gym software 

Tempted to put off switching software? You’re not alone! Plenty of gym owners and operators delay upgrading to a new gym management system.  

This may save you some hassle in the short-term. But, as time goes on, it can have a serious impact on your ability to run a successful, profitable gym business. 

These are the most common warnings signs that it’s time to switch that owners and operators ignore: 

5 ways to take the stress out of switching gym management software 

Did any of these warning signs sound familiar? Then it’s time to look at switching asap. 

Switching gym software is an investment in the future of your business. 

To make it a success you’ll need to be ready to invest time and effort upfront. This investment will soon pay off when you have a future-ready solution. A flexible solution that’s tailored to your exact requirements. 

How to take the stress out of switching: 

1. Have a proper plan with realistic timelines 

Migrating from one software solution to another requires careful planning. 

Exactly how long you’ll need to make the switch will depend on a range of factors. For simple businesses it may take 8 weeks (or less). For more complex businesses, it can take 12+ weeks and a phased approach may be best. 

Your new software partner should start by understanding the ins and outs of your business. They’ll identify risks, dependencies, and assumptions that need to be considered. And create a detailed project plan with clear timelines. 

It was imperative for our business to take a phased approach to onboarding and go-live. This started with launching Xplor Gym at a pilot site, before rolling out gradually across all 18 sites. We engaged key stakeholders from across our business in the project right from the start. This helped us build a solution that fits our unique needs.

By partnering with Xplor Gym, we benefited from a strong project management team, regular meetings, and a highly collaborative, flexible approach to onboarding.

Xplor Gym’s end-to-end approach to project management has been first class, from implementation to data management and everything in between. We now have a solution that’s best-in-class for both our team members and members alike.

Keith Pickard

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2. Set the right expectations upfront 

When switching to a new gym management system, you should have a clear idea of what you’re trying to achieve. Think about: 

Consider how you’ll measure success. Think time saved, increased retention, number of new members, revenue growth etc. 

Your new software partner should understand your business, your goals, and what success looks like for you. And they’ll set clear expectations to help you understand what’s possible. 

The result will be a solution that’s configured for your specific business and needs. Clear expectations, no disappointing surprises! 

We found the onboarding team really helpful – nothing was too much bother. We had regular calls and our questions were answered quickly. The whole process was mapped out for us so we knew what to expect and what we’d need to do to keep it on track.

It was also valuable to get our hands on the system before it went live. This helped us get to grips with it ahead of time.

Stephen Haughey

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3. Get your data migrated for you 

Another important element of a successful switch is moving your member and payment data. 

Your new software partner should do the heavy lifting for you. And that means migrating your existing member data – including membership payments – to your new solution. 

There should always be thorough testing of this migration before the live transfer happens. This will allow you to learn your new software using realistic data too. Extra peace of mind ahead of the big switch! 

Constant communication and being able to ask any questions that come up is vital when moving to a new solution. The biggest positive was how fast the Xplor team responded to questions, concerns, and issues. Everything was addressed and resolved quickly. We were given clear dates and details of what would happen. From signing the contract, we were able to switch quickly and were never left waiting.

Luke Tyler

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4. Learn your new software before go-live 

A big benefit of modern gym management software is how easy it is to navigate and use. No specialist IT skills required!  

Still, you want to get the most out of your investment and avoid any hiccups when you launch your new software. So, training for you and your team is essential. 

Your new software partner should provide training as standard during the migration process. Training within your own software, so you and your team know what to expect when you start using it for real. 

Look for training that covers: 

5. Choose a people-focused partner 

One of the biggest challenges of switching gym management software often comes after you’ve gone live.  

Suddenly you’re left to fend for yourself. You run into an issue. Or have a question that you need a fast answer to. You reach out to your new software provider. Hours and even days go by and you’re left waiting for an answer.  

Leaving you stuck and frustrated. 

Your new software partner shouldn’t put you in this position. Choose a people-focused software partner. With support that puts your business first before, during and after go-live. 

This industry is people by people – and that’s important when choosing software. People matter, you have to be able to build a long-term relationship with the people behind the system. You have to know there will always be someone available to help.

I saw quickly that with Xplor Gym, we’d get support from people who are easy to work with and actually care about finding solutions. Sometimes that matters more than being the cheapest option.

Lee Button

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This is where Xplor Gym stands out: 

The wrap up… 

There are clear signs that it’s time to upgrade to a new gym management solution. Many gym owners and operators put this change off a little too long. That can seriously impact success. 

Switching can be daunting. There will always be a certain level of time and resource required for success. And you’ll need to navigate change for your team and members too. 

There are ways to take the stress out of migrating to new gym management software: 

And when you choose to join the ambitious gyms who’ve already switched to Xplor Gym, the whole switching experience will be smooth. Our experienced team will be on hand to help your business succeed before, during, and after you make the move.  

Get in touch to learn more about Xplor Gym and find out what switching will look like for your business.