How to choose the best gym software for your business

Changing gym software is a big deal. How can you make sure you make the right move for your business? Find out how to make an informed decision based on your needs.

Managing schedules. Collecting membership payments. Selling memberships. Running a high-performing fitness business means you and your team need to juggle lots of tasks.

The right gym software will turn chaos into clarity. So, you’re left with more time. More time to build your community. More time to deliver outstanding fitness and wellbeing experiences. More time to strategise and plan for growth.

Working out what gym management software is right for your business can be overwhelming. How do you pick the one that will really deliver what you need?

In this guide, we’ll explore how you can make the right choice for your business.

Let’s get stuck in!

Start with your needs

Before anything else, map out your priorities:

The right gym software partner will help you translate this wish list to correctly configure your new software to your needs.

It can also be helpful at this stage to document your existing processes. This will help you and your new software partner to find efficiencies while you make the change.

Be open

Tip

There are many gym management solutions available to gym operators today. It’s easy to make choices based on a specific feature. Step back and take the time to review if a solution really fulfils all your needs – now and those coming further down the line.

Think efficiency

When shortlisting gym management software solutions to take a closer look at, think efficiency.

Jumping between lots of different platforms and apps can quickly kill efficiency. It needn’t be that way. Many of the most popular software options for gyms are all-in-one systems with a wide variety of tools in one place:

Look for gym software that can also integrate with other systems that will further enhance your member experience. For example, with connected gym equipment, health and wellbeing services, and advanced reporting tools.

Embedded payments

Tip

When a gym software partner says they offer embedded membership payments, check whether this is built on their technology or third-party technology. As a part of Xplor Technologies, Xplor Gym boasts this benefit which means the whole process is controlled through one joined-up partner.

Look to the future

Your business won’t stand still. You need to know your software will be able to keep up. Look for flexible technology that can keep up with your needs now and into the future.

An API-first, cloud-based SaaS platform should help you set your business apart as fitness and wellbeing trends and preferences evolve.

Your software should help you think bigger and go further.

Manage multiple sites with a complete overview of all locations in one place. You should be able to stay in control of memberships, promotions, sales, staff, and access centrally.

Even choose to introduce a franchise model to capitalise on your brand and scale that way.

See the software in action

When you have a shortlist of options that meet your requirements, it’s time to book in some demos!

A potential software partner should take the time to learn about your business and your requirements in switching software. Then give you a customised demo to show you how the solution can meet your needs.

If the software meets your needs, get details of pricing. Typically, there will be different packages to choose from based on the features and access you need. And optional extras to enhance your solution.

Beware of cheap

Tip

The cheapest option rarely delivers long-term value. When comparing prices, always pay attention to the value you’ll get, as well as what you’ll pay.

Pay attention to ease of use

Modern software shouldn’t be difficult to use. In fact, when it comes to tech many operators struggle with staff and member adoption, so you can’t afford to switch to software that doesn’t have an intuitive user experience.

Your team should be able to quickly perform the tasks they need to do – especially when it comes to helping prospects and members. Saving time and avoiding errors.

Understand how you’ll be protected

Your members trust you with sensitive personal and payment details. And your gym software is what keeps your business running smoothly. So, you need to know that everything is protected.

Look for a platform that’s hosted and replicated in real-time at two UK-based data centres. So, your locations and data can be accessed with 99.5% up-time.

Relax in the knowledge that your data is backed up on secure servers each day. And you can access your business data from any internet connected device.

Plus, two-factor authentication (2FA) for all staff logins is there to protect your business even if a password is compromised. Sending a code to the user by email or text message to allow for access.

Check how onboarding & training works

Switching software can be daunting – it’s a lot of change. Look for a software partner who will make the process as clear and easy as possible.

Your new partner should:

You should get training within your own software, so you know what to expect when you start using it for real. This training should cover:

Build in learning time

Tip

It can be tempting to skip training and get stuck in straightaway. However advanced solutions that have the functionality you need to succeed today do take time to learn. Training will help you get the most out of your software investment and avoid potential pitfalls.

Know how you’ll be supported

Choose a people-focused gym software partner. That means you’ll get the support you need after you’ve gone live if you run into an issue or have a question.

Look for a partner who will give you proactive and reactive support. Proactive support to help you get more from your software. And reactive support from a solution-oriented team who are there to solve any challenges you encounter.

Plus, make sure you have access to detailed digital documentation and online training for a self-service approach.

The wrap up…

The right gym management software is essential to your success.

When choosing a new software solution:

With Xplor Gym you’ll get software that solves today’s challenges and fuels tomorrow’s expansion. See what we can do for your business.