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10 Advantages of Having a Gym Management System

10 Advantages of Having a Gym Management System

By Neesha Kanaga
Published 30 March 2021

Technology is an undeniably hot topic for both fitness consumers and providers as we shift further into
the realm of digitization. And, at the forefront of this technological fascination is gym management
software. You may have heard of it – or even be using one – but have you delved into the real
advantages of a gym management system?

In short, a club management system is a comprehensive application management system that assists
your gym administration and helps you organize effectively. The objectives of gym management systems
revolve around the simplification of the day-to-day tasks that enable your organization to work
seamlessly.

Skip ahead to

Set the Objectives of Your Gym management System

1. Client Acquisition

2. Client Retention

3. Managing Bookings and Scheduling Classes

4. Email Marketing

5. Billing Process Management

6. Cost Reduction Through Data

7. Decision-Making Support

8. A More Unified Workflow

9. Gain Insight into Your Financial Reporting

10. Manage Client Coaching

Set the Objectives of Your Gym management System

Before your belt out for any software, it’s important to weigh its pros and cons against your business
goals. If it doesn’t help you meet those goals either directly or indirectly, move on and find another tool
that fits your needs. The last thing you want is to end up with a surplus of software.
That said, the advantages of a gym management system are manifold; in this blog, we will break down
some popular gym management system features and their uses.

Building and running a gym involves hard work, time, and endless upkeep of processes. You have to
manage staff schedules, onboard clients, find new leads, and ensure that your fitness center is always up
to scratch.

You also need a competent team to run classes and tools to track member attendance and collect fees,
send out invoices, pause contracts, retain members, automate marketing flows – and that’s just the tip
of the iceberg.

This is where robust gym management system features c

1. Client Acquisition

A key feature of a gym management system is its user-friendly ability to market your business to
maximize the new member acquisition.

Capturing prospective clients for your gym may seem simple in theory, but in practice, it’s a complex
process that involves understanding your user journey. Many fitness facilities often shoot from the hip
when it comes to lead acquisition without ever really understanding how their clients decided to sign
up.

One of your objectives when using a gym management system should be to capture leads and turn them
into paying clients. Specially designed software can help you initiate triggers that alert you about where
a prospective client is along your sales funnel. You can use these triggers to create automated
communication, such as emails and other messages to keep them interested.

The advantages of a gym management system are that these tasks end up taking less time as everything
just needs to be set up once and tweaked as you progress with your messaging.
2. Client Retention

A club management system is a great way to engage with your existing members by providing a steady
flow of communication about your club’s happenings.

The objectives of a gym management system include making interactions between you and your
members easier and more beneficial for both parties. You can use the features present in the software,
such as community groups, to members updated about club events, fitness challenges, member
appreciation posts, new equipment, or member referral programs – whatever floats your boat!

Additionally, a club management system like Virtuagym provides clubs with a portal where they can
easily manage details of members’ payments and attendance rates – meaning you can do outreach if
you believe a member may churn.

To learn more about lead acquisition and client retention strategies for fitness businesses, read our e-
book on the subject.

3. Managing Bookings and Scheduling Classes

With a club management system, you can easily schedule classes, timeslots, and other events for your
fitness center.

The other advantage of a gym management system is that you can link openings to a client-facing app
that enables members to book their own timeslots and classes as per their favorite instructor or
workout.

The ease of communication, as well as processes, enables you to provide clients with a valuable offering
that they will love. Not to mention, it will set you apart from your competition – if they are still doing
things manually. As a result, this will feed into your client retention strategy and attract more members
who value flexibility and time saved – it’s almost as if your club’s techy edge acts as its own marketing
strategy!

4. Email Marketing
An especially useful gym management system feature to have is in-built email marketing.

There are many ways you can divvy up your email marketing strategy, ranging from sporadic top-of-
funnel communication to more detailed bottom-of-funnel outreach.

Clubs can incorporate email marketing to send automated nurture flows, craft monthly newsletters, or
create updates whenever is necessary to keep your clients engaged.

5. Billing Process Management

Managing a fitness club involves a slew of administrative tasks such as payments, invoices, contracts,
billing, cancellations, etc. Traditionally, you would need a whole team to look after different accounts.

However, one of the advantages of a gym management system is that you can see an overview of your
club’s finances on your online platform. This can bring your organization to a whole new level while
saving you time, money, and stress.