Best CRM For Gyms In 2025

Running a successful gym is not only about workouts, but also about managing members and nurturing leads. Customer relationship management (CRM) software can increase the efficiency of your gym, improve member experience, and help it grow. 

This guide features the top CRM tools specifically designed for fitness studios and gyms. Moreover, it discusses their main aspects and why gyms need CRM. Considerations when selecting a gym CRM are also included, which will enable you to make the right decision for your fitness business. 

Disclaimer: The pricing is subject to change 

Zoho CRM software is a comprehensive platform that serves a wide range of industries, including fitness. It centralizes contacts, automates sales processes, and generates powerful analytics. This helps businesses convert more leads into customers and build lasting memberships. The flexibility of Zoho allows gym owners to tailor modules and fields to their specific requirements. Additionally, artificial intelligence (AI) tools, such as Zia assistant, provide productive insights to boost member engagement and streamline follow-ups. 

Salient Features: 

• AI Forecasting 
• Territory Management 
• Lead Nurturing 
• Journey Orchestration 

HubSpot CRM software is one of the most popular free CRM platforms, featuring an intuitive interface and rich features designed to meet the needs of small businesses and gyms. It offers a unified view of all contacts, tracks every interaction, and automates marketing outreach. All this is available at no cost with the basic CRM version.  

The tools provided by HubSpot help gym owners nurture leads and members. This can be achieved through personalized emails, live chat, and robust reporting, all within a single, easy-to-use platform. 

Salient Features: 

• Leads Generation 
• Pipelines Building 
• Marketing Automation 
• Content Creation 

Monday CRM  is an extensively customizable CRM and work management program that can change to suit the sales and marketing processes of a gym. It enables creating custom pipelines (i.e., trial leads, tours, memberships) within a visual interface and automating tasks or reminders.  

Monday CRM keeps all customer communication (email, calls, follow-up) centralized and tracks leads and members with drag-and-drop boards and dashboards. It is also customizable, so it is a reasonable alternative in case businesses feel the need to tailor the CRM to their gym procedures. 

Salient Features:

• Activity Tracking
• Mass Emails
• Sales forecasting
• Lead Capturing

Mindbody is a prominent all-in-one system that is purposefully designed with regard to fitness and wellness. It is renowned for strong class planning and management.  The integrated marketing tools help gyms and studios streamline their daily activities and expand their clientele. Mindbody connects customers to a vast network of fitness enthusiasts. It also provides branded mobile apps that enable more clients to easily book classes and connect with the gym.

Salient Features:

• Business Financing 
• Staff Management 
• Business Reporting 
• Marketing Tools 

Teamup is a comprehensive fitness business management software that puts the ease and convenience of users first. Its interface is simple to use when registering members, scheduling classes, and making payments. Gym owners can offer a smooth sign-up process with TeamUp. They can also achieve high retention rates through their member tracking and automated communication.

Salient Features:

• Customizable Access Control 
• Custom Fields 
• Smart Color-Coding 
• Parameters Linking 

ZenPlanner is a fitness business management tool that provides all that is required to manage a successful gym or studio. It integrates billing, membership, scheduling, and workout tracking processes. Using this CRM platform, gym owners can concentrate on engaging members because of task automation. Zen Planner also includes a Member and Staff App. This can be used to check-in to classes and manage on the go. 

Salient Features:

• Membership Management 
• Scheduling And Booking 
• Workout Tracking 
• Reliable Finance Tools 

Gymdesk is a gym management system designed to be as simple and easy to use as possible. It offers a system of digital membership management, scheduling classes, enrollment, and attendance. Furthermore, it also offers billing and marketing with a clean and easy-to-use interface. Gymdesk will save gym management time by automating repeating processes and summarizing data. This allows them to focus on gym growth and member engagement. 

Salient Features:

• Digital Membership Management 
• Recurring And On-Demand Payments 
• Ready-Made Website 
• Attendance And Progression Tracking 

ZENOTI is a platform with AI deployment and enterprise-level utilization, primarily used by fitness clubs, spas, and studios. It is an integrated solution that involves all forms of online reservations, point of sale, marketing, and loyalty programs. Zenoti brings powerful class and appointment scheduling, billing, and payment automation. All of this comes with a fluid experience across web, mobile, and even self-serve kiosks. Its AI properties support optimized operations and personalization of each point of contact to generate revenue. 

Salient Features:

• Comprehensive Membership Management 
• Membership Lifecycle Tools 
• Mobile-First Member Experience 
• Unified Dashboards 

WellnessLiving is a comprehensive gym and studio management system designed to simplify the life of a fitness entrepreneur. It handles scheduling classes, clients, payments, marketing, and loyalty programs all on one platform. WellnessLiving offers a staff app named Elevate and a client app called Achieve to enable on-the-go staff management and self-service for clients. It provides meaningful amenities as part of its standard plans (at lower prices than some competitors), which makes it a favorite among boutique gyms and studios that need more efficiency and retention. 

Salient Features:

• Simple Check-Ins 
• Automated Billing 
• Smart Marketing For Sustainable Growth 
• Custom Branded App 

vcita is a small-business CRM and client management program adaptable to independent trainers, studios, or gyms that emphasize personal services. It unifies client contacts, scheduling, billing, and marketing in a centralized place. vcita contains a client portal where clients can book sessions, pay invoices, and exchange documents online. It also provides auto-emailing or SMS campaigns and even AI (BizAI) options to assist in following up. It is a tentative option for those seeking a modular system with wide functionality. 

Salient Features:

• Client Portal 
• Payment Processing 
• Online Scheduling 
• Marketing 

CRM for gyms plays a vital role in managing interaction with current and prospective members. This makes it essential for running a successful fitness facility. CRM software is beneficial for gyms of all natures and sizes. Below are key reasons why it is invaluable for gym owners and managers to have a CRM software: 

Boost Member Retention And Loyalty

Member retention is crucial for a gym’s bottom line, as roughly 50% of members quit within the first six months. A CRM assists by tracking the activities conducted by each member and prompting timely, personalized follow-ups. It is also economical as it is significantly less expensive to retain an existing member than to bring in a new one. 

Centralize Member Data And Management

CRM is the single source of all the information about the members. It monitors all the interactions a member makes with your gym. This includes sign-ups, check-ins, and personal training sessions. All information, such as contact details, attendance history, billing records, and preferences, is in a single location. The employees do not need to juggle spreadsheets or scraps of paper.

Automate Repetitive Tasks

Managing a gym involves a lot of minor repetitive tasks that consume staff time. These activities can be automated with a CRM to give your staff relief. A CRM can automatically issue follow-up emails, send welcome messages to new members, remind them of impending renewals, or late payments. 

Improve Member Communication

Regular updates at the right time keep members engaged. A CRM for gyms has integrated communication to communicate with members with the right message at the right time. You can segment your audience and send specific updates or offers. Such private communication helps the members feel that they are being heard and appreciated. 

Streamline Sales And Lead Follow-Ups

Each inquiry or walk-in tour is a potential new member. A CRM makes sure that no sales leads are lost in your sales process. It arranges the entire path of membership sales. This can include gathering information on potential members, organizing emails, and making follow-up calls. Tracking the status of every lead, as well as scheduling follow-ups and converting leads into paying members, can increase conversion rates. 

Personalize Member Experiences

CRM enables you to deliver personalized experiences at scale. Interactions can be tailored according to member preferences, goals, and milestones. The system can notify someone who has achieved a milestone. For instance, if someone has completed 50 classes, they can get a congratulatory message. This will fuel their enthusiasm; moreover, the system can recommend new classes based on their activity. 

Stay Competitive And Scale Effortlessly

In an increasingly tech-driven fitness market, a CRM is becoming a necessity to keep up with the fast-moving market. More so, 91% of companies now use some type of CRM system to manage relationships with customers. Gyms, including smaller studios, are also a part of this trend. They use CRM tools to create a competitive advantage and deliver professional experience. The silver lining is that the current crop of these solutions can be scaled to suit any size of gym. They can handle 50 or 5,000 members at once. These systems also offer tiered plans, letting you start with a simple package and add features as your business grows. 

Gym owners should consider various factors to acquire the best CRM software since they are not all the same. One of the most significant factors is to determine how well each option aligns with the unique requirements of your gym. When choosing a CRM for gyms, keep the following considerations in mind: 

Identify Your Must-Have Features

Start by enumerating the main competencies your gym requires of a CRM. Ensure that whichever solution you are looking at addresses the following basics:

These are some key characteristics of a gym-centric CRM and will streamline your daily operations. Identify any business needs that require special features, and use this feature checklist to narrow down your options.

Ensure Easy Integration With Other Systems

Consider the role the CRM will play within your existing technology system. One crucial factor is integration. The CRM must be compatible with the other software and platforms your gym uses. For instance, it should integrate with your billing or accounting system, calendar, or the registration services on your gym website. A CRM that is already integrated with your existing tools will create a more seamless process in your gym operations. 

Prioritize A User-Friendly Interface

Having the most advanced CRM will be of no use if your employees find it complex. The priority must be on ease of use. Look for an interface that is simple for you and your team. Contemporary CRM systems often focus on simplistic designs. During trials or demos, be aware of the speed at which you can complete mundane tasks.  

Evaluate Customization And Flexibility

Your gym has its way of doing things. You need a CRM that adjusts to the way you work, not the other way around. Check what customization will be provided. Do you have the ability to create your own membership plans, tags, or status categories? Can automated emails be sent in your branding and voice? An effective CRM for gyms will enable you to customize elements to meet your company’s requirements. 

Check Support And Training

It is far easier to implement new software if it provides good support. Explore the types of training and customer service offered by the CRM vendor. Are there any onboarding services or face-to-face training provided to your staff? Does it have a complete help center or knowledge base with tutorials? Ideally, you may want to consider what type of training material is available. Some companies provide webinars, how-to videos, or even training on-site. 

Read Reviews And Get Recommendations

Find out the reputation of the CRM in the industry before you decide. Check reviews from other fitness businesses or gyms of the same size. Based on experiences, a lot can be told about how well the software will perform and the vendor's credibility. Look out for reviews about user-friendliness, responsiveness to customer issues, or any problems encountered.  

Moreover, asking for recommendations is always a good practice. First-hand endorsements or warnings can confirm your decision or forewarn against a possible complication. Choosing a CRM with a proven track record of success will instill greater confidence that it will meet your expectations. 

Plan For Scalability And Growth

Think long-term: a CRM may well serve your requirements now, but will it suit you in the future? When you are interested in the growth of either membership or the locations, make sure the software can handle growth. Questions to ask:  

• Can this be increased to add capacity or users to the system?  
• Will the CRM allow you multi-location management in case you expand to a second gym?  

Make the right decisions and pick a CRM that is scalable and can be adapted to future expansion. 

Consider Cost Vs. Value

Finally, determine the cost against the value that the CRM will bring. It may be appealing to choose the lowest deal, but it is essential to consider what you are paying in value. A somewhat more costly system may be a good investment in the long run. It can save you a significant amount of time and help you retain members.  

Studies show that CRM software delivers a strong return on investment (ROI); over $8 in ROI for every $1 spent, on average. Most vendors do a free trial or demo. You should take advantage of that to determine whether the value of the platform would justify its cost.  

Ultimately, select a CRM that suits both your budget and provides a clear path towards the success of your gym.