Requirements checklist
What to ask for when choosing software for gyms and fitness studios.
A checklist built from how gyms and fitness studios work, to print or save as a PDF and bring to any supplier meeting.
What the software should cover
Tick each one that matters to your business.
- Enquiries and trial passes
- Membership plans and dues
- Check-ins from the biometric device
- Renewal reminders
- PT packages and trainer share
- Batch booking for group classes
- Lockers and supplement stock
Roles that need their own access
Who logs in, and what each person may see or change.
- For owners
- For the front desk
- For trainers
- For branch managers
Reports to ask for
Ask to see each one with your own sample data.
- Active, expired and frozen members by plan
- Renewals due and renewals missed
- Fees collected and dues outstanding
- Check-ins by day and by hour, with the peak on the cardio floor
- Personal training sessions used and left
- Trainer commission payable
- Supplement sales and stock to reorder
Systems it may need to connect to
Note which ones you already run.
- SMS and email
- Mobile wallet and payment gateway
- Biometric or RFID door devices
- Accounting export
Questions for any vendor
Put these to every supplier you are comparing.
- Will the desk be warned when a plan has expired?
- Does it send renewal reminders?
- Are personal training sessions tracked?
- Can members pay part of a fee and the rest later?
- Does it work with a biometric or RFID reader?
- Can it handle more than one branch?
- Is there a link to our accounting package?
- Can existing members be moved over?
- Who owns the member data?
- What does it cost?
- How quickly can the front desk start using it?
- What should the gym owner gather?
Where the work usually breaks today
Circle the ones you recognise. They set the order of the project.
- Members stop attending before they stop paying
- PT sessions are tracked in notebooks
- Renewals depend on the manager’s memory
- Freezes and transfers are untracked
Prefer to talk it through? See the gyms and fitness studios page.