Guide: How to Choose the Right Gym & Fitness Class Booking Software in 2025?

Share

Table of Contents

Hand holding a smartphone with gym booking app on screen. Text: "How to Choose the Right Gym & Fitness Class Booking Software in 2025?.

Can you imagine trying to book a flight in 2025 without using an app? Or getting into your car and driving to a new place without using a navigation app?

No? That makes sense—it’s something we’ve all come to expect.

We’re sure you already know this, but just to drive the point home: your gym members have the same expectations when it comes to booking their fitness classes. They want the convenience of instant access, easy navigation, and seamless communication—just like sending a message or booking a flight with a few taps on their phones.

However, selecting the right gym booking software is no walk in the park.

With over 100 booking software options on the market today, it’s easy to feel overwhelmed. Choosing the right gym booking software is a complex decision with long-term consequences for your gym’s efficiency and member satisfaction.

That’s why we’ve put together this guide. With years of experience in both the fitness and tech industries, we’re here to help you choose the right gym booking software for your gym.

Steps to Pick the Right Booking Software for Your Fitness Facility

Want to know how gym and health club owners select the perfect software out there in the real world? See how Dylan Benett from Mesa Fitness Health Club navigated the journey of selecting the ideal gym booking software with SHC. Click here to read.

1. Get Team Buy-In 

It’s not just the front desk staff who will interact with the gym booking system. Managers, marketing directors, instructors, etc. will all be affected by the software. 

So, gather input from your team. Sit down with all your department heads and ask them what they really need from the software. Understand their technology needs, challenges, and goals. 

Find out what’s working (or not working) with your current system, and any pain points they’re facing with things like customer support, integrations, or ease-of-use.

What features do they need to make their jobs easier? Do instructors need a better way to track attendance or manage waitlists? Would the front desk benefit from automated reminders? 

Understanding everyone’s needs from the get-go will ensure the software supports your entire team. This will further help you avoid any surprise requests later on.

2. Define Your Gym’s Top 5 Goals 

Now, narrow down what your gym or health club wants to achieve with this software. You should focus on specific goals—make sure to include objectives related to Member Experience and Revenue. These will be your guiding light throughout the whole process.

For instance:

  • Improving member booking and retention.
  • Increasing class attendance and reducing no-shows.
  • Streamlining operations to save time for your staff.
  • Enabling better communication with members.
  • Enhancing revenue through better upselling (e.g., class reservations, personal training sessions).

On a granular level, it could be something like: “I want my members to easily book classes and buy products directly from the app, anytime, anywhere”, or “I want to increase non-dues revenue from personal training by 10% this year.”

Keep these goals front and center as you move forward. They’ll help you evaluate each software option.

3. Make a List of Requirements and Define Your Budget 

Once you have your goals in mind, create a detailed list of must-have features. 

Do your members need mobile access? Automatic waitlist management? Payment processing integration? Customizable booking options? For clubs with amenities like tennis or squash courts, the ability to manage reservations effectively would be critical. For instance, if courts are a major part of your operations, you could benefit from Court Scheduling Software.

You might need to have a few meetings with your department heads to really nail down what you need, but trust me, this effort will save you a lot of headaches later.  

Once the features are listed, define your budget clearly. Be realistic about what you can afford for your gym or health club while also considering the long-term ROI of choosing the right system.

Pro Tip: Not sure what features you should be looking for? We’ve created a comprehensive free Feature Checklist to help guide you through the process! 

4. Research and Shortlist Top Software

Now it’s time for research. 

Look into software vendors that cater to the member-facing category, with a focus on features like ease of use, mobile compatibility, and scalability. 

Narrow down your options to 3 top vendors that meet your requirements and compare their offerings side-by-side. Create a ranking system to help prioritize the ones that best align with your goals.

5. Set Up Product Demos and Test Your Best Fit 

With your top three options in hand, reach out to these vendors and request product demos. 

This is where you’ll get a chance to test the software firsthand. Have your team involved in these demos to ensure everyone who will interact with the system has a chance to evaluate it. 

Pay attention to usability, integration with your current systems, and whether the software meets your gym’s specific needs. After the demos, discuss with your team, compare notes, and make a final decision on the system that’s the best fit for your gym.

Top 10 Features to Look for in Gym & Health Club Class Booking Software

Choosing the right booking software can feel overwhelming with all the options out there. So, instead of giving you a never-ending list of features, I’m going to focus on the 10 essentials that truly matter. These are the features that will make life easier for your staff, give your members an experience they’ll rave about, and help your fitness facility grow. ⬇️

1. Advanced Class Booking & Attendance

Three app screens showing booking options for tennis, Pilates, and buying programs with prices and a payment button.

The core of any great booking system is how easy it makes life for your members. 

Your members should be able to book anything and everything – literally. The booking software should allow bookings for sessions, programs, clinics, and other offerings, all of which should automatically sync with their personal calendars. It should be capable of automatically marking attendance based on bookings and club check-ins.

Giving members control over their bookings is key to delivering a great fitness experience. 

For instance, members at ProMedica ForeverFit love the convenience of booking lap lanes and attending live-streamed classes via the SHC booking app. 

“It also gives us valuable data to better organize schedules and create more targeted programming,” says Sandi Denniss, Operations Manager.

Questions to Ask Your Vendor:

  • Can members book specific equipment or spaces like bikes, reformer beds, or swim lanes?
  • Can class bookings be aligned with tiered memberships for premium access?
  • Can attendance marking be automated based on bookings and check-ins?
  • Can members book and purchase for family members, including camps, lessons, and clinics?
  • Are payment options integrated with popular billing systems like ABC, Jonas, or Stripe?
  • Does the system allow members to manage bookings across multiple classes and programs easily?
  • Can staff book and manage reservations for members who need assistance?

A great example of this is The Atlantic Club, which worked closely with SHC to set up Group Ex class bookings, Aquatics bookings, and even Racquetball Court bookings – leading to over 20,000 bookings a month! This is exactly the kind of impact the right booking software should provide.

2. Waitlist Management

Waitlists should feel like a benefit, not a frustration, for your members and staff. Your software should automatically notify members when a spot opens up and let them confirm with one click. It should also give you the ability to customize waitlist policies to fit your club’s unique needs.

For example, if a class allows late cancellations, the waitlist should prioritize filling the spot as soon as it’s freed up. Similarly, your staff should be able to manage and monitor waitlists effortlessly to ensure that no member misses out due to system inefficiencies.

Questions to Ask Your Vendor

  • Can the booking software notify waitlisted members automatically when a spot opens up?
  • Are there options to customize waitlist rules for different classes and departments?
  • Does the system support multiple waitlist types (e.g., standard, late cancellations)?
  • Can members confirm waitlist spots with a single click through the app or website?
  • Are waitlist analytics available to track demand for popular classes or equipment?
  • Does the booking software allow staff to manage waitlists quickly and efficiently?

3. Member-Facing Apps: Mobile and Web

A digital interface for selecting class instructors and substitutes with options for volunteers and pending responses on a blue background.

It won’t be too far-fetched to say—most of us live on our phones today – including your members. So your software better has a fitness class booking app that makes their lives easier. 

While mobile apps dominate the scene, it might surprise you to know that a good number of your members—especially seniors—still prefer using a web app. A web app is just as important for creating a complete experience. And while we are at it, your web app should mirror the mobile app’s functionality, making it easy for anyone—members or non-members—to book, pay, or get updates seamlessly.

For instance, at Elevate Fitness, high member engagement is driven by their app. 

“We make sure that every member we sign up uses the app, and we get them engaged right from check-in to booking classes,” says Tom Muller, Owner of Elevate Fitness.

Questions to Ask Your Vendor:

  • Does the fitness class scheduling software include apps for both mobile devices and desktops?
  • Can members access class schedules, make bookings, and handle payments with ease?
  • Are push notifications available for reminders and updates (like waitlist spots opening or class time changes)?
  • Is the fitness class booking app simple enough for all customer segments, especially senior citizens, to use?
  • Can the app handle multiple bookings—like for families or groups—without confusion?
  • Are the apps branded for your club, giving members a polished and professional feel?

4. Calendars

Three mobile app screens display calendars with class schedules and details on a blue gradient background.

Another key feature to look for is a system where all calendars are interconnected and automatically updated. This avoids confusion and keeps everyone on the same page.

For example, if one of your instructors adjusts the timing of a class, that update should instantly reflect across personal calendars, department schedules, the club calendar, and even on your website or in-house displays. For Dylan Bennett, Regional Marketing Manager of Mesa Fitness, Colorado, it has done just that:

“The calendar functionality has alleviated a lot of pressure at the front desk, reduced manual errors, and gave our members the convenience to book from anywhere.” 

Questions to Ask Your Vendor

  • Does the system automatically update all connected calendars, including member and department calendars?
  • Can changes to schedules trigger real-time notifications for members and staff?
  • Are updates reflected on the Mobile App, website, and in-club TV displays simultaneously?
  • Can the software adjust payroll automatically when instructor substitutions occur?
  • Does the system allow for multi-channel notifications (push, email, banners) about changes or updates?
  • Can members see updates to their bookings instantly without needing to recheck?

A well-connected calendar system would do two things: first, make sure your members always have the latest information, and second, your team spends less time handling manual updates.

5. Guest & Family Member Booking

Three phone screens show different forms for adding family members, child accounts, and guests, set against a blue gradient background.

It’s always great when your members want to share their love for your club with their friends or family. Your booking software should make this easy by allowing them to invite guests or book for their loved ones without any hassle. 

Not only does this increase engagement, but it also gives non-members a chance to try out your services and potentially turn them into members.

“We saw a whopping 70% of swim lesson transactions come from non-members.” 

Said Doug Mahlum, the owner of Montana Athletic Club, one of SHC’s customers. SHC’s booking software made it simple for parents in surrounding neighborhoods to enroll their kids—even if they hadn’t considered joining before. 

With the right booking software, you can achieve the same and make guest bookings simple and quick. 

Questions to Ask Your Vendor

  • Can your members easily book classes or services for their friends and family?
  • Does the software allow you to offer special pricing for guests and family members?
  • Can members pay for their guest’s bookings directly through the app?
  • How simple is the process for members to manage bookings for others?
  • Does the fitness studio software allow you to track and manage guest bookings separately from member bookings?

6. Instructor Substitution and Payroll

Instructor Sub and Payroll dashboard with class and payroll details displayed.

Managing your instructors can be one of the most complicated aspects of running a gym or health club. Between changing schedules, instructors calling sick, and class substitutions, the whole thing can get messy if not handled correctly. 

Your gym booking software should make this part of your job way easier.

It should allow instructors to request a sub with just a few clicks, and your system should send real-time notifications to your members about any changes to the schedule. You want to keep your members informed without extra effort on your part. When it comes to payroll, your software should be able to automatically generate payroll reports based on your instructors’ schedules, types of classes, and pay rates -at the very least.

Questions to Ask Your Vendor

  • Does the fitness software allow instructors to request substitutes easily?
  • Can the system automatically update the calendar and notify members when a sub is assigned?
  • Can payroll be automatically calculated based on the type of class and pay structure (e.g., hourly, commission, fixed rates)?
  • Is it easy to track attendance for instructors and verify it for payroll purposes?
  • Can the software handle pay rates for different types of services (group classes, personal training, etc.)?
  • Will changes to instructor schedules be reflected in real-time for both members and payroll?

7. Purchase Capability for Classes and Services

Making it simple for your members to pay for classes, services, or anything else directly through your app should be a no-brainer.

Your software should make it super simple for members to book and pay for everything they need — whether it’s a class, a one-on-one session with a personal trainer, or even a smoothie after their workout. 

One great example of how impactful this feature can be comes from Montana Athletic Club, one of SHC’s customers, where over 600 swim lesson purchases were made through their app.

Questions to Ask Your Vendor:

  • Can your members purchase classes, sessions, or services directly within the app?
  • Does the system integrate with payment platforms like Stripe or your billing company?
  • Can members set up recurring payments for classes or personal training sessions?
  • Can the software handle purchases for products, services, and classes all in one place?
  • Does the software allow members to manage their payment methods and billing info easily?

8. Tracking Booking Trends and Attendance Patterns

Two reports on a gradient blue background: one shows member bookings, the other displays a class popularity graph.

Your booking software should help you stay on top of your fitness facility’s booking patterns. By tracking peak booking times, popular classes, and no-show rates, you can get real, actionable insights into what’s working and what needs tweaking. For example, if you notice that certain classes or time slots are consistently full, you can optimize your schedule to accommodate more members or even launch additional programs at those times.

The same goes for tracking revenue patterns. With solid reporting, you can easily see which classes or services bring in the most income and adjust your offerings to maximize your profits. Having this data is crucial to making smart decisions about scheduling, marketing, and even staffing.

Questions to Ask Your Vendor

  • Does the booking software provide reports on booking trends, like peak times, popular classes, and no-show rates?
  • Can you track revenue from classes and services to help with business planning?
  • Does the software offer insights that can help optimize your scheduling and marketing strategies?

With the right reporting tools, you can easily keep your gym or health club running smoothly, adjust your operations to match demand, and drive more revenue.

9. Set Up Booking Policies

Screenshot of a booking policy setup page with options for canceling, booking frequency, and member console bookings.

One of the key features your booking software should have is the ability to set up flexible and customized booking policies. Whether it’s cancellation windows, no-show fees, or class-specific rules, your software should let you create unique policies for different classes or departments. 

Even small details like sending reminder notifications can make a difference. Can you create unique policies for specific departments, classes, or membership tiers? For example, can reminders and notifications be tailored to individual classes or sent universally across the club? 

These features ensure fairness and reduce confusion for both staff and members.

Questions to Ask Your Vendor

  • Can you set up unique booking policies for different departments, classes, or membership types (e.g., cancellations, no-shows)?
  • Does the fitness software allow you to enforce fair booking practices across the board?
  • Is it possible to send reminders and notifications tailored to individual classes, or must they be the same across the whole club?
  • Can you customize booking policies based on different membership tiers or class types?

With customizable policies in place, you’ll be able to keep your schedule running smoothly and fairly for both your club and your members.

10. Marketing and Communication Tools

Screenshot of marketing tool interface showing targeting options and campaign creation forms on a blue gradient background.

Your members are already swamped with generic emails and messages. To truly engage them, your software needs to allow targeted communication based on membership type, classes attended, demographics, and personal preferences. 

If your club relies on multiple software solutions for different departments, you’re likely missing out on the ability to leverage data across the board for marketing. A unified booking system with built-in marketing tools lets you create campaigns that draw on all your member data, giving you a major edge.

One great example comes from Vida Fitness, a customer using SHC’s software. As they put it:

“We have sent push notifications that pop up on members’ phones to quickly communicate the changes – this includes class changes and waitlist management.”

This way, you’re reaching out to the right people with the right message at the right time.

Questions to Ask Your Vendor

  • Can you (the club) send custom emails and Push Notifications to all members?
  • Can you send personalized communications based on members’ booking behavior?
  • Can Trainers, Directors, and Members message each other on the platform?
  • Can you have a social feed (FB-like feed feature), where members can view, like, and comment on club posts, announcements, etc?

Factors to Consider Beyond Features

1. Assess the Vendor’s Expertise and Team

When choosing a booking software, you’re not just picking a product—you’re starting a relationship. Take a closer look at the vendor’s team. 

  • Are they experienced in the fitness industry? 
  • Do they have a strong technical background to ensure the platform’s reliability and scalability?
  • Do they understand your challenges, or are they just tech experts with no insight into what running a gym or health club entails? 

You need someone who understands your business goals and can act as a trusted advisor. After all, great gym booking software isn’t just about features—it’s about the people behind it who’ll support you every step of the way.

2. Customer Service and Support Quality

What happens after you sign on the dotted line? That’s where customer service comes in. Ask to meet the team who will be supporting you. 

  • What’s their onboarding process like? Is training included? 
  • Will you get a dedicated account manager who knows your club’s unique needs, or will you be stuck with a generic support ticket system?
  • Check their testimonials—what are other clubs saying about their experience?

3. Onboarding Process and Setup

Switching fitness studio software can feel like a huge hassle—training staff, syncing data and adjusting to new workflows. 

But it doesn’t have to be. A good vendor will have a clear, step-by-step onboarding process that minimizes headaches for your team and members. Ask:

  • Is the onboarding process seamless, with clear guidance for your staff?
  • Will they tweak the system to fit your processes, or are you expected to adapt to theirs? 
  • Does the vendor offer customization options or workarounds for any club-specific requirements?

The right partner will make the transition seamless and set you up for success from day one.

4. Evaluate App Ratings and Customer Feedback

Sure, every vendor says their fitness business software is the best, but what do their users think? App store ratings and member testimonials are goldmines of honest feedback. 

High ratings? Great. 

But also pay attention to the volume of reviews—10 glowing ratings don’t mean much compared to hundreds of satisfied users. Don’t be afraid to reach out to other clubs who use the software. Hearing about their experiences can give you invaluable insights.

5. Assess Long-term Commitment to Your Needs

Your needs today won’t necessarily be the same a year—or five years—from now. 

Ask yourself: 

  • Will this fitness software still meet your needs as your club evolves?
  • Do they have a roadmap for future updates and features?
  • How frequently do they release updates and new features?
  • Are they responsive to feedback and willing to make changes based on customer needs? 

If they’re not improving and adapting, their software could hold you back in the long run.

6. Review Pricing and Contract Structure

Transparency is key when it comes to pricing. What are the upfront costs? What about monthly or annual subscriptions? 

And how often do they revise their pricing? Look for vendors who are upfront and fair about costs, without sneaky long-term contracts that lock you in. Make sure you understand exactly what you’re paying for—no surprises, no hidden fees.

Let's Talk About Your Gym's Future

Key Mistakes to Avoid When Choosing Booking Software for Your Fitness Facility 

Don’t Get Distracted by Popular Names or Flashy Sales Tactics

While it’s tempting to go for the most recognizable brand or an impressively presented solution, remember that the software needs to fit your unique requirements. For example, a boutique fitness studio has very different needs from a multi-location health club.

A flashy system designed for a smaller gym might leave you struggling to accommodate complex booking needs like multi-location scheduling or class-specific member preferences. Always evaluate how well the platform aligns with your size, services, and long-term growth plans.

Don’t Get Caught in the Trap of Using Multiple Disconnected Apps

You might be tempted to grab different apps for different departments—one for personal training, another for class bookings, and maybe even something else for memberships. At first, it might seem like you’re streamlining operations, but what you’re really doing is creating a disorganized mess. 

Data gets duplicated, lost, or just buried in the chaos. Worse, it makes it harder to create a seamless experience for your members.

A fitness booking software that can be used by every department simplifies everything—for you, your team, and your members. One system, one login, and one smooth experience for everyone involved.

Don’t Settle for Basic Solutions – Look for Depth and Customization

Basic gym booking software might seem like a good starting point, but as your club grows, you’ll quickly hit its limits. 

Think about what you might need down the road: Can the gym booking software handle family bookings or create child-safe profiles? Is its messaging platform secure enough for private member communication? 

As Dylan Benett, the Marketing Director for Mesa Fitness Health Club, shared:

“You need to ask if you can showcase your own brand through the software. SHC, in this case, is second to none. We were really able to create a custom-branded experience on our app through app icons, colors, backgrounds, banners, and more. It can be very easily individualized. We want our branding to be consistent across the board, so having that individualized branding experience is part of what sets SHC apart for us.”

Flexibility is key. Your club’s needs will evolve, and you need a booking software that can keep up. Don’t just think about what you need today—choose a solution that will still work for you five years from now.

Wrapping Up

Finding the right booking software can make a huge difference for your fitness business. With SHC, you get fitness software that covers everything from easy member bookings to insightful reports, smooth payment options, group fitness, and personalized marketing. It’s all designed to make managing your gym simpler while improving your members’ experience.

But don’t just take our word for it—see for yourself how SHC can support your gym or health club with a fully integrated system that’s flexible and built to grow with you. Whether you’re running a small gym or a large health club, SHC has everything you need and more.

Download Your Customizable Template

FAQs: Choosing the Right Booking Software for Your Fitness Facility

1. What is booking software, and why does my fitness facility need it?

Booking software helps members book fitness classes, equipment, or services at your facility. It streamlines fitness class scheduling, improves member experience, and boosts revenue by offering easy payment and booking options.

2. What features should I look for in gym booking software?

Look for features like online gym booking, calendar integration, payment processing, automated reminders, waitlist management, and analytics. If you run a specialized business, like a fitness studio, choose software tailored to your industry, offering features like class scheduling, client progress tracking, and membership management.

3. How does gym booking software help with member engagement?

Gym booking software allows members to book fitness classes, receive reminders, and get updates via push notifications. Features like family member bookings and personalized offers also encourage deeper engagement.

4. Can the gym booking software integrate with other tools I use?

Yes, many fitness studio management software options integrate with tools like CRM systems, billing platforms, accounting software, and email services. Check the software’s compatibility with your existing tools to ensure seamless operations.

5. How much does booking software typically cost?

Costs vary depending on features, the number of users, and the scale of your business. Some software for fitness studio offers free basic plans, while others charge monthly or annual fees. Always consider the ROI and choose the best scheduling app that aligns with your budget and needs.

6. What are some of the best fitness software options?

Some of the best fitness software options include SHC, MindBody, GymMaster, WellnessLiving, and Booker. 

7. How does software for fitness studios improve booking fitness classes and scheduling?

Software for fitness studios, particularly the best scheduling app, offers seamless class booking for your members and efficient scheduling for your team. It allows members to book fitness classes directly from the app, helping them save time and ensuring you stay organized. 

8. Are there affordable fitness center software options that can streamline my operations?

Yes! Affordable fitness center software, such as SHC, Mindbody, or Glofox, can help simplify your gym’s bookings, class schedules, and attendance. 

Logo with text "SHC" in blue letters and a circular blue and orange design, against an orange tiled background.

What is SHC?

A member focused fitness software for health clubs and gyms. We help you boost your revenue and cut down on labor costs by allowing members to self-serve and automating staff tasks. Get your Club App set up today. Quick to learn, easy to use. Launch in 6 weeks.

Other Blogs

Woman in blue tennis outfit playing tennis, beside text "7 Reasons Your Facility Needs Court Scheduling Software Now" on blue background.

7 Reasons Your Facility Needs Court Scheduling Software Now

Laptop with colorful app icons coming out of the screen, promoting YMCA software selection for fitness facilities.

How to Choose the Right YMCA Software for Your Fitness Facility?

Logo with text "SHC" in blue letters and a circular blue and orange design, against an orange tiled background.

What is SHC?

A member focused fitness software for health clubs and gyms. We help you boost your revenue and cut down on labor costs by allowing members to self-serve and automating staff tasks. Get your Club App set up today. Quick to learn, easy to use. Launch in 6 weeks.

Transform your fitness facility

Interested in learning more about SHC? Let's talk.

This site is protected by reCAPTCHA and the Google Privacy Policy and Terms of Service apply.

Three professional headshots: a man with a beard, a woman with blonde hair, and a man in a suit. All are smiling.

Trusted by 1000+ Club Operators