The 11 Best Features of a Reliable Fitness Management Software

There are over a hundred fitness management software options in the market right now. 

With so many choices, it’s easy to fall into the trap of thinking, “The more options, the better.” But is that really true? 

In reality, the sheer volume of choices can make finding the right fit overwhelming. 

While some options may have appealing features or a sleek design, the real question is: are they the right fit for your specific needs?

Selecting a fitness management software for your health club or gym shouldn’t be about picking the flashiest option or the one with the most bells and whistles. Instead, it’s about finding a solution that’s built to address the core challenges of running a fitness business.

That means choosing a tool that aligns seamlessly with your daily operations, offers tools that members will actually use, and supports growth—not one that’s more hassle than help.

Drawing from our experience working with over 100 health clubs and gyms, we’ve compiled a comprehensive checklist of the top eight features that every reliable fitness management software should have. 

This blog will help you make an informed decision and ensure you don’t miss any crucial elements in your search for the perfect software solution. Let’s break down these must-have features so you can make the smartest choice for your business—and avoid the noise.

1. Advanced Booking and Attendance

Booking a fitness class should be as smooth as possible for members, and managing those bookings should be straightforward for your staff. 

In a world where convenience drives consumer decisions, a strong booking and attendance system is non-negotiable. Members want the flexibility to book classes quickly, and they need to see real-time availability, receive instant confirmations, and get waitlist alerts without missing a beat.

Having a streamlined booking solution within your fitness management software can truly enhance member satisfaction, making it easier for members to plan their workouts with confidence. ProMedica ForeverFit, one of SHC’s customers, highlighted the impact of this convenience on their operations:

“Our members especially like the lap lane reservation. Earlier, they had to stand and wait for a lane to open in the pool, never knowing when they’d be able to swim. Now they know exactly which time slot is theirs.”

Key things to consider while choosing a fitness management software:

✅ Can your members book anything from anywhere, whether it’s classes, equipment, or special programs, using a mobile or web app?

✅ Can your members book specific equipment pieces such as stairsteppers, spin cycles, swim lanes, and more?

✅ Is booking available through both a mobile app and a web app, especially useful for senior members?

✅ Can you set up programs, summer camps, or tennis clinics within the app and manage payments through services like Stripe or your billing company?

✅ Are your members able to book and pay for their family members easily?

✅ Does your fitness software allow the creation and management of family profiles, including critical information such as allergies, medication, participation limitations, and emergency contacts?

✅ Can you customize various booking options, including multiple waitlists, booking and cancellation windows based on membership levels, booking frequency limitations, and attendance flexibilities?

Why It Matters: Advanced booking and attendance features don’t just serve your members—they streamline operations, reduce manual effort, and provide valuable insights for class management. An efficient fitness software keeps classes full, boosts attendance, and fosters a hassle-free experience that encourages members to keep coming back.

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2. Instructor Sub and Payroll Management

Instructors are the heartbeat of any fitness club, and managing them effectively is essential—not just for them, but for the entire member experience. Yet, many clubs struggle with last-minute cancellations, payroll disputes, and scheduling chaos that can impact both staff morale and member satisfaction. 

Without a solid system in place, finding a substitute can feel like a scramble, and payroll inconsistencies lead to frustration and wasted hours. Fitness management software with reliable sub and payroll management doesn’t just streamline processes; it transforms your ability to support instructors, control costs, and keep classes running smoothly without disruption.

Key things to consider while choosing a fitness management software:

✅ Can instructors find and arrange substitutes quickly through the app, minimizing class cancellations and ensuring a smooth experience for members?

✅Will your calendar, payroll, and payroll reports update automatically?

✅ Does the fitness club management software offer automated payroll calculations based on attendance, hours worked, or membership fees, reducing the chances of manual errors?

✅ Is Ins Sub integrated with Group Ex solutions like Booking, Fitness Plans, and Virtual solutions in one app?

✅ Does the fitness membership software sync instructor availability with the schedule to prevent conflicts and allow for easy adjustments as needed?

✅ Does your payroll system allow for different pay rates across the different class/ service formats, such as special class/service rate, hourly rate, and commission percentage pay?

Why It Matters: Effective instructor sub and payroll management features within your fitness software reduce administrative tasks, ensure fair and timely compensation, and help you identify top performers. This streamlines your operations, keeps instructors motivated, and fosters a positive environment that resonates with members.

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3. Member Marketing and Engagement Tools

Retaining members is one of the most challenging—and costly—elements of running a fitness center. 

Yet, traditional marketing methods barely scratch the surface. 

With the average member retention rate at gyms hovering around 50%, clubs need a more powerful approach. Member marketing and engagement tools within your fitness software make it possible to move from sporadic outreach to building an engaging member journey. Instead of just sending occasional reminders, this technology allows you to build personalized relationships that inspire members to keep coming back. Powerful marketing campaign tools are the difference between a club that fades into the background and one that fosters a loyal community.

One of SHC’s customers, VIDA Fitness, saw firsthand the impact of these capabilities during the pandemic, as Aaron Moore, Director of Operations, shares:

“Throughout most of the pandemic, VIDA ran 100% of check-ins through the SHC App! Without SHC, we were looking at backup plans, online reservations through our website, etc., which would have placed an unnecessary burden on our members. We’ve sent push notifications that pop up on members’ phones to quickly communicate the many changes we’ve faced, from class adjustments to waitlist management.”

Key things to consider while choosing a fitness management software:

✅ Does the fitness club management software provide automated email or SMS campaigns to engage members with updates, promotions, or personalized class recommendations?

✅ Can you segment your member base for targeted marketing (e.g., frequent class attendees, inactive members, or new sign-ups) to make your outreach more effective?

✅ Are there loyalty programs or reward features that encourage members to participate more frequently, leave reviews, or refer friends?

✅ Does the software include push notifications and reminders to ensure members stay informed about upcoming classes, special events, or time-sensitive offers?

✅ Can you track member engagement analytics to see which campaigns or programs are driving the most participation and adjust your strategy accordingly?

Why It Matters: Integrated marketing and engagement tools make it easier to keep members connected, motivated, and excited about your offerings. By using targeted outreach and personalized communication, you strengthen member relationships, increase retention, and build a loyal community around your fitness center.

4. Calendars

Keeping calendars in sync is one of the most challenging yet crucial aspects of running a seamless fitness center. With different classes, programs, instructors, and departments, one minor change can set off a chain reaction—potentially leading to confusion and miscommunication. 

Having Smart Scheduling capabilities within your fitness management software ensures every calendar is connected and automatically updated, streamlining coordination across the club and providing a consistent experience for members and staff.

Key things to consider while choosing a fitness management software:

✅ Can changes made to any instructor’s or class calendar be immediately reflected across all other calendars, ensuring everyone is on the same page?

✅ Is there integration with Payroll so that substitutes and schedule changes automatically adjust payment, saving time and reducing errors?

✅ Can members view real-time updates on class availability, instructor substitutions, or timing adjustments, keeping them informed without needing to call the front desk?

✅ Are schedules accessible and synchronized across multiple platforms—web, mobile app, and in-house digital displays?

✅ Does the software support multi-user access, allowing managers and instructors to make necessary updates without complicated permissions or time lags?

Why It Matters: A smart Calendar doesn’t just reduce admin work; it ensures flawless coordination and communication within your club. This feature eliminates scheduling chaos, reduces miscommunication, and provides members and staff with clear, updated information—all of which contribute to a smooth, professional experience at your gym.

5. Reporting and Analytics

How much of your club’s data is actually driving decisions? For many fitness centers, reporting and analytics are either underutilized or too complicated to navigate. Without clear insights, you’re essentially making decisions in the dark. 

Data-backed reporting and analytics within fitness management software empower you to make smarter, faster, and more profitable decisions by providing insights you can act on immediately. 

A good fitness club software doesn’t just gather data—it translates it into straightforward, actionable information that helps you understand member behavior, revenue trends, and staffing efficiency.

Key things to consider while choosing a fitness management software:

✅ Can you access reports on attendance, revenue, membership trends, and instructor performance with a few clicks?

✅Can you get detailed reports on total app downloads, Bookings per location, app launches, no-shows, and waitlisted members for a class?

✅ Does the software offer real-time analytics, helping you make data-driven decisions on the spot rather than waiting until the end of the month?

✅ Can you easily identify trends in member engagement, such as popular class times or high-demand programs, to optimize your offerings?

✅ Is data exportable for further analysis or sharing, making it easy for you to communicate performance with stakeholders or plan for growth?

Why It Matters: Reporting and analytics within your fitness studio management software unlock insights that can drive real, measurable improvements in your club. With detailed visibility into your operations and member engagement, you can cut unnecessary costs, boost revenue streams, and design a member experience that keeps people coming back.

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6. Web and Mobile App for Seamless Access

In today’s fast-paced world, convenience is everything. Members expect the freedom to book classes, check schedules, and manage their profiles from anywhere, at any time. Without an accessible web and mobile app, your gym risks falling behind competitors who offer flexibility and ease of access. 

A fully integrated web and mobile app within your fitness management software puts your entire facility in the palm of members’ hands, meeting them where they are—whether they’re at home, at work, or on the go.

Having a dedicated app has yielded impressive results for many clubs, including SHC’s customer, Memorial Athletic Club. As Carrie Gimmestad, Member Engagement Director, shares:

“More people are booking into the Pilates reformer classes because it’s visible on the app. Before, we were using the Mind Body app for our purchasing, and since you guys have been able to work out your purchasing and adaptability on the app, we’ve been able to use that and gain more people joining our Pilates program. Which has resulted in extra revenue!”

Key things to consider while choosing a fitness management software:

✅ Does the fitness membership software provide a fully functional mobile app alongside a web app, ensuring that members can manage their accounts from any device?

✅ Can members book classes, update their information, and purchase items easily on the app, enhancing their experience and reducing administrative work for your team?

✅ Is the app optimized for user experience with an intuitive, responsive design that makes navigation easy for all members, regardless of age or tech-savviness?

✅ Are there options for in-app notifications to keep members updated on changes, cancellations, or special offers?

✅ Can the app be custom-branded to reflect your gym’s unique identity, fostering brand loyalty among members?

Why It Matters: A seamless web and mobile app isn’t just a convenience—it’s an expectation. By offering a high-quality digital experience, you meet your members’ needs on their terms, adding to the value of their membership and keeping them connected to your club.

7. On-demand and Live Streaming for a Hybrid Experience

80% of gym members plan to keep using digital workouts, with 59 percent preferring a 60:40 balance between gym and home workouts.

The modern fitness experience has evolved far beyond the walls of your gym. With the rise of hybrid fitness models, members now expect the option to work out anytime, anywhere. 

On-demand and live streaming features in your fitness management software enable you to meet this demand by offering a flexible, accessible experience that attracts new members and retains existing ones. Without these options, you risk limiting your reach and alienating members who value convenience.

Kevin McHugh, COO of The Atlantic Club in New Jersey, tells Les Mills that staying open to innovative thinking and treating technology as a friend is crucial for running a successful health club.

“We, along with other leading clubs, need to enhance the live in-club experience—our unique selling point—while also offering an exceptional array of digital options for members who can’t visit the club. It’s equally important to educate them on how to fully utilize these resources”.

Key things to consider while choosing a fitness management software:

✅ Does the fitness club software allow you to offer both live-streamed classes and a library of on-demand content, letting members choose the experience that fits their schedule?

✅ Can members easily access these digital offerings through the same platform they use for in-person classes, ensuring a seamless transition between physical and virtual workouts?

✅ Are there tools to monetize digital offerings, such as pay-per-class options or digital membership packages, creating an additional revenue stream?

✅ Does the software provide high-quality streaming options that ensure a reliable, smooth viewing experience, even during peak times?

✅ Are engagement features like chat or instructor feedback available during classes to enhance the virtual workout experience?

Why It Matters: Offering on-demand and live-streaming options gives your members flexibility, empowering them to stay committed to their fitness goals on their own terms. By embracing a hybrid experience, you expand your club’s reach, generate new revenue, and keep members engaged regardless of their location.

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8. Mobile POS Approach to Empower Staff

A mobile POS approach allows staff to access updated rosters, manage personal calendars, and address member needs in real-time, whether it’s booking a private session, checking availability for a future class, or handling payments without sending the member to the front desk. 

This feature not only speeds up transactions but also builds a sense of trust and efficiency—members feel that their time and convenience are valued, which fosters loyalty and engagement.

Key Things to Consider:

✅ Can staff and instructors book classes, services, and packages on the spot using mobile devices, enhancing flexibility and responsiveness?

✅ Does the mobile POS integrate with rosters and calendars to provide real-time scheduling updates, reducing booking conflicts?

✅ Can staff resolve member issues and answer questions immediately, without requiring members to wait or visit multiple areas?

✅ Are payments, bookings, and cancellations seamlessly managed on mobile, enhancing efficiency across your club?

Why It Matters: A mobile POS approach transforms how your team interacts with members, elevating the level of service from reactive to proactive. When instructors and staff can assist members directly, you create a seamless, member-centered environment where everyone—from fitness pros to the front desk—works in sync to deliver outstanding service. This not only boosts member satisfaction but also creates a fluid, professional atmosphere that members are excited to be part of.

9. Custom Branding for Your Unique Identity

Your brand is more than just a logo—it’s an experience, a personality, and a promise to your members. Fitness studio management software with custom branding capabilities lets you maintain a consistent brand presence across all member touchpoints, from your mobile app to online booking portals. Without custom branding, you risk blending in with generic software solutions, missing an opportunity to reinforce your unique identity and create a cohesive, professional look.

Key things to consider while choosing a fitness management software:

✅ Does the fitness software allow you to fully customize the member-facing app and web portal with your logo, color scheme, and brand elements?

✅ Can you tailor communication templates for emails, SMS, and push notifications to reflect your brand’s tone and style, creating a consistent experience at every touchpoint?

✅ Is there flexibility to add your club’s unique features, such as custom class names or program descriptions, to further differentiate your offerings?

✅ Does the platform allow branded digital experiences for virtual classes, reinforcing your brand even in on-demand or live-stream settings?

✅ Will members see your brand, not the software provider’s, on all platforms—building trust and loyalty by making every interaction feel personal?

Why It Matters: Custom branding ensures that your fitness center stands out, reinforcing your unique identity and creating a sense of community and professionalism. By presenting a cohesive brand experience, you make a lasting impression that strengthens member loyalty and sets your club apart in a crowded market.

10. Integrated Tennis Club Management Software

Is your Tennis Court booking software putting your courts to full use, or is it holding your members back? If your members struggle to find partners, book courts, or navigate outdated scheduling systems, you’re missing out on member satisfaction—and revenue. A robust fitness management software should eliminate these barriers, allowing your club to maximize court usage, automate routine admin tasks, and deliver a seamless booking experience that keeps members coming back.

With dedicated tennis club software, you’ll streamline everything from scheduling to partner matching. Courts won’t sit empty, and members can quickly and easily arrange matches. This isn’t just about reducing headaches; it’s about boosting court utilization and member satisfaction.

Key Things to Consider:

✅ Are members able to book courts for various sports (tennis, pickleball, etc.) and see availability at a glance?

✅ Does the software automate admin work like cancellations, waitlists, and member communication?

✅ Can members connect with partners and schedule matches independently, so staff don’t waste time on manual coordination?

✅ Can members book a tennis pro, make payments, and reserve court time directly through the app? And does the software automatically track any associated commissions?

✅ Does it support flexible scheduling and keep all courts active, turning downtime into revenue?

Why It Matters: When members can book courts effortlessly, find partners, and see up-to-the-minute availability, they get the experience they want—and they’ll keep coming back for more.

11. Built-In Social Network for a Thriving Club Community

Is your club just a place to work out, or is it a community that members can’t wait to be part of? A great fitness management software should enable you to build a vibrant social network, giving members and staff a space to connect, share, and motivate each other. Imagine groups dedicated to specific interests like Barre, Goat Yoga, or tennis clinics with Coach Rocky. Members should be able to join, message, and engage with others in these groups, forming friendships and strengthening their connection to the club.

This feature fosters a sense of belonging and keeps members invested—not just in their fitness journey, but in the relationships they build along the way. A strong community elevates your club from a simple gym to a go-to social hub.

Key Things to Consider:

✅ Does the fitness management software allow you to create dedicated interest groups for classes, programs, or sports?

✅ Can members connect, make friends, and message each other, while maintaining privacy settings?

✅ Is there an easy-to-use platform for organizing social events, group activities, or challenges to keep members engaged?

Why It Matters: A built-in community platform transforms your club into a social destination. When members feel part of an active, supportive network, they’re more likely to stay committed to your club—and their goals.

The Bottom Line

In a crowded market where countless fitness management software promises the world but often delivers little more than cluttered interfaces and underwhelming features, choosing the right one can feel overwhelming.

As a true all-in-one Member Facing Software, SHC replaces up to 10 separate platforms, transforming how your health club runs from the ground up. Imagine advanced booking, seamless instructor management, powerful on-demand streaming, group fitness management, targeted digital marketing, and even a dedicated Tennis Court booking software—everything under one roof.

And SHC isn’t just built for today; it’s ready for the future. Built with forward-thinking integrations for healthcare and wellness, SHC supports your club’s growth and adapts to evolving member needs, keeping your club positioned to meet the future of fitness. Ready to see how SHC can redefine your club’s operations? 

FAQs: Fitness Management Software