The Gymex Software Blog

This is where we post updates to Gymex Software functionality, articles on how to run and improve your club business, and anything else we find interesting!

Top 3 Reasons to Use Gym Management Software

Owning or managing a gym is a complicated task. Staying ahead of the latest cutting-edge workouts, techniques or gym management software which directly helps in increasing your business is the key to success. If you don't have provisions for people or guests walking into your gym and not signing in, you are missing out on plenty of information. Let’s review why you should use software to help your members check in and what digital check-ins mean for your bottom line.


Getting to know your Customer’s Needs:

The very first goal of check-ins is to track what your members are doing such as: frequency of classes (online scheduling) and/or training. You can find and measure the frequency of member visits, what classes they take the most and other such activities and eventually know your customers needs and can work on them.


Keep Unwanted Guests Out:

If you don't have access to Gym Check-in Software there are chances that the gym members will bring in “guests” or non-members that use your gym and equipment for free. Software check-ins reduce the number of unwanted guests in gyms where they are installed.


Provide Information for the Check-In:

Your gym check-in software can work for you, but it can also work for your gym members. Consider providing information about current classes or a reward upon checking in to get them to try something new. For example, you could offer free sessions for them for some classes if they bring 5 new customers to your gym or you could let your new members know about existing or future promotions. When people know there’s potential discounts or promotions on the table, they will be more likely to check in, and you will get the information you need to upsell your members.


If you’ve got an old pen and pad or no check-in at your gym, you need to step up your game! Invest in checking in your members to know who's attending your gym and at the same time gather the data which helps to upsell opportunities exist for your clients, which only brings more revenue to your facility.

Increase Your Club Growth With Automation

Today’s gym management software has grown beyond just traditional gyms—empowering health club and studio owners to control many aspects of their business at the touch of a button. From billing to member check-in to staff management, POS and class scheduling the benefits of adopting club management software are plenty.


Here’s a look at five of the main benefits of leaving the paper and pen behind when running your health club

Billing and POS

Nobody goes into fitness because they want to spend their days processing payments. Even fewer go into it with the idea of collecting from those that are behind on their payments. So a software that handles point-of-sale (POS), and keep tracks of other financial transactions seamlessly and with easy-to-understand reporting not only keeps your health club on growth track but also saves you time and stress when it comes to getting paid.


Lead Management

Leads are the lifeblood of your sales department. Without them, you have no members or need for billing and POS functions. There was a time that pen and paper were used to track and manage leads. But club management software allows for sales managers and owners to put a sales process in place and ensure that they are followed. Be it task management, tracking appointments, or engaging with prospects through automatic email and messages—as well as extending that to current members—leads to more conversions in a shorter time and boosts retention at the same time.


Staff Management

Perhaps the second most important group at a studio is your staff. Some might even rank them as high as members. Scheduling can be a nightmare. Holding them accountable can be even worse. But by utilizing a club management system that incorporates staff management you can help them do their jobs more efficiently, leading to increased productivity and increased member satisfaction. If you haven’t brought on additional staff yet, gym management software that includes staff management can help you scale as your business grows.


Member Management

From check-in to booking classes nothing takes more time than managing members and their expectations. By automating much of the activities cards you and your staff are freed up to work on other aspects of the business.

Reporting and Analysis

All the rest doesn’t matter if you don’t know how your health club is performing. The ability to run reports that track leads, sales, membership, attendance and other such activities out of a single system helps a small club or studio stay agile while continuing to perform up to its full potential.

There is little reason in today’s wired world for health club and studio owners to not make the most of technology to help keep their operations as fit as their members.

What could you do with the time saved by utilizing Gymex Club Management Software?

8 things you need to know about Gymex Club Management Software

The best gym management software makes people smile. Why? Because it makes the business run more effectively, it makes life easier for managers and it empowers employees.

The best systems are continually being improved to deliver better results in a quicker timeframe. The essence of Gymex Club Management Software is about putting the right people, in the right place, at the right time, and get them doing the right thing.

However, the best gym management software isn’t just about having an easy way to create a schedule. It’s much more than that. Here are eight things you need to know about how Gymex Club Management Software will benefit your business:


  • 1. It Saves Your Money
  • Starting from the top, better gym management will save your hard earned money. Whether it’s through automating key processes, freeing up time for your most important members of staff or helping you accurately forecast your budget, it will significantly reduce your costs. The impact is immediate with many companies we work with seeing a big difference in a matter of months.

  • 2. It Saves Your Time
  • As mentioned above, by using Gymex Club Management Software you’ll be saving time. We see managers typically save around a day a week of their time when they use our software. This time can then be invested back into the business and used to improve customer satisfaction, improve the customer experience and make the business more profitable.

  • 3. Your Staff Will Love It
  • Gymex Club Management Software is great for all of your staff because they empower them to a far greater degree than ever before. Employees are able to easily see the follow ups they need to do on easy to access dashboard page. They can even track the pending payments, membership expiry and the target pending to be achieved. It also takes the paperwork out of absence, allowing the processes to be complete with the click of a button.

  • 4. It’s Scaleable
  • If you’re planning on growing your business then the best software will grow with you. It’s easy to upscale Gymex Club Management Software to meet a growing number of staff and multiple sites.

  • 5. It’s Cloud Based
  • Having a cloud-based gym management solution means you’re not reliant on archaic legacy systems. As well as being able to access it at anytime from anywhere. It also mean that all updates are run automatically for you ensuring you’re always up to date with the latest features.

  • 6. It’s Intelligent
  • Our software has huge number of reports for quick overview. They use historical and forecast data to give you an unprecedented insight into your business, allowing you to manage your staff costs in a way that maximises profitability.

  • 7. It’s The Future
  • Soon all gyms, big or small, will be using Gymex Club Management Software for proper functioning of their gyms. There is so much data available for businesses to use that having software in place to use this data effectively is fundamental. And it’s usually the early-adopters of new technologies that see the best results.

  • 8. It’s Fun
  • Work should be fun and should be done with a smiling face. That’s why we strive to ensure our customers enjoy work. Gymex Club Management Software is built around this ethos and it’s one we want to share with you.

    Marketing Strategy That Every Health Club Owners Should Include

    Getting the details of every lead that walks into your business is crucial to getting more sales. Selling more gym memberships is one of the trickiest parts of running a successful gym. It takes creativity, vision and a bit of science to bring a message to the masses that’s going to get prospects to come to your website and your facility and convert them to members.

    Here are six of the basic and best marketing tools for your health club

  • 1. Setting your Big Plan
  • The best tool in any toolbox is the plan. Here are some areas to consider when writing your strategy:

    • Set a goal
    • Define a budget
    • List your target area
    • Have a calendar and try to stick to it
  • 2. Having a great Website
  • For every health club having a website is a basic need. A Health Club without a website doesn’t exist in the mind of most consumers today. Make sure you consider the following points when planning and keeping your website.

    • Appearance
    • Functionality
    • Usability
    • Search Engine Optimization (SEO)
    • Mobile-friendly
  • 3. Lead Nurturing and Email Marketing
  • Many of the Health Club and Fitness Marketers think that Email Marketing is now an outdated marketing technique, but with 68% of consumers saying that email is their preferred method receiving commercial messages, it is still a great way to keep in touch with both prospects and members. Thus, it can act as a great technique for nurturing your leads. Here are a few tips to keep in mind when using email as a tool in your marketing bag of tricks.

    • Great Subject Lines
    • Personalization
    • Segment Distribution Lists
    • Automate your campaigns
    • Use Photos
  • 4. Making Use of Social Media
  • Social media provides a great way to engage with prospects and members, boost traffic to your website and help spread the word of your club to their friends and followers on Facebook, Twitter, Instagram, Snapchat, and to other, hot social media platform. Try some of these social media activities to help boost your club’s brand.

    • Produce content that members want to read and share
    • Use Hashtags to keep it discoverable
    • Don’t over-promote yourself - mix in information from others as well
    • Use video and photos to get more attention
    • Run a contest (but read each site’s contest rules first!)
    • Engage with followers
  • 5. Going Offline
  • Yes it’s true that, today’s marketing tactics evolve around technology, but there is still a place where you can try the marketing in the real world. Try some of these standard tools to reach your audience.

    • Lead boxes
    • Health and wellness fairs
    • Business networking events
    • Chamber of Commerce meetings
    • Teach or speak at town recreational center and adult education

    The Benefits of Working with Cloud Software

    Software which runs on the internet, and not on your physical computer – the cloud sounds like something intangible, and you might be hesitant about moving your data to that airy-sounding place. But be assured, there are some positive benefits in moving your business to the cloud.

    Foremost of all, cloud computing lets you focus on your business rather than on your software. You don't have to use valuable IT resources to keep business systems on life support. Instead, you can re-deploy them to focus on more strategic business initiatives while leaving your cloud computing vendor to worry about scalability, security, uptime, application maintenance and system upgrades.

    And you can be confident in taking your business public, or into new regions of the world, without outgrowing your cloud computing resources, thanks to the world-class datacenters typically provided by cloud computing vendors.

    Our software Gymex Club Management Software is a cloud based software which helps you to organize your club, manage customer data, appointments, classes, access control and many more gym activities. It is a SAAS (Software as a Service) based Model. It is easily accessible on any internet device and you can even manage single or multiple centers from anywhere and at any time.

    Tips To Evaluate Your Gym Success in Gym Management Software

    Implementing gym management software to your business strategy is a great way to help you run and continuously grow your health club. When you are looking for a gym software program for your fitness center there are some of the key features you should look for and measure. Every club owner and manager wants to keep the track of all the aspects of their facility and that is why being able to receive and monitor regular reports to track important numbers and figures is a must. Reports can range from a very basic to highly detailed, depicting your revenue, attendance, retention levels, cash flow versus budgeted or forecasted values. All these help you to manage your business plan and quantify your success. When choosing your indicators you have to think closely about your business objectives and decide which metrics measures best and helps in business performance for each goal.

    Financial metrics

    Revenue, revenue stream, expenses, net profit– revenue is a sum of all money taken in by the club. It is often compared on a monthly basis to spot seasonality and is compared with last year numbers to evaluate overall growth trend. You can always check what source of revenue generates the highest profit margin through different reports.

    Member metrics

    • Total members and new signups-two easy and straight forward numbers. You get immediate information on very general level.
    • Gross net and net customer gains-in weekly, monthly and yearly perspective, it’s a necessity to look at your gross and net customer gains. Those numbers will tell much more about retention at your gym – how many members you are able to keep with you for longer, and how many you lose. You do not want high turnover ratio as it means you gain a lot but also invested much in order to gain new customers.
    • Average revenue per member-customers pay their monthly membership but also invest in extra services such as personal training, healthy snacks and shakes at the bar, massages etc. Studies show that anticipated rate of club members spending more on extra services (than just on usual contract) is 20%.
    • Attendance-immediate information on how many customers are on the spot at the moment. Looking at this indicator in long time perspective provides information on facility effective utilization. It helps to evaluate success of your schedule group classes and also in planning working hours for your staff efficiently. It gives immediate answer about peak times and when you can promotionally boost the attendance rate.

    Above points are very important factors while choosing the right gym management software for your club. And we consider Gymex Club Management Software the best one for all your club needs.

    Is Gym Management Software Right for Your Club?

    Today’s business world moves fast. The longer it takes to get day-to-day tasks done, no matter how necessary they are, the less effective you can be at running your health club.

    There are many ways to save time through the automation of processes in your gym. Scheduling, membership management, and invoicing can be much more efficient with Gymex Club Management Software.

    Instead of spending hours on the phone, tinkering with spreadsheets, or manually processing invoices and other requests, think about making the switch to gym membership software. After all, less time spent on manual tasks means more time spent on spreading your brand, strengthening the relationship with your clients, and growing your bottom line. More and more gyms, big and small, are already taking advantage of these management tools. What about you?

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