If you run a gym or fitness studio in the UK, you're probably managing:
- Memberships (sign-ups, cancellations, renewals)
- Class bookings (yoga, CrossFit, spin, boxing)
- Direct debit payments (the lifeline of fitness revenue)
- Member check-in (who's paid, who's overdue)
- Staff schedules and classes
- Retention (keeping members from leaving)
Do all this in spreadsheets and you'll have chaos. Do it in the wrong software and you'll waste money on poor retention and payment failures.
The right gym management software automates this. Choosing the wrong one costs money — from failed direct debits, confused members, and no visibility into retention.
What you actually need from gym software
- Membership management — sign-ups, renewals, cancellations, pauses
- Class booking — members book classes online, you cap capacity
- Waitlists — when classes are full, members join waitlist for cancellations
- Direct debit processing — automated recurring payments via GoCardless or Stripe
- Check-in — card/app-based access, track who's using the gym
- Staff scheduling — manage PT sessions, class schedules, staff availability
- Reporting — member churn, revenue, class popularity, marketing effectiveness
- Retention tools — freezes, loyalty programs, automated win-backs
Anything else is secondary.
The main contenders
Mindbody (Market standard, comprehensive)
Cost: £350–£1,000+/month depending on size and features. Also takes 1.5–2% processing fee on payments.
What it does:
- Full membership management
- Unlimited class bookings and waitlists
- Staff and PT scheduling
- Integrated billing (no separate payment processor needed)
- Member app
- Reporting and analytics
- Retention tools (freeze options, automated campaigns)
- Integrations (delivery platforms, marketing tools)
Why it's popular:
- Market standard (most gym owners know it)
- Comprehensive (covers everything)
- Scalable (works for solo studios to large chains)
- Strong support and training
Strengths:
- All-in-one (you don't need bolted-on systems)
- Excellent reporting
- Member app is polished
- Integrations with fitness trackers
- Good for multi-location groups
Weaknesses:
- Expensive (especially for small studios)
- Payment processing fees add up (1.5–2% on top of software)
- Interface can feel cluttered
- Steep learning curve for new owners
- Long-term contracts (hard to exit)
Best for: Established gyms with 500+ members, studios with multiple classes/day, groups with multiple locations
Verdict: Best-in-class but expensive. Only use if you've got scale to justify the cost.
Glofox (Rapidly growing, boutique-focused)
Cost: £200–£500/month depending on members and features. Flexible month-to-month contracts.
What it does:
- Membership management
- Class booking and waitlists
- Direct debit integration (GoCardless, Stripe)
- Member app (mobile and web)
- Staff scheduling
- Reporting
- Basic retention tools
- API integrations
Why it's growing rapidly:
- Built for boutique studios (not overcomplicated)
- Flexible pricing (month-to-month, not locked in)
- Lower cost than Mindbody
- Modern interface
- Growing UK user base
Strengths:
- Much cheaper than Mindbody
- Simple, clean interface
- Flexible contracts (month-to-month)
- Direct debit integration built-in (no extra fees)
- Good for growing studios
- Strong UK support
Weaknesses:
- Smaller than Mindbody (less case studies, fewer integrations)
- Not as comprehensive reporting as Mindbody
- Still relatively new (less established)
- Limited multi-location support
Best for: Growing boutique studios, CrossFit boxes, yoga studios, studios wanting flexibility
Verdict: Best value for independent studios. Rapidly growing for good reason.
TeamUp (UK-built, Very popular with PT studios)
Cost: £99–£299/month. Transparent pricing, flexible contracts.
What it does:
- Class scheduling and booking
- Client management
- Payments integration (Stripe, GoCardless)
- Staff/trainer scheduling
- Member app
- Reporting
- Waitlists
- Automated reminders
Why it's popular:
- Built in the UK (understands UK gyms)
- Very affordable
- Purpose-built for small-to-mid studios
- Simple, clean interface
- No long-term contracts
Strengths:
- Low cost
- Very user-friendly
- Good for PT studios and small gyms
- Flexible contracts
- Direct debit integration
- Excellent for member retention
Weaknesses:
- Less comprehensive than Mindbody
- Reporting is basic
- Limited integrations
- Smaller ecosystem
Best for: PT studios, small gyms (under 300 members), CrossFit boxes, boutique fitness
Verdict: Excellent value. Best for smaller operations that prioritise simplicity over features.
ClubRight (UK-built, Affordable)
Cost: £150–£400/month depending on size. Flexible contracts.
What it does:
- Membership management
- Class booking and waitlists
- Direct debit processing
- Member app
- Reporting
- Staff scheduling
- Retention tools
Why it's used:
- UK-built and supported
- Affordable mid-tier option
- Good for smaller gyms
- Transparent pricing
Strengths:
- Low cost
- UK support
- Simple to use
- Good for smaller gyms
Weaknesses:
- Less comprehensive than Mindbody or Glofox
- Smaller user base
- Limited integrations
- Basic reporting
Best for: Budget-conscious small gyms, gyms wanting UK support, first-time adopters
Verdict: Good budget option, but Glofox or TeamUp probably offer better value.
Perfect Gym (Enterprise, Large chains)
Cost: £500–£2,000+/month. Enterprise pricing for large groups.
What it does:
- Full membership and class management
- Advanced multi-location support
- Reporting and business intelligence
- Integrations with wearables
- White-label options
- Custom development
Why it's used:
- Enterprise systems for large operators
- Scalable across many locations
- Advanced reporting
- Strong support SLAs
Strengths:
- Excellent for large chains
- Very comprehensive
- Enterprise support
- Multi-location management
Weaknesses:
- Very expensive
- Overkill for single studios
- Complex (steep learning curve)
- Requires long-term commitment
Best for: Large gym groups, chains with 20+ locations, complex operations
Verdict: Only if you're running a large group. Overkill otherwise.
Key features comparison
| Software | Price | Class Booking | Direct Debit | Reporting | Best for | |----------|-------|---------------|-------------|-----------|----------| | Mindbody | £350–£1,000 | Excellent | Integrated (fees) | Excellent | Large gyms | | Glofox | £200–£500 | Excellent | Built-in (no fees) | Good | Growing studios | | TeamUp | £99–£299 | Excellent | Built-in | Basic | Small studios | | ClubRight | £150–£400 | Good | Built-in | Basic | Budget gyms | | Perfect Gym | £500–£2,000 | Excellent | Integrated | Excellent | Large chains |
The critical feature: Direct debit processing
Most gym revenue comes from recurring direct debit payments. Your software must:
- Integrate with GoCardless or Stripe (UK payment processors)
- Automate collection (you shouldn't manually collect each month)
- Handle failed payments (retry logic, member notification)
- Provide audit trail (for accountants and tax)
Who handles this best:
- Glofox (integrated, no extra fees)
- TeamUp (integrated, simple)
- Mindbody (integrated, but charges 1.5–2% processing fee on top)
- ClubRight (integrated)
If your software doesn't have direct debit automation, you're leaving money on the table.
The critical feature: Class waitlists
When a class fills up, members need to join a waitlist. When someone cancels, the system should:
- Automatically notify the next person on the waitlist
- Automatically book them in
- Update the studio's occupancy
This is how you maximize class capacity and member satisfaction.
Who handles this best: All of them do. It's table stakes now.
My recommendation by gym type
Solo PT studio (under 100 members): TeamUp. Affordable, simple, perfect for trainers. £99–£150/month. Direct debit built-in.
Small boutique studio (100–300 members): Glofox. Growing rapidly for good reason. Modern, affordable, flexible contracts. £200–£300/month.
Independent gym (300–700 members): Glofox or Mindbody. Glofox if you want simplicity and lower cost. Mindbody if you want the most comprehensive system.
Large gym or small chain (700+ members): Mindbody. You need the scale and reporting. Cost is justified.
Large chain: Perfect Gym. Enterprise system, multi-location support, advanced reporting.
Direct debit considerations
Most studios use either GoCardless or Stripe for direct debits. Your gym software should integrate with one (preferably both).
- GoCardless: Specifically designed for UK direct debits. Fees are 1% + £0.20 per transaction.
- Stripe: General payment processor. Direct debits available, fees vary.
Check what your software integrates with before signing up.
Hidden costs
- Setup and migration: Moving from old system — £500–£2,000 in staff time
- Training: Getting your team up to speed — usually included
- Card readers/check-in: If not included — £200–£500
- Payment processing fees: Usually 1–2% on every transaction (check if included)
- Integrations: CRM, email marketing, accounting — may be extra
Budget total cost, not just monthly fee.
The honest bit
Mindbody is the most powerful system, but it's expensive. Glofox is the best value for growing studios — it's why everyone's switching to it. TeamUp is the best for small PT studios. Perfect Gym is overkill unless you're running a large chain.
For most UK studios, Glofox or TeamUp will do everything you need at a fraction of Mindbody's cost. Test both free trials. Bring in your team. See what works.
You're not locked in for life anymore. Most modern systems have month-to-month contracts. Choose based on what your studio actually needs now, not what you might need in 5 years.
Related Guides
- Best CRM for Personal Trainers UK — PT management and client booking software
- Best Software for Online Personal Trainers UK — Digital coaching platforms for PTs building online businesses
- Best Booking Software for Beauty Salons UK — Appointment booking and membership management for service studios