A gym owner sees “$99/month” on a pricing page and feels a small wave of relief.
Then the real questions start.
Does that include billing? What about failed payments? Is CRM included? Can members book from an app? Does access control need another vendor? If the gym grows to a second location, does the price still make sense?
That is where gym software pricing gets interesting.
Software cost is rarely just software. It is the subscription, payment processing, add-ons, member apps, access control, migration, support, and the time your team spends working around gaps.
Before choosing any gym management software, I always recommend looking at the full operating cost, not just the monthly plan. A lower subscription can look attractive until you add CRM, branded app fees, SMS, payment processing, access hardware, and support limits.
The market is also busier now. The Health & Fitness Association reported that 81 million Americans belonged to a gym, studio, or fitness facility in 2025. When day passes, guest privileges, and flexible access were included, more than 100 million people used a fitness facility that year.
More members. More visits. More flexible access.
More moving parts. That is why sticker price alone is never enough.
What does gym software cost?
Most independent gyms and studios should expect gym management software to cost around $99 to $300 per month before payment processing, hardware, apps, SMS, onboarding, and add-ons.
Small studios may start under $100/month. Growing gyms often land around $199 to $299/month. Larger single-location gyms, 24/7 facilities, and multi-location operators can move into the $500 to $2,000+ range once access control, branded apps, custom workflows, integrations, and support are included.
A practical way to think about it:
| Gym type | Likely software range | What changes the final cost |
| New studio or micro gym | Under $100/month | Billing limits, support, CRM, app access |
| Growing independent gym | $100 to $300/month | CRM, POS, marketing, staff tools, reporting |
| Established a single-location gym | $300 to $700/month | Add-ons, apps, automation, access control |
| 24/7 access gym | $300 to $1,000+ | Door hardware, readers, locks, installation |
| Multi-location operator | $500 to $2,000+ | Locations, permissions, reporting, integrations |
| Franchise or enterprise chain | Custom pricing | Implementation, support, custom workflows |
The cheapest plan is not always the lowest-cost system.
The better question is:
What does this software prevent you from paying for somewhere else?
What actually determines gym software cost?
I usually break gym software costs into six layers. Most pricing pages only show the first one.
Base subscription
The base subscription is the monthly fee you see first. It might be $49, $99, $199, $299, or “request pricing.”
This is the number gym owners compare most often, but it is not always the most useful number.
Wellyx pricing starts with three clear plans: Excel at $99/month, Exceed at $199/month, and Ultimate at $299/month. GymDesk prices by active member count and start at $75/month. GymMaster lists Foundation, Advanced, and Professional tiers from $89/month. PushPress Core has Free, Pro, and Max plans, while other tools such as Grow, Train, and Branded App sit separately.
Base pricing tells you where the conversation starts. It does not tell you where the bill ends.
A $99 plan can be enough for a small studio if it includes the core tools you need. A $299 plan can be a better value for a growing gym if it replaces separate CRM, marketing, POS, staff, reporting, and access tools.
That is why I do not recommend comparing subscriptions in isolation.
Payment processing fees
Payment processing is where gym owners get surprised.
If your gym collects $20,000 per month in membership dues, a 1% difference in processing cost is $200 per month, or $2,400 per year. That is before you compare software subscriptions.
Stripe’s published U.S. standard online card pricing is 2.9% + 30¢ per successful domestic card transaction. Its pricing lists extra charges for some payment types, international cards, manually entered cards, and currency conversion.
That matters because some gym software vendors publish processing rates clearly, while others require a sales conversation. Some use Stripe. Some use proprietary payments. Some allow bring-your-own-processor setups. Some do not.
If you process a serious monthly volume, the processor can matter more than a $50 difference in subscription price.
Cost warning: A cheap subscription with expensive processing can cost more than a higher subscription with cleaner payment terms.
Add-ons and modules
The next layer is add-ons.
These are the tools that may not be included in the base plan:
- CRM
- Lead management
- Marketing automation
- Branded mobile app
- SMS
- WhatsApp messaging
- Email credits
- Website builder
- Workout programming
- Access control
- Staff tools
- Payroll
- Inventory
- Advanced reporting
- API integrations
- Premium support
PushPress is a useful example of modular pricing. Core plans handle the base system, while PushPress Grow is positioned as a separate CRM and marketing product; Train starts separately, and Branded App is also treated as an add-on.
That setup can work well if you want to build your system in stages. It can also make the final bill harder to predict.
This is the question I ask owners:
“What do I need to add to get the system I thought I was buying?”
If the answer is CRM, app, marketing, SMS, reporting, and access control, the real monthly cost may be different from the headline price.
Hardware and access control
Hardware is where software pricing stops being neat.
If your gym needs 24/7 access or controlled entry, you may need door controllers, magnetic locks, electric strikes, QR readers, RFID cards, key fobs, turnstiles, kiosks, cameras, barcode scanners, receipt printers, POS devices, tablets, and installation labor.
GymMaster positions software and door access together, which makes sense for 24/7 gyms. Its pricing page frames plans as software plus access control.
Wellyx also provides access control as part of its gym software value. That is important for hybrid gyms, wellness clubs, and multi-location operators that do not want door control sitting in a disconnected system.
A 24/7 gym should never compare software without comparing the door-access stack.
Multi-location and international costs
Multi-location pricing changes the math again.
Some vendors charge per location. Some bundle locations into higher tiers. Some use custom enterprise pricing. Some support multiple currencies, taxes, and payment methods better than others.
A five-location operator needs more than five calendars. They need:
- Location-level permissions
- Consolidated reporting
- Shared member rules
- Staff access controls
- Local and regional marketing segments
- Finance visibility
- POS consistency
- Manager-level permissions
International operators also need to think about currency, VAT/GST, Direct Debit, card processing, and local payment methods. For example, GoCardless focuses on bank payments and recurring collections, which can be useful for UK or international operators using Direct Debit instead of a U.S. card-first model.
The bigger the gym operator, the less useful “starting at $99” becomes by itself.
The costs most owners forget
The costs that rarely sit neatly on the pricing page are often the ones that hurt later.
Watch for:
- Onboarding
- Data migration
- Payment profile transfer
- Branded app setup
- SMS and WhatsApp usage
- Chargebacks
- Refund handling
- Access control installation
- Turnstile hardware
- Kiosks
- POS devices
- Extra staff seats
- API integrations
- Premium support
- Cancellation notice periods
- Data export
- Annual price increases
These are not small details. They are often the difference between a plan that looks affordable and a system that actually fits the gym’s monthly budget.
Gym management software pricing models
Most gym software pricing falls into five models.
Flat monthly pricing
Flat monthly pricing is easier to budget. You pay one subscription level and know what to expect.
This works well when the plan includes the features you actually need. It becomes less helpful if important features sit behind add-ons.
Per-member pricing
Per-member or active-member pricing can be fair for small gyms because costs grow with membership count.
The risk is that the software becomes more expensive as your business succeeds.
GymDesk prices by active member count. Kicksite prices by active student count, with public tiers from $49/month to $199/month. Zen Planner also uses active-member pricing across its plan structure.
Modular pricing
Modular pricing starts with a base plan and lets you add CRM, branded apps, marketing, SMS, websites, programming, or other tools.
This can be flexible. It can also make the final bill harder to read.
It works best when the vendor gives you a clear, full-stack quote before you sign.
Quote-based pricing
Quote-based pricing is common for enterprise platforms, franchises, and larger studio networks.
It is not automatically bad. A multi-location business may need custom pricing because it has custom workflows, reporting needs, implementation requirements, and support expectations.
But quote-led pricing makes fair comparison harder. If you cannot see the number until after a sales call, ask for the full first-year cost in writing.
Hardware-plus-software pricing
This matters most for 24/7 gyms, access control, turnstiles, kiosks, and POS setups.
The monthly software plan is only one part of the decision. The door, reader, controller, lock, installation, and support model can change the total cost.
For a clearer breakdown of what different plans usually include, compare the main gym management software packages before you judge a platform by its starting price.
Typical gym software price ranges in 2026
Here is the practical range I would use when helping a gym owner think through a budget.
These ranges are before final processing, hardware, SMS, onboarding, and add-on math.
| Monthly range | Best fit | What it usually includes | What to check before buying |
| Under $100 | New gyms, micro studios, PT studios | Basic memberships, bookings and scheduling | Billing limits, support, CRM, reporting |
| $100 to $200 | Small and growing gyms | Billing, scheduling, member management, POS basics | Add-ons, apps, access control |
| $200 to $300 | Established independent gyms | CRM, POS, marketing, reporting, access tools | SMS, branded app, hardware costs |
| $300 to $500 | Larger single-location gyms | More automation, staff tools and stronger reporting | Contract terms, processing rates |
| $500 to $1,000 | Multi-location studios, advanced gyms | Multi-site tools, branded apps, CRM, integrations | Setup, onboarding, quote terms |
| $1,000 to $2,000+ | Enterprise gyms, franchises, chains | Custom workflows, integrations, enterprise support | Implementation costs, custom contracts |
The important thing is not where a vendor starts. It is what you have to add.
For most independent gyms, the best-value range is usually $199 to $299/month before processing and optional hardware. Under $100 can work for a startup or very small studio, but $199 to $299 is where growing gyms usually start getting the tools that reduce software sprawl: CRM, POS, access control options, marketing workflows, reporting, and stronger staff visibility.
Key takeaway: The cheapest plan is not always the lowest-cost operating system.
Gym management software pricing comparison in 2026
Before you compare monthly prices, remember that no two pricing pages tell the same story. Some vendors publish clear plans, while others reveal costs only after a sales call.
Even when prices are public, they rarely include payment processing, branded apps, SMS, access control, onboarding, or other extras that affect your real monthly spend.
Use the comparison below as a starting point, but always evaluate the total cost of running your gym, not just the number on the pricing page.
Platforms with published or partly published pricing
| Platform | Base price | Processing/card pricing | Best fit | Setup or add-on notes |
| Wellyx | $99 / $199 / $299 per month | Payment rates are reviewed with the Wellyx team based on region, processor, and payment gateway | Gyms, studios, wellness businesses, multi-location operators | Branded app, access hardware, and onboarding are finalized based on the gym’s setup and plan |
| GymDesk | From $75/month by active member count | GymDesk docs list 2.9% + 30¢ card and 1% ACH | Martial arts, BJJ, multi-discipline gyms | SMS and branded app may add cost |
| PushPress | Core Free, Pro $159, Max $229 | Core Free currently shows 4.99% + 30¢ card | CrossFit, small gyms, functional fitness | Grow, Train, and Branded App are separate |
| Wodify | Starting at $179/month, promotional $79/month per location shown | Verify with Wodify | CrossFit, functional fitness, martial arts | Add-ons include a branded app, websites, 24/7 access, and performance tracking |
| Vagaro | $23.99/month limited-time U.S. base price | Rates advertised as low as 2.2% | Salon, spa, wellness, boutique fitness | Extra calendars and premium features add cost |
| WellnessLiving | $69 / $39 / $349 per month, Enterprise by quote | Confirm current rates | Fitness studios, wellness, boutiques | Promo pricing may differ from the standard price |
| TeamUp | $119/month for 0 to 100 customers | Not clearly shown on the pricing page | Group fitness and class-based studios | Pricing scales by active customers |
| Kicksite | $49 / $99 / $149 / $199 by student count | Confirm Basys/payment terms | Martial arts schools | Clear student-count pricing |
| MyStudio | $79 / $159 / $239 annual starting rates; monthly commonly $99 / $199 / $299 | Verify before purchase | Martial arts, youth programs, enrichment businesses | SMS, AI lead tools, branded app, and website options may add cost |
| GymMaster | $89 / $129 / $209 per month before enterprise | Not clearly disclosed on the pricing page | 24/7 access gyms | Hardware and access setup matter |
| Zen Planner | Studio starts at $99/month; active-member tiers and bundles | Confirm with vendor | Martial arts, CrossFit, studios | Branded App and EMV devices are shown as $39/month add-ons |
| Virtuagym | Per-location/package pricing | Verify by region and plan | Gyms, coaching, wellness | Modules and onboarding can affect the total |
Platforms with quote-led or mostly demo-led pricing
| Platform | Pricing style | What to ask before comparing |
| Mindbody | Starts at $99/month per location, with higher plans sales-led | Full monthly cost, marketplace fees, processing, app, contract terms |
| ABC Glofox | Quote-led | Payment processor, support scope, implementation, renewal terms |
| ClubReady | Demo-led/custom | First-year cost, implementation fee, data export, payment processing, support |
This distinction matters. If a gym owner has to book a sales call just to understand the starting price, the real cost is harder to compare.
Platform-by-platform breakdown
For a fair comparison, each platform is reviewed through the same practical lens: who it is for, what you pay, what stacks on top, and the editorial note worth your attention.
Wellyx
For: Gyms, fitness studios, and multi-location operators.
Base: $99 /month for Excel, $199/month for Exceed, and $299/month for Ultimate.
Processing: Wellyx supports integrated payment processing, which helps gyms manage memberships, recurring payments, billing, and revenue tracking from the same system. This is useful for operators who want fewer disconnected tools and cleaner financial visibility.
Included: Membership management, bookings, scheduling, CRM, and lead management on higher plans, POS, marketing automation, staff tools, inventory, loyalty, mobile apps, reporting, and access control options depending on the plan.
Plan-specific setup items: Branded app, access control hardware, payment setup, messaging usage, migration, onboarding, and enterprise requirements.
Editorial notes: Wellyx is strongest when a gym wants an all-in-one software instead of separate tools for billing, bookings, CRM, POS, staff, access control, marketing, apps, and reporting.
GymDesk
For: Martial arts, BJJ, and multi-discipline gyms.
Base: $75 to $200/month, by active member count, with enterprise pricing for larger schools.
Processing: GymDesk payment documentation lists 2.9% + 30¢ per credit card transaction, 1% ACH, and 3.5% American Express.
Included: Billing, scheduling, check-ins, member apps, website, belt tracking, POS, family accounts, and reporting.
Add-ons to confirm: SMS, branded app, payment setup, and international payment options.
Editorial note: GymDesk is a strong value fit for martial arts and BJJ operators. A 200-member school can usually understand its software subscription quickly because pricing scales by member count. It may be less ideal for gyms that need broader wellness, spa, retail, access control, or multi-location workflows.
PushPress
For: CrossFit, functional fitness, and small gyms that like modular software.
Base: Core Free is $0/month, Core Pro is $159/month, and Core Max is $229/month.
Processing: PushPress Core currently lists Core Free at 4.99% + 30¢ for credit card transactions, Core Pro at 2.89% + 30¢, and Core Max at 2.75% + 30¢. ACH pricing is also listed by tier.
Included: Core gym management features depend on the Core plan.
Add-ons to confirm: Grow, Train, Branded App, websites, SMS, and any payment processing requirements.
Editorial note: PushPress can work well when you want a modular setup. But the full stack is very different from the base plan. A gym that wants Core, Grow, Train, and Branded App should calculate the complete monthly cost before comparing it with all-in-one platforms.
Wodify
For: CrossFit, functional fitness, Jiu-Jitsu, and martial arts.
Base: Wodify’s pricing page shows pricing starting at $179/month per location, with a promotional $79/month per location offer listed at the time of review.
Processing: Wodify payment rates should be checked directly with Wodify, especially for card and ACH fees.
Included: Scheduling, payments, client management, digital waivers, staff and client app features, and business operations tools, depending on the plan.
Add-ons to confirm: Performance tracking, branded app, custom websites, 24/7 access, workout marketplace, and other products.
Editorial note: Wodify sits close to the CrossFit and performance gym world. It can be a strong fit where workout tracking and class programming sit beside billing and scheduling. Multi-site operators should be careful because per-location pricing can multiply quickly.
Vagaro
For: Salons, spas, wellness studios, and smaller fitness businesses where appointments matter.
Base: Vagaro’s U.S. pricing shows $23.99/month as a limited-time price for one calendar license.
Processing: Vagaro advertises processing rates as low as 2.2%, but final rates depend on setup and payment type.
Included: Booking, calendar management, reminders, forms, memberships, payments, and business tools, depending on setup.
Add-ons to confirm: Extra employee calendars, branded app, forms, MySite, text marketing, payroll, storage, live stream, shopping cart, and other premium features. Vagaro support documentation says one calendar license is included, with extra employee calendars charged separately.
Editorial note: Vagaro looks cheap at the base level, but the add-on catalog is the real product. It can work for wellness-first businesses, but gym-first operators should check whether they need too many modules to match their daily workflow.
WellnessLiving
For: Fitness studios, wellness studios, salons, spas, and boutiques.
Base: WellnessLiving pricing shows Starter at $69/month, Business at $199/month, BusinessPro at $349/month, and Enterprise by quote, with promotions sometimes shown.
Processing: Payment processing is not clearly listed in the plan table, so buyers should confirm rates during evaluation.
Included: booking, staff app, client app, POS, notifications, lead management, rewards, marketing, and white-label app options depending on the plan.
Add-ons to confirm: Payment processing, SMS usage, white-label app details, advanced marketing, and enterprise requirements.
Editorial note: WellnessLiving sits between fitness and wellness. It can fit studios that blend appointments, classes, wellness services, and marketing. Buyers should separate promotional pricing from standard pricing before comparing.
TeamUp
For: Small-group fitness, class-based studios, and multi-discipline studios.
Base: TeamUp pricing starts at $119/month for 0 to 100 customers.
Processing: Not clearly disclosed on the public pricing table, so buyers should confirm before signing.
Included: Marketing tools, integrations, referrals, lead management, API endpoint, memberships, packs, appointments, waivers, online booking, and courses.
Add-ons to confirm: Custom-branded app and higher active customer brackets.
Editorial note: TeamUp is simple to understand for smaller studios because it is priced by active customers instead of a crowded feature gate. It is best for class and appointment businesses, not necessarily 24/7 access gyms or complex multi-location operators.
Kicksite
For: Martial arts schools.
Base: Kicksite pricing lists $49/month for 0 to 25 students, $99/month for 26 to 50, $149/month for 51 to 100, and $199/month for 101+.
Processing: Kicksite lists Basys as its preferred payment partner, but exact processing details should be confirmed.
Included: Martial arts student management, attendance, billing tools, failed payment visibility, communication, and school operations.
Add-ons to confirm: Website, local search services, payment processing, or extra services.
Editorial note: Kicksite is clear and practical for martial arts schools. Its pricing is easy to map against student count, which helps small schools budget early. It may be too niche for gyms that need broader wellness, POS, access control, and multi-location features.
MyStudio
For: Martial arts, youth programs, enrichment businesses, and small fitness studios.
Base: MyStudio pricing shows Starter, Growth, and Scale starting at $79, $159, and $239/month on annual terms. Monthly pricing should be checked before buying.
Processing: Processing should be verified before purchase because the pricing page does not make it the headline.
Included: Member app, business management app, events, retail, automations, reporting, rank and level management, website tools, and staff accounts, depending on the plan.
Add-ons to confirm: SMS texting, AI lead agents, branded app, WebsitePro, and other extras.
Editorial note: MyStudio is more transparent than some competitors because it publishes clear starting plan prices. It is especially relevant for martial arts and youth-program operators, but less direct for full-service gyms with access control and broader wellness workflows.
GymMaster
For: 24/7 access gyms and multi-segment operators.
Base: GymMaster pricing lists Foundation, Advanced, and Professional plans from $89, $129, and $209/month before enterprise pricing.
Processing: Processing rates are not clearly disclosed on the pricing page.
Included: Software plus access control framing, member management, billing, door access, retention tools, automation, and reporting, depending on the plan.
Add-ons to confirm: Keytags, door readers, access hardware, cameras, controllers, installation, and support.
Editorial note: GymMaster is one of the strongest fits when door access is central to the business. A 24/7 gym should compare GymMaster with any platform that requires a separate access-control stack.
Zen Planner
For: BJJ, martial arts, CrossFit, and fitness studios.
Base: Zen Planner pricing shows Studio starting at $99/month, while its pricing tiers show active-member bundles and optional add-ons.
Processing: Processing should be confirmed with Zen Planner before purchase.
Included: Member management, billing, scheduling, workout tracking, mobile app, and reporting, depending on the plan.
Add-ons to confirm: Branded App, EMV devices, Website, Engage, and other products. Zen Planner lists Branded App and EMV devices at $39/month each.
Editorial note: Zen Planner can work well for studios that understand exactly which tools they need. Buyers should calculate the full stack, not just the base member-count tier.
ABC Glofox
For: Boutique fitness, martial arts, and multi-location studio brands.
Base: Quote-led pricing rather than a simple public dollar table.
Processing: Verify current payment processor, rate, and platform terms during sales.
Included: Member management, class booking, branded digital experience, reporting, and studio-growth tools, depending on the plan.
Add-ons to confirm: App configuration, implementation, messaging, payments, integrations, and multi-location features.
Editorial note: Glofox can be a serious option for boutique fitness brands that care about member experience and multi-location growth. Because pricing is quote-led, buyers should insist on clear written numbers before comparison.
Virtuagym
For: Gyms, clubs, coaching businesses, corporate wellness, and broader fitness operators.
Base: Per-location or package pricing, depending on region and plan.
Processing: Payment processing should be verified by region and plan.
Included: Membership management, digital contracts, payment processing, staff management, coaching, nutrition, apps, engagement tools, and business modules, depending on the package.
Add-ons to confirm: Modules, coaching tools, app features, integrations, onboarding, and regional payment setup.
Editorial note: Virtuagym can fit gyms that want a broad digital ecosystem, especially when coaching and engagement matter. Buyers should not assume the lowest package includes the full operating stack.
ClubReady
For: Studios, fitness franchises, multi-location gyms, health clubs, wellness clubs, and larger fitness brands.
Base: Custom/demo-led pricing.
Processing: Not clearly disclosed publicly.
Included: Studio, gym, health, and wellness club management tools, with lead management, member retention, engagement, and operational workflows depending on setup.
Add-ons to confirm: Implementation, integrations, support level, payments, reporting, and enterprise features.
Editorial note: ClubReady is better understood as a full-suite operations platform than a budget starter tool. It can fit larger operators, but small gyms should ask whether the implementation weight matches their actual needs.
What Wellyx costs and what each plan includes
Wellyx deserves its own section because the point of this article is not only to compare prices. It is to show how pricing connects to real gym operators.
Wellyx Excel: $99/month
Wellyx Excel is the starting plan at $99/month.
It is the best for small gyms, new studios, personal training studios, boutique fitness operators, and small to mid-sized studios that need core operations in one place.
I would put a small gym here if it needs clean scheduling, memberships, bookings, and admin control, but does not yet need heavier sales, marketing, inventory or multi-location workflows.
Wellyx Exceed: $199/month
Wellyx Exceed is $199/month.
This is where the platform starts to make more sense for growing fitness facilities that need more than a calendar and billing system.
I would look at this tier if the gym is actively selling memberships, tracking leads, using POS, managing staff workflows, and trying to avoid buying a separate CRM or access control setup too early.
Wellyx Ultimate: $299/month
Wellyx Ultimate is $299/month.
This is the plan that makes the most sense for established gyms, single-location operators with more complex needs, and multi-location providers.
This is where Wellyx’s positioning becomes clearer. It is not just priced as software. It is priced as an operating system for gyms that do not want memberships, billing, CRM, POS, staff, marketing, and reporting split across different tools.
Where Wellyx fits in the market
Wellyx is not the lowest-priced tool in the market, and that is not really its strongest argument.
Its strongest fit is for gyms and wellness businesses that want one connected system for daily operations. That includes bookings, billing, CRM, POS, access control, staff tools, marketing, reporting, and multi-location control.
That does not mean every gym needs it.
A martial arts school focused mostly on attendance and billing may prefer GymDesk or Kicksite. A CrossFit box that cares deeply about workout programming may prefer PushPress or Wodify. But for hybrid fitness, 24/7 gyms, wellness, retail, and multi-location operations, Wellyx belongs in the serious shortlist.
Hidden costs: Most gym software pricing pages do not show
This is the section I would read twice before signing with any vendor.
Payment processing
Payment processing can quietly become the highest cost in this stack.
You need to know:
- Card rate
- ACH or Direct Debit rate
- Fixed transaction fee
- Chargeback fee
- Refund handling
- Processor lock-in
- Whether you can bring your own processor
- Whether the platform adds markup
Branded mobile app
A member app and a branded app are not always the same thing.
A member app may let members book classes, manage accounts, and check schedules inside the vendor’s app. A branded app usually means your gym’s name, icon, and branding appear in app stores.
Vagaro’s support documentation lists its base subscription separately from premium features, and many vendors treat branded app publishing as an extra product. That is why the app cost should be separated from the base software cost.
Marketing automation and messaging
Email, SMS, WhatsApp, and automated campaigns can all affect cost.
The software subscriptions may include some messaging tools, but high-volume SMS is often usage-based. If your gym sends renewal reminders, trial follow-ups, failed payment notices, birthday offers, class reminders, and retention campaigns, messaging costs need to be modeled.
This is especially important for gyms with trials, intro offers, personal training follow-ups, and churn-risk campaigns.
Access control and door hardware
Access control pricing can include software, controllers, locks, readers, turnstiles, installation, and ongoing third-party subscriptions.
A 24/7 gym should compare the full-door access stack, not just the software plan.
Ask:
- Does access control work inside the software?
- Does it deny access automatically when billing fails?
- Does it support frozen or expired memberships?
- Can staff override access?
- What happens if the internet goes down?
- Who supports the hardware?
- Who supports the software?
- Who owns the problem when the door does not open?
That last question matters more than most pricing pages admit.
Onboarding and migration
Migration is where many owners underestimate the pain.
You may need to move:
- Member records
- Membership plans
- Payment profiles
- Attendance history
- Waivers
- Staff accounts
- Gift cards
- Booking history
- Failed payment records
- Access permissions
If you already use another platform, the real cost is not only the price of the new software. It is the cost to switch without losing member data, billing continuity, or staff confidence.
Contract terms and cancellation friction
Always ask:
- Is it monthly or annual?
- Is there a notice period?
- Does the contract auto-renew?
- Can I export all data?
- Are payment profiles portable?
- Is there a cancellation fee?
- What support is included during offboarding?
A cheap plan with hard cancellation can become expensive fast.
Admin time
Admin time is the hidden line item nobody invoices.
If staff spend hours each week correcting double bookings, chasing failed payments, exporting reports, calling members manually, or reconciling access problems, that time has a cost.
A system that costs more but removes manual work can be cheaper in practice than a system that looks affordable but needs constant babysitting. That is one of the clearest benefits of gym management software: it reduces the small daily tasks that quietly drain staff time, member experience, and reporting accuracy.
The real cost of “free” gym software
Free gym software can make sense.
I would not dismiss it for a brand-new gym, a micro studio, or an owner testing a business idea. If you have 15 members, a limited schedule, and low payment volume, a free or very low-cost tool may be a practical place to start.
The problem starts when the gym grows, and the free plan is no longer free.
Some free plans recover revenue through higher processing fees, feature limits, missing CRM, limited automations, or paid upgrades.
So the right question is not “Is free bad?”
It is at what payment volume that free stop being cheap?
| Gym stage | When free software can work | When it starts to cost more |
| Pre-launch | Testing setup and early bookings | When billing volume grows |
| Under 25 members | Basic member records and scheduling | When CRM, reporting, or automation is needed |
| 50+ members | Basic workflows may still work | Processing and manual work can outweigh savings |
| 150+ members | Rarely ideal unless features are strong | Staff time, payments, and add-ons stack up |
Common mistake: comparing a free subscription against a paid subscription while ignoring processing rates, missing features, and manual admin work.
How to calculate your gym’s real monthly software cost
Here is the formula I use:
True monthly cost = base subscription + payment processing + per-transaction fees + add-on modules + marketplace commissions + hardware/access costs + messaging costs + onboarding/migration + admin time
That formula is not complicated. Vendors just do not always lay it out that way.
Gym software cost by monthly budget
This section answers the way gym owners actually search when they are comparing software.
“What can I get for under $100?”
“Is $200 enough?”
“When does gym software become enterprise pricing?”
The tricky part is that most price ranges only show the starting subscription. They do not always include payment processing, SMS, branded apps, access control hardware, onboarding, or the extra products needed to run the full business.
Use these ranges as a starting point, then calculate the full operating cost before signing.
Gym management software under $100
Gym management software under $100 usually fits new gyms, micro studios, martial arts schools, personal training studios, and small wellness businesses that need basic memberships, bookings, billing, and scheduling.
In this range, the names that usually appear are:
- PushPress Core Free
- Vagaro
- Kicksite
- WellnessLiving Starter
- MyStudio Starter on annual billing
- GymDesk Micro
- GymMaster Foundation
- Wellyx Excel
The best software under $100 is not the one that covers the lowest starting price. It is the one that covers your core workflow without forcing your team back into spreadsheets, manual payment tracking, or separate booking tools.
For a very small studio, that usually means member records, recurring billing, class scheduling, online bookings, basic reports, and simple communication.
If you need CRM, marketing automation, branded apps, access control, or multi-location reporting, under $100 may start to feel tight.
Gym management software under $200
Gym software under $200 is usually the first serious range for growing gyms.
At this level, owners should expect more than a booking calendar. They should look for member management, billing, bookings, POS basics, lead tracking, staff visibility, reporting, and better day-to-day admin control.
The strongest names in this range include:
- Wellyx Exceed
- PushPress Core Pro
- TeamUp
- GymDesk Small or medium tiers
- Kicksite mid-level plans
- MyStudio Growth on annual billing
- GymMaster Advanced
- Zen Planner lower active-member tiers
This is a good budget range for small but active gyms. Still, be careful with modular systems. A $159 subscription can become much more expensive if CRM, branded app, workout tracking, SMS, or marketing tools sit outside the base plan.
Gym management software under $300
Gym software under $300 is often the best value for established independent gyms.
At this stage, a gym usually wants more than basic scheduling and billing. It needs CRM, POS, marketing tools, staff management, reporting, access control options, mobile apps, retention workflows, and enough automation to reduce manual admin.
Software names in this range include:
- Wellyx Ultimate
- PushPress Core Max
- GymMaster Professional
- MyStudio Scale
- GymDesk Large
- Kicksite 101+ student tier
- WellnessLiving Business
For many independent gyms, this is the most practical range. You are not yet in enterprise territory, but you should be getting a more complete system.
If a vendor still charges separately for every important tool at this level, ask for the full first-year cost.
Gym management software under $500
Under $500, a gym should expect stronger automation, better reporting, staff management, lead workflows, app options, payment tools, access control support and stronger customer support.
This is where the “starting price” becomes less useful.
A platform may start under $200, but land closer to $400 or $500 once CRM, branded app, SMS, marketing automation, programming, or payment tools are added.
This budget works best for gyms that are growing, selling actively, and trying to reduce disconnected tools.
Before signing, ask for one number that includes the subscription, add-ons, payment processing assumptions, app costs, onboarding, and support.
Gym management software under $1,000
Gym software under $1,000 usually applies to larger single-location gyms, advanced boutique studios, high-volume functional fitness gyms, 24/7 facilities, and small multi-location operators.
At this level, expect CRM, branded app options, automation, stronger analytics, integrations, staff permissions, access control workflows, reporting and more support.
But do not assume everything is included. Access control hardware, door readers, turnstiles, kiosks, payment devices, SMS, and onboarding can still sit outside the monthly subscription.
This is also the range where gyms should start comparing software against staff time. If a $700 system replaces three tools and saves hours of admin every week, it may be a better value than a $250 system that still leaves the team chasing payments, exporting reports, and fixing bookings manually.
Gym management software under $2,000
Under $2,000 is mostly for serious growth or early enterprise needs.
This range fits franchise, multi-location brands, national operators, large boutique brands, 24/7 clubs, wellness groups, and businesses with custom integrations, custom reporting, dedicated support, complex access rules, and advanced membership structures.
At this level, do not buy from a feature list. Buy from a workflow map.
Ask what the platform will cost across all locations, payment volume, staff users, access points, branded apps, marketing tools, reports, integrations, onboarding, and support.
A $1,500 monthly system can still be fair if it replaces multiple disconnected tools and gives operators better control. But it should never be vague.
The best pricing at this level is transparent, written, and tied to how your business actually runs.
ROI: What does gym software give back?
Cost matters, but I do not like stopping the conversation there.
The real return of gym software usually shows up in places owners used to tolerate as “normal”
Failed payments get retired. Lead gets followed up. Staff schedules become visible. Attendance connects to billing. Access rules follow membership status. Reports stop taking half a day. Members book without calling the front desk.
That is not magic. There are fewer gaps.
Good software can return value through:
- Faster lead follow-up
- Better retention visibility
- Fewer disconnected tools
- Fewer booking mistakes
- Cleaner reporting
- More control over access and attendance
- Better staff accountability
The Health & Fitness Association’s 2025 participation data show the market is not shrinking. More people are using fitness facilities, including flexible access types. That growth puts more pressure on gyms to manage memberships, visits, billing, and communication cleanly.
If you want to measure this beyond “software saves time,” it helps to look at how gyms can improve ROI using gym management software through fewer missed payments, stronger follow-up, cleaner retention tracking, and fewer disconnected tools.
Expert tip: Do not calculate ROI only as “software saves time.” Calculate what fewer missed payments, cleaner follow-up, better retention visibility, and fewer tools are worth each month.
Which price range is right for your gym?
Here is the simple decision matrix I would use.
| If you run… | Likely monthly budget | Best pricing model |
| New studio | Under $100 | Simple flat pricing |
| Growing independent gym | $100 to $300 | All-in-one platform |
| 24/7 gym | $300+ | Software + access control |
| Multi-location gym | $500+ | Centralized multi-site system |
| Franchise or chain | $1,000+ | Enterprise/custom pricing |
- Choose under $100 if you are new and need basic booking, billing, and member records
- Choose $100 to $300 if you need billing, CRM, bookings, reporting, POS, and staff visibility
- Choose $300 to $700 if you need access control, 24/7 operations, stronger automation, or large staff workflows
- Choose $700 to $2,000+ if you run multiple locations, need enterprise reporting, manage a franchise, or require custom integrations
Ask every vendor for this before signing
Before I would let any gym owner sign, I would ask for these details in writing.
- Total monthly software cost at 50, 150, 300, and 1,000 members
- Full payment processing rates for card, ACH, and Direct Debit
- Whether CRM is included or sold separately
- Whether marketing automation is included
- Whether member and staff mobile apps are included
- Whether the branded app costs extra
- Whether access control works natively or through another vendor
- Hardware requirements and installation costs
- SMS, WhatsApp, and email usage fees
- Currency, tax, and payment method support
- Data migration cost and migration process
- Contract term, renewal rules, and cancellation notice
- Data export options if you leave
- Support coverage, support hours, and escalation process
The best vendors can answer these questions plainly. The weaker ones will keep pulling you back to vague language.
That is usually a sign to slow down.
What should gym owners actually pay?
A small gym can often start around $99/month.
A growing gym should expect to spend $199 to $299/month before payment processing and optional hardware.
Larger gyms, 24/7 facilities, and multi-location operators may spend more, but the price only makes sense if the system replaces enough disconnected tools and manual work to justify it.
Here is the honest version:
- Single-location martial arts or BJJ school: GymDesk or Kicksite may fit well, but Wellyx becomes stronger when CRM, payments, retail, access, and reporting matter
- CrossFit box wanting native workout programming: PushPress or Wodify may fit well, but Wellyx is stronger when operations, billing, CRM, access control, and reporting need to work together
- 24/7 access gym: Wellyx fits well when access control needs to connect with memberships, billing, freezes, expired plans, and reporting
- Boutique gym plus spa martial arts or wellness services: Wellyx fits this use case well because it connects bookings, billing, CRM, POS, access control, and reporting
- Multi-location fitness, wellness, or hybrid operator: Wellyx is the best solution
- Large enterprise boutique chain: Mindbody, Glofox, ClubReady, or Virtuagym may also be considered
I would not buy based on the lowest subscription.
I would buy based on what the software prevents me from paying for somewhere else.
If one system replaces billing software, booking tools, a CRM, a POS system, access control software, staff management, member apps, reporting, and marketing automation, the monthly subscription is only one part of the value equation.
The right question is not:
“How cheap is the plan?”
The better question is:
“What does this system prevent me from paying for somewhere else?”
FAQs
How much does gym management software cost in 2026?
Most independent gyms and studios should expect gym management software to cost $99 to $300/month before payment processing, hardware, and add-ons. Larger gyms, 24/7 facilities, and multi-location operators may pay $500 to $2,000+ per month, depending on complexity.
What is the average monthly cost of gym software?
For a normal independent gym, I would budget around $199 to $299/month for the software subscription, then add payment processing, messaging, branded app, access control, and migration costs if needed.
Why does gym software cost more than the advertised price?
Because the advertised price often shows only the base subscription. The real cost may include payment processing, CRM, SMS, branded apps, access control, hardware, onboarding, migration, and support.
What hidden costs should I watch for in gym management software?
Watch payment processing, branded app fees, SMS usage, CRM add-ons, access control hardware, setup fees, migration support, contract terms, cancellation rules, annual increases, API fees, extra staff seats, and admin time.
Is free gym management software really free?
Sometimes, but not always. A free plan can work for a brand-new gym with low payment volume. But if processing fees are higher or key features are missing, free software can become expensive as the gym grows.
