Gym Management Software in 2026
Gym management software can connect member records, memberships, recurring payments, class schedules, reservations, attendance, staff access, and operational reporting. It does not automatically replace accounting, payroll, legal review, or a documented privacy and security program.
This guide compares four different commercial models: PushPress, Gymdesk, TeamUp, and Mindbody. Official documentation was reviewed on July 19, 2026. Clearpick has not completed hands-on testing of all four platforms, so product capabilities are vendor-reported unless stated otherwise. Pricing shown on this page was checked against each vendor’s official pricing page on September 8, 2026, and every figure is sourced in the table above. There is no paid placement and no universal winner.
Start With the Gym’s Operating Model
The same product can be sensible for one facility and expensive or incomplete for another.
| Operating model | Workflows that usually decide the shortlist | Cost driver to examine first |
|---|---|---|
| Independent gym | Membership changes, recurring billing, check-in, staff permissions, basic classes, failed payments | Payment rates, access control, migration, support |
| Boutique or class studio | Packs, recurring memberships, capacity, waitlists, rooms, instructors, late-cancel rules, member app | Active customers, messages, branded app, marketplace fees |
| 24/7 facility | Membership status, doors, credentials, guests, offline failure, emergency access | Hardware, installer, per-door software, support coverage |
| Multi-location operator | Shared member identity, inter-location access, centralized reporting, local permissions, consolidated settlement | Per-location pricing, implementation, data architecture, contract |
A software category is required only when a necessary workflow is not reliably covered. Separate booking software, appointment scheduling, accounting, payroll, or CRM can improve a specific workflow, but every extra tool creates another data boundary and reconciliation step.
Current Public Pricing Snapshot
| Product | Public base price checked July 19, 2026 | Pricing unit | Important published boundary |
|---|---|---|---|
| PushPress Core | Free $0; Pro $159/month; Max $229/month | Flat plan; payment fees vary by tier | Core products list unlimited members, staff, and admins; CRM, training, and branded-app products can be separate |
| Gymdesk | $75 up to 50 active members; $100 up to 100; $150 up to 200; $200 up to 400 | Active members | More than 400 requires an Enterprise quote; standard member app included, branded app optional |
| TeamUp | $119/month for 0–100 active customers | Active customers in the month | Price scales with activity; branded app is $99/month |
| Mindbody | Starts at $79/month per US location | Location and plan | Starter, Accelerate, and Ultimate differ; higher-plan prices and many extras require sales confirmation |
These are not equivalent packages. “Active member,” “active customer,” “location,” and “unlimited members” are different billing rules. Payment transactions, SMS, app-store accounts, hardware, access control, premium support, onboarding, and integrations can exceed the license price.
Four Products to Shortlist by Workflow
PushPress: Flat Core Plans With Payment Economics
PushPress publishes Core Free at $0, Pro at $159, and Max at $229 per month. Its main pricing table currently lists credit-card rates of 4.99% plus $0.30 on Free, 2.89% plus $0.30 on Pro, and 2.75% plus $0.30 on Max. ACH rates also differ by plan.
The vendor lists unlimited members, staff, admins, and leads across Core plans, along with scheduling, billing, member and staff applications, check-ins, and waitlists. Other products can materially change the stack: the pricing FAQ lists Train from $79 per month, Grow at $329, and a branded app as an add-on.
Shortlist when: a gym wants a flat core subscription and is willing to model payment costs carefully.
Verify in writing: the applicable US or international payment rate, whether a feature belongs to Core or another product, refunds and chargebacks, payout timing, migration, role limits, workout history, CRM, branded app, access-control integration, and full exports. PushPress pages observed during this review displayed inconsistent Free-plan processing figures, so the contract and current checkout terms—not a copied comparison—must control the decision.
Check PushPress’s current plans.
Gymdesk: Member-Count Pricing
Gymdesk publishes four monthly tiers based on active members: $75 up to 50, $100 for 51–100, $150 for 101–200, and $200 for 201–400. Enterprise pricing is custom. Frozen, cancelled, and prospect records are not counted as active according to the pricing page.
The standard Gymdesk member app is included and supports schedules, bookings, waitlists, memberships, payments, attendance, and announcements. A separate branded-app setup guide lists $100 per month once live, an estimated two-to-four-week launch, and separate Apple and Google developer-account requirements and fees.
Shortlist when: published member-count tiers and an included standard portal/app fit an independent gym’s budgeting model.
Verify in writing: Enterprise pricing above 400 active members, payment processor and rates, SMS, the exact definition and measurement date for active members, door-access hardware and subscription, branded-app ownership, migration, support, and exports.
Check Gymdesk’s current member tiers and branded-app requirements.
TeamUp: Active-Customer Pricing for Class Businesses
TeamUp publishes $119 per month for 0–100 active customers. It defines an active customer as someone who registers or purchases during the month and says the price adjusts with activity. Its feature list includes memberships, packs, appointments, waivers, online booking, courses, payments, POS, reporting, scheduling, pay rates, access control, family accounts, and integrations. A custom branded app is listed at $99 per month.
Shortlist when: a class or appointment business prefers one published feature set and a price that follows active customers.
Verify in writing: the exact price at 500 and 2,000 active customers, how cross-location activity is counted, payment processing, SMS, branded app, access-control vendor and hardware, instructor-pay export, migration, API behavior, and data export.
Use TeamUp’s current customer-count pricing selector.
Mindbody: Per-Location Platform and Marketplace
Mindbody’s US pricing page now starts at $79 per month per location. Starter lists booking, payments, business management, website booking widgets, the Mindbody app listing, and basic reporting. Accelerate adds operational and scheduling functions; Ultimate adds marketing, lead, and analytics functions. Public prices for the higher tiers are not shown on the page.
The Mindbody consumer listing is not the same thing as an app published under the gym’s own name. A branded mobile app and other services are presented as additional capabilities. The pricing FAQ says total cost includes the base plan, add-ons, and transaction-related fees.
Shortlist when: consumer discovery, scheduling, marketplace presence, and a per-location platform are part of the acquisition model.
Verify in writing: the correct tier, each location, branded app, marketing volumes, marketplace and payment fees, contract term, cancellation notice, data migration, multi-location member access, permission design, and exit exports.
Check Mindbody’s current US plan structure.
License Comparison at 100, 500, and 2,000 Members
This table compares only public base subscriptions. It deliberately does not fabricate prices where the vendor requires a selector or quote.
| Product | 100 active members/customers | 500 active members/customers | 2,000 active members/customers |
|---|---|---|---|
| PushPress Core | $0 Free, $159 Pro, or $229 Max | Same published base plans | Same published base plans |
| Gymdesk | $100/month | Enterprise quote required | Enterprise quote required |
| TeamUp | $119/month | Confirm current selector/quote | Confirm current selector/quote |
| Mindbody | From $79/month per location | From $79/location; confirm plan fitness and quote | Enterprise and multi-location scope require quote |
The PushPress rows do not mean the total stays flat: transaction fees grow with payment volume. Gymdesk and TeamUp count different forms of activity. Mindbody prices per location rather than per member. A 2,000-member operation also needs evidence that permissions, reporting, settlement, support, and migration can operate at that scale.
Worked Payment Example
Assume every member pays $75 in one US credit-card transaction each month. This is fictional arithmetic using the PushPress rates shown on its main pricing page, not a quote and not a comparison of net processor costs.
| Members | Monthly card volume | Pro: $159 + 2.89% + $0.30/transaction | Max: $229 + 2.75% + $0.30/transaction |
|---|---|---|---|
| 100 | $7,500 | $405.75 | $465.25 |
| 500 | $37,500 | $1,392.75 | $1,410.25 |
| 2,000 | $150,000 | $5,094.00 | $4,954.00 |
This calculation excludes debit mix, ACH, taxes, failed payments, refunds, chargebacks, international cards, negotiated rates, add-ons, hardware, and the underlying processor’s complete terms. Repeat it using the gym’s actual transaction count, payment mix, average charge, and written quote for every finalist.
One Manual Trial for Every Finalist
Use synthetic people and test payment modes. Do not upload real member, payment, injury, health, or employment data until contracts and controls are approved.
Member and membership
- Create an adult member, a minor with guardian, a household, and a prospect.
- Issue a waiver and record the exact accepted version and timestamp.
- Sell a recurring membership, a class pack, and a time-limited trial.
- Freeze, upgrade, downgrade, cancel, and reactivate the membership.
- Export the member, consent, membership, attendance, and financial history.
Booking and attendance
- Create a recurring class with room, capacity, instructor, and eligibility rules.
- Fill the class, join the waitlist, cancel, and verify promotion and notifications.
- Test a late cancellation, no-show, guest, and cross-location booking.
- Try member self-service on a small phone and in the web fallback.
- Confirm accessibility, password recovery, calendar time zones, and data shown to other members.
Billing and failed payment
- Run a fictional membership charge and inspect receipt and settlement records.
- Fail the payment, execute the retry sequence, and verify member communication.
- Test a partial refund, full refund, dispute, chargeback, and membership suspension.
- Reconcile gross sales, fees, refunds, tax, liabilities, and bank deposits to accounting.
- Confirm who can change bank details, issue refunds, export data, and alter balances.
Door and front-desk failure
- Test active, frozen, unpaid, expired, guest, and staff credentials.
- Simulate loss of internet, power, phone, and vendor service.
- Confirm emergency access and a safe manual fallback.
- Document hardware ownership, installer, warranties, replacement time, and cancellation effects.
Record each result as completed by Clearpick, demonstrated by the vendor, documented only, or unavailable. Clearpick has not run this full test and therefore does not publish an ease-of-use or reliability winner.
Member App and Payment-Terminal Limits
A member app should be evaluated as an operational surface, not a logo upgrade. Confirm:
- whether the standard app is vendor-branded or published under the gym’s developer account;
- Apple and Google account ownership, fees, review timing, updates, and exit behavior;
- booking, waitlist, payment update, cancellation, family, notification, and account-recovery behavior;
- accessibility and a complete mobile-web fallback;
- analytics, advertising identifiers, SDKs, data sharing, permissions, and deletion;
- support responsibility when the store, operating system, app, or platform fails.
For a counter or mobile terminal, test keyed, tap, chip, refund, offline, tip, tax, receipt, product, membership, split-payment, and chargeback flows. Verify hardware purchase or rental, replacement, processor lock-in, payout schedule, PCI responsibilities, and whether a cancelled software contract leaves usable hardware.
Privacy, Security, and Staffing Checks
Gyms may store injury notes, goals, biometrics, attendance patterns, emergency contacts, and data from connected fitness services. Review data minimization, roles, MFA, audit logs, encryption, backups, subprocessors, locations, retention, incident notice, exports, and deletion. The FTC’s Health Breach Notification Rule guidance explains that some fitness and connected-app data can fall within its scope; determine the actual rules for the product and business with qualified counsel.
Paying an instructor per class does not decide whether that person is an employee or independent contractor. The IRS worker-classification guidance focuses on the real relationship, including behavioral control, financial control, and the parties’ relationship. Payroll configuration should follow the correct determination, not create it.
Decision Checklist
Before signing, retain a written record of:
- required workflows and trial evidence;
- subscription unit, payment rates, add-ons, hardware, implementation, and year-one total;
- data migration scope and reconciliation totals;
- security and privacy evidence;
- roles and approval controls;
- service levels, support hours, status history, and incident terms;
- renewal, price change, cancellation, read-only period, exports, and deletion;
- the accountable owner for payments, membership rules, access, accounting, payroll, and privacy.
Frequently Asked Questions
What software does a gym need?
Most gyms need member records, memberships, recurring payments, scheduling, booking, attendance, staff access, reporting, and exports. Access control, workout programming, a branded app, CRM, accounting, and payroll depend on the operating model. Start with workflows rather than a fixed product count.
How much does gym management software cost?
Public prices checked on July 19, 2026 range from a $0 PushPress subscription with higher payment rates to paid subscriptions starting at $75 for Gymdesk, $79 per US Mindbody location, and $119 for TeamUp. Processing, messages, apps, hardware, integrations, implementation, and migration determine the real cost.
Which gym software is best for 100 members?
There is no universal winner. At 100 active members, Gymdesk lists $100 per month, TeamUp lists $119, PushPress offers Free, Pro at $159, and Max at $229, and Mindbody starts at $79 per location. Test the complete workflow and compare total cost using actual payments.
Does gym software replace accounting and payroll?
Usually not. Payment collection and pay-rate reports do not necessarily provide a general ledger, bank reconciliation, tax filing, payroll compliance, or correct worker classification. Define the system of record and reconciliation path with the relevant professionals.
Should a gym buy a branded member app?
Only if it improves a measured member workflow enough to justify recurring fees, store accounts, review delays, permissions, and support work. Test the standard app and web fallback first.
About This Guide
This page is based on official vendor, FTC, and IRS documentation, not a hands-on ranking. Prices and features were checked on July 19, 2026 and should be confirmed in a written quote. See the comparison methodology for Clearpick’s evidence labels and correction process.