What is Club Management Software?
Club management software is also termed association management software and membership software. It offers useful features to help clubs and associations sell themselves better and improve the service provided to customers. Key features of this software include records management, promotion and marketing tools, scheduling, reporting, billing, and member reservations management.
Club management software can be used to manage payments and customer data, class scheduling, events, and to automate marketing campaigns. This solution is widely used by parks, private educational institutions, sports clubs, campus recreation centers, and health and fitness clubs. Start by checking our leader Mindbody, and other recommended solutions in this category.
An all-in-one software app that enables you to optimize, grow, and nurture your fitness business. It offers the essential tools to streamline your operations, including integrated payment processing, scheduling, and membership management. Zen Planner also provides support for digital marketing and website creation.
An award-winning, cloud-based, all-in-one fitness solution for health clubs, personal coaches and trainers. It offers robust tools for membership management, client coaching, and more. This solution is suitable for businesses of any size and provides virtually all the tools needed to keep customers satisfied and to help businesses grow.
An easy-to-use salon and spa management solution that gives beauty industry businesses unmatched control over their operations. Using this solution ensures that you're running your business with the latest in salon software technology. If you're keen on boosting profitability, increasing productivity, or enhancing customer relationships, Rosy Salon Software is a great choice.
An innovative club management software designed for SMEs in the health, wellness, and fitness industry. It offers a user-friendly solution packed with the needed features to easily manage club operations, from company resources to customers and staff. Aside from helping automate business processes, Club Automation also allows users to quickly access all customer data with just a few clicks.
An online booking system accessible from mobile devices or desktop PCs for 24/7 bookings from anywhere. The platform's Class & Membership feature empowers businesses to have complete control over their booking activities. On top of its many innovative tools, SimplyBook.me's POS tool can accept both cash and credit card payments.
A business management solution for the health and wellness sector, which enables effective management of business and marketing operations. Accessible anytime, anywhere using any device, this platform allows customers to book from virtually anywhere whenever they need to. It also supports brand-based customization and can be integrated into any business website.
An appointment scheduling software designed for fitness classes and workshops. This solution is easy to set up and has a smart design that can be easily personalized to highlight your brand. It offers tools that facilitate better interactions with students, payment processing, and class schedule management, including reporting and analytics.
A smart club management tool that eases the management demands for support staff, coaches, and managers. Created by sports professionals for use by sports clubs, this solution enhances manager-player relationships by improving their communication and related transactions. Overall, Teamsnap is designed to ensure that everyone in a team is constantly on the same page.
A specialized club management platform for helping you get connected with your customers. This solution is designed to hasten and improve club operations through smart automation. It can be used by clubs of any size, whether for-profit or not-for-profit organizations.
A web-based club management solution for scheduling classes and managing different facilities for training and exercise. This all-in-one platform doesn't only streamline daily activities but also offers many tools for improving entire facility management operations. What's more, startups and small businesses can afford it because of its affordable rates.
A full-featured gym management application with multiple deployment options.
A user-friendly and reliable web-based club management solution which simplifies the management and operations of fitness clubs, gyms, yoga studios, swimming pool facilities, and beauty centers; offering features for dynamic membership management, quick registration, unified class, session, and shift scheduling, powerful customer relationship management, automated access control, and mobile business analytics.
A cloud-based community and event management software created to help organizations manage their memberships, facilitate communication, and monetize the community.
A personal training solution for fitness professionals and trainers, offering a large database of food and drink items and an extensive library of exercise videos.
Selecting the perfect club management tools for your needs can be difficult since there are numerous options to choose from. To make things easier for you, we’ve prepared this definitive buyer’s guide, which gives you useful pointers and factors to consider as you go about your search for a suitable solution.
We highly recommend that you start your search for the best club management tools by taking advantage of the free trials or demos that best-in-class software providers offer. It allows you to have a first-hand experience of what a product is all about before you can make that commitment to buying one. Market studies show that 60% of those who went for a free trial first went for a paid plan later on. You want to be part of that 60% who understand what they are getting into.
You can visit the websites of leading club management solutions and check whether they provide a free trial or demo. According to research, the most common number of free trials that SaaS-buyers check is 3 to 4, so make sure you make your research diversified.
We recommend you start with the following market leaders: Zen Planner, Virtuagym, SimplyBook.me, Rosy Salon Software, and Mindbody. These platforms have high rankings in our club management software reviews, so you can make a general comparison to find the best among the lot.
The following types of club management software programs basically offer the same features but have different names:
The number of members of health clubs, gyms, and other related organizations totals hundreds of millions worldwide. As of 2019,
the overall global fitness/mind-body market is valued at $4.5 trillion, indicating the massive importance of club management solutions in these health-related human endeavors.
Our detailed comparisons reveal that top club management software tools offer the following main features:
You can use the software’s promotional features to reach out to more members and encourage existing members to use your facilities and services more extensively. By effectively enhancing the club member experience, club management apps have become an essential business tool that can provide your club’s revenue-generation activities the push they require.
Automates administrative work
75% of businesses say that technology-powered workflow automation will be key in the delivery of their products and services. This is why more and more clubs are using these technological tools to automate routine tasks such as data entry, which saves time and energy for your employees. As a result, club management can use the time to focus on productive campaigns and efforts.
Enhanced marketing productivity and cost-savings
Using technology to power marketing efforts helps businesses achieve a 12.2% decrease in marketing overhead costs and a 14.5% rise in sales productivity. Automate marketing processes enables companies to achieve enhanced marketing ROI and business growth.
Better data security
Losses due to cybercrime like data breaches are expected to reach as much as $2 trillion in 2019. Don’t let your club and your members become part of that statistic. Choose a club management solution with a proven record in data security. This will help you securely store confidential info such as personal and credit card details of members.
Access to Exclusive Data
As this type of software application mainly functions to handle member data, having an integrated tool to manage member identity and access is a must. Nowadays, clubs and associations are increasingly requiring the need to closely monitor member behavior to help them provide more personalized services and other things that interest members. This helps a lot in enhancing the membership model, which is key to increasing membership, reducing cost, and enhance retention.
Smooth integration with other business systems
Club management software can seamlessly integrate with the other business platforms that you use, which means there is no need to repeat data entry or redo any process. To do so, the solution must have extensive API capabilities so that it can readily connect with your favorite apps. With an integrated system, you can store all your data and information in a single solution. Likewise, you can generate useful reports on your club’s finances, performance, and other aspects.
Simplified membership attraction and retention
This type of software solution is designed to help clubs and other organizations streamline how they attract and retain members. With robust marketing and member management tools, club management solutions are crucial to keeping your membership healthy, with sustainable growth.
Direct quick feedback from members
Clubs should provide an easy, highly accessible way to allow members to share their thoughts with management. With an effective feedback mechanism, clubs can readily know if their membership services are doing well or not. Negative feedback is very helpful in determining which areas to improve.
Offers happy member experience
Your club’s members can use portals and online forums created by the software to share their experiences with other users. These opportunities can enhance their membership satisfaction, which can improve retention and loyalty. In fact, among small businesses, 85% of new business comes from word-of-mouth that online communities and social media facilitate.
Digital club transformation: More and more gyms and health clubs are increasingly deploying technology-based initiatives to enhance their membership management tasks. These include the expansion of their online revenue streams, offering more personalized services and access points, and the creation of useful, collaborative content.
Cloud software is popular: As cloud adoption grows further, cloud software is becoming ubiquitous. It offers a host of benefits, including access to data anytime, anywhere, affordable prices, and enhanced flexibility. You only need a reliable internet connection to use and benefit from a cloud-based club management software.
More convenient and flexible workout: Health clubs and gyms are now able to offer on-demand use of their facilities, thanks to the automated and real-time scheduling capability of club management solutions. The availability of personal trainers, coaches, nutrition advisers, etc. can easily be accessed by members, who can make reservations based on their preferred schedules.
Use of social media: Consumers are widely using social media networks to get reviews and feedback on products and services before they buy them. A survey found that 92% of health clubs and gyms use Facebook, while 75% use Twitter. You can use club management software to boost your brand on social media, publicize your facilities and services, and provide customer support on social networks.
Chatbots penetrate the health and wellness space: Health clubs worldwide are now deploying conversational chatbots in their online sites and mobile apps. Aside from providing quick responses to text or voice inquiries, chatbots can facilitate check-in, bookings, and other member requirements.
Mobile apps have become necessary: The number of smartphone users worldwide is likely to reach 2.87 billion by 2020. Along with this growth is the increasing popularity of various health-related mobile tools like fitness apps. To help your club’s members, you can provide a mobile app that they can use to access information on personal workout plans, progress tracking, nutrition tracking, etc. The mobile app can enhance members’ user experience and offer you convenient options for scheduling classes, coaching users, client communication, etc.
Membership analytics is key to growth: Clubs are increasingly turning to the sophisticated reporting capabilities of club management platforms to better manage their activities and plans. Because clubs and other similar organizations are mainly focused on members’ statuses and their activities, the analytics features of these solutions offer numerous benefits. These include increased efficiency and time savings in tracking membership numbers and operational expenses.
Club compliance: All health clubs and gyms are businesses that must comply with existing local and state laws. As most clubs make transactions online, owners must ensure that the club management that they deploy are compliant with international digital policies like GDPR, tax requirements, etc.
Employee training: These solutions can be challenging to use as club management software providers keep adding new features to make them more effective. Therefore, it is important to train your employees to use the system properly for maximum benefits. Likewise, employee retention has been a significant challenge for club owners. Thus, the capability to provide efficient onboarding for new employees should be a welcome additional feature for club management tools.
Effective application usage: You need to be clear about why you want to use club management software. If you know your goals and objectives, you can train your employees properly to use the platform effectively to enhance your club’s efficiency. To provide seamless user experience to your members, you can combine new physical tracking devices and software with your club management solution.
Pricing details are a key consideration when you evaluate SaaS providers. Ask the provider if they offer price protection and contractual flexibility. “Shelfware” has become a major concern in SaaS licensing as buyers end up shelling out for more than they require. Plus, to get pricing predictability, customers are forced to subscribe to long-term agreements. Make sure you don’t get saddled with perpetual licensing and get locked in for a long time with a single provider. Ask about easy exit policies that allow you to move on to another provider if you are not satisfied with the services offered by the current one. Select a vendor that offers a handy standard annual termination facility as well as long-term cost protection.
Another key element to consider is whether the cloud provider meets compliance and security requirements. Your firm is answerable to staff members, consumers, business partners, and regulators. Therefore, you should choose a vendor that has adopted a technically sound and comprehensive security program. Map your security control needs such as availability, integrity, confidentiality, privacy, and accountability to the vendor’s capabilities. Ask the potential vendor about the procedures and systems they use to protect your confidential data. Do they meet general as well as industry-specific compliance and security regulations? Do they offer special measures to meet the unique security requirements of your particular industry? Get satisfactory answers to these queries before you make the investment.
The best club management software is Zen Planner. Because it was designed by fitness experts as well as club managers and owners, you can be sure that its features and functionalities are tailored to address the unique needs of fitness clubs, gyms, and similar businesses. This ensures that the software addresses the particular needs of this type of business to drive growth and profits.
A comprehensive club management solution, Zen Planner is fully customizable and offers the right mix of basic and advanced features that will help you complete tasks more efficiently and in a timely manner. Aside from addressing your customers’ demands, it also helps you manage cumbersome tasks like staff attendance scheduling and monitoring. These ultimately provide you with more time to concentrate on more critical managerial responsibilities like forging deeper relationships with your club members, staff, and community.
If you need a club management app that also helps in your digital marketing and lead generation needs, then Zen Planner is a good choice. This solution is packed with innovative features designed to enhance member experience at every branch you run. What’s more, you can be sure that you can readily ask for help from its reliable customer support, either by chat, email or phone.
Club management software is mainly designed to help owners and managers manage their establishments more effectively by streamlining, integrating and automating data and operations. The following are the key benefits of club management software:
Easy to use. It allows simple access to features and functions from a single dashboard.
Boosts revenue. You can use the software’s marketing and promotional features to reach out to more members and to encourage existing members to use your facilities and services more extensively.
Task automation. It can simplify and streamline major club processes and operations.
Marketing tools. The app helps you perform marketing strategies and campaigns more efficiently and with measurable outcomes.
Simplified scheduling. It helps eliminate scheduling conflicts and double bookings. It also helps in staff scheduling to ensure all clients will be properly attended to.
Self-service check-in. A club management app allows members to check themselves in hassle-free.
Simplified retail process. It also helps club members to easily purchase memberships and other items online, which cuts the waiting time and lengthy procedures.
Skills tracking. This feature allows you to record the performance and development history of your club members.
Advanced workout tracking. This tool helps you to be on top of your members’ progress, helping you to analyze and plan custom programs for individual patrons.
In-depth reports. The feature keeps you updated with accurate KPIs and other important business indicators, including operational and financial data.
Not all club management software are created equal. Some are specific to a process, while others are robust and encompassing. However, they share these standard features:
Scheduling: Allows your employees to book and reschedule classes and appointments. Some apps allow club members to share their schedules via social media.
Payment processing: Enables your business to accept membership payments through various channels, such as via online payment gateways, wire transfer, direct debit, credit cards, and even cash.
Reservations management: Facilitates seamless member reservations, including the generation of a waiting list to allow other clients to take the place of those with cancelled appointments.
Staff timekeeping: Helps you to create and maintain an organized and efficient timesheets and work schedules of your staff.
Membership management: Allows you to edit and save member records, search for members in your system, and upgrade or downgrade memberships.
Member access: Checks in or out members using biometric or barcode scanning.
Promotions and marketing: Allows you to implement effective loyalty programs like discounts, gift cards, and other perks to reward your loyal clients. Most apps allow you to send SMS, automated emails, and social media notifications to message and thank them.
Reporting: Provides you with reporting tools for insights on business trends, inventory, monthly sales, etc.
The easiest apps should have streamlined design and functionality that remove the usual hassles to allow business owners, fitness trainers and coaches to have more time to focus on more important things like building customer relationships and marketing. On this note, these apps stand out:
Virtuagym. This popular club management solution provides businesses and users to easily perform a number of features and functions, such as quick online signup, omni-channel online payments, and online coaching.
SimplyBook.me. Offers an online booking system that streamlines scheduling and booking procedures. It can be accessed from any device and from any location. This app also provides admins total control of the booking process, which allows them to offer professional service for all clients in real-time.
Mindbody. Clients can easily book their appointments using any device, while all transactions are stored in a single and easy-to-manage profile. Clubs can link their members’ schedule directly to their website and social media handles, which gets updated in real time. It can be accessed either using iOS or Android, which elevates user experience by a notch.
There are good club management platforms that are free yet useful for startups or small clubs. Here are three of them:
10to8. This popular, multi-awarded club management solution offers a “Free Forever Plan” for small businesses. This cost-free plan allows you to handle up to 100 appointments a month, two staff log-ins, SMS tool, and 24/7 online support.
RhinoFit. If your club manages 20 active members or less, then this solution is a good choice. RhinoFit is packed with numerous features that are customized for gym operations, from member management, payment processing, to operations supervision.
FitSW. This comprehensive, web-based application is designed to help clubs and other fitness businesses grow and leverage on their clients’ successes. It also has a robust mobile, OS-agnostic app. You can use it for free for up to two clients, which includes online scheduling, client progress tracking, and other features. This free plan is perfect for budding trainers.
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