Fitness Studio Software — Memberships, Bookings and Payments in One Place
Fitness studio software from Saitami is a membership-management system built for how a Bulgarian fitness or yoga studio actually runs — passes and subscriptions, a class schedule, online bookings, check-in, payments and client communication. Instead of a member notebook, Viber for sign-ups and Excel for the till, you get a single core where the client books a spot themselves, the system automatically reminds them of an expiring pass, and the owner sees occupancy by hour and real turnover. We build the system custom on a proven core, add a client mobile app and roll it out in phases. Prices fixed in EUR, no per-member subscription.
Why the notebook and Viber hold a fitness studio back
A fitness studio loses money not at the front desk but in small lapses — a forgotten pass, an overbooked class, a client who stopped coming and nobody noticed. These are the operational realities we fix before writing code.
- ✓Sign-ups by Viber and phone — a client writes in a group, an instructor notes them on paper; more people show up to a class than there are mats or machine spots.
- ✓Subscriptions nobody tracks — a client with an expired pass trains for free for weeks; another does not know their pass is ending and simply stops coming.
- ✓The till on paper — revenue from passes, drop-ins and supplement sales goes into a notebook; the owner does not know real turnover until the accountant closes the month.
- ✓No-shows with no consequence — a client books a spot and does not turn up; the spot stays empty while someone who wanted to come was turned away.
- ✓Instructor pay by calculator — payment per class run, per number of attendees or a fixed rate is added up by hand every month, with disputes.
- ✓Frozen passes and discounts in the receptionist's head — who has a frozen pass, who has a 10% discount, who brought a friend — it all depends on the front-desk person's memory.
- ✓Client churn spotted too late — a client stopped coming a month ago; nobody noticed, the subscription simply was not renewed.
What we deliver in the fitness studio software
A profile for each member with pass, remaining visits, expiry date, freezes and discounts. An automatic reminder 5 days before expiry.
A weekly class schedule with per-hour capacity. The client books a spot themselves from the app or site; the waiting list fills automatically.
Check-in by QR code or at the desk; the system blocks entry on an expired pass. Optionally — a link to a turnstile or electronic lock.
Sale of passes, drop-ins and supplements; online payment via Stripe or a local PSP; real turnover by day on screen.
Automatic calculation — per class run, per number of attendees or fixed; every class with a recorded instructor and real attendance.
An alert for a member who has not come for X days; an automatic email or SMS renewal nudge; a report on churn and reasons.
How we deliver fitness studio software
The studio works every day — we cannot stop it. So we split the rollout into 3-4 phases, each with tangible value, and start with memberships and the schedule.
1. Studio analysis
We sit down with the owner and front desk. We document the pass and subscription types, the class schedule, how instructors are paid and how the till is run. Output: a prioritised plan and a fixed EUR quote.
2. Memberships, schedule and bookings in 3-4 weeks
We ship the first working module — memberships, subscriptions, weekly schedule and online bookings. The front desk and clients start working inside the system from week one.
3. Mobile app and payments
We add a client mobile app for bookings and check-in, connect online payment and the till. Where the standard falls short, we write custom software. For managing the client base see CRM system.
4. Training, payroll and support
We train the front desk, instructors and the owner on real members, not a sandbox. We ship the payroll module and stay on monthly support with a fixed SLA — same-business-day response in Bulgarian working hours.
Pricing and timeline for fitness studio software
Monthly support from €200, no per-member fee — grow to 1,000 members and the price does not rise. Hosting €30-€90 per month. Code and data stay yours. See also CRM system for working the client base.
Frequently asked questions
How much does fitness studio software cost?
Phase 1 — memberships, schedule, online bookings and check-in — starts from €4,500. A full system with a client mobile app, online payments, till and an instructor payroll module is €9,000-€22,000 depending on scope. Monthly support from €200, with no per-member licence.
Is there a mobile app for clients?
Yes. We build a client app where the member sees the schedule, books a spot in a group class, checks in by QR code, checks remaining visits and renews their pass with online payment. The app carries your studio's logo and colours.
How does it handle overbooked classes and no-shows?
Every class has a capacity; when it fills, new bookings go to a waiting list and the system automatically releases a freed spot. You can set a no-show rule — a visit is deducted from the pass or a fee is charged if the client does not cancel in time.
Can it calculate instructor pay?
Yes. Every class records which instructor ran it and how many people attended. At month-end the system calculates pay on the chosen model — fixed per class, per number of attendees or combined. This removes the manual calculation and the disputes.
Why custom software instead of an off-the-shelf fitness platform?
Off-the-shelf fitness platforms are often expensive per member on subscription and miss your specific pass types, freezes and the way you pay instructors. Custom software on a proven core is a one-off cost, fits your studio exactly and grows with the member base with no per-person fee.
Ready for a studio that runs itself?
Send a short brief — what type of studio you are (gym, yoga, crossfit, boxing), how many members you have, what passes you sell and the three most painful points today. Within 5 business days you get a phased plan with real EUR pricing.
Book a consultation →Related services: custom software · CRM system