How Oxnard MVMNT uses Zen Planner’s fitness studio management software to build a stronger community

Running a gym takes long days, constant communication, and systems that help you keep up with every member walking through the door. For Oxnard MVMNT in Oxnard, California, the turning point came when Kolby Krystofik, Owner and Head Coach, built his business around clear processes and the right fitness studio management software. 

Oxnard MVMNT is a CrossFit and functional fitness gym focused on consistency, community, and helping members train in a way that fits their real lives. Kolby uses Zen Planner to support that work. It helps him understand attendance patterns, communicate with members, track leads, and create a path for long-term engagement. 

His goal is simply to keep the gym human, and personal while running it with the structure of a mature business. 

Why reporting matters once your gym grows

Kolby is honest about reporting. When a gym first opens, most owners do not have time to pull reports. They are coaching all day and trying to get people in the door. But once Oxnard MVMNT added staff and created space for admin work, Kolby used Zen Planner’s reporting tools to guide decisions with real data.

Oxnard MVMNT reporting structure:

Each report has a clear follow-up plan. Kolby uses this structure to re-engage people before they drift too far.

Birthday reports also run monthly so members receive a message or a handwritten note. It is a small step that strengthens community without adding hours of extra work.

Fitness studio management software gives Kolby the visibility he needs without pulling him away from the floor.

A loyalty program that keeps members moving forward 

Attendance milestones play a big role at Oxnard MVMNT. Members earn recognition at:

Zen Planner automatically notifies both the athlete and Kolby when someone hits a milestone. This allows him to add a personal message or recognition in class.

It creates a sense of progress that people can see and celebrate. For a CrossFit gym, that matters. Members stay motivated when they know their consistency is tracked and appreciated.

Memberships built around real training habits

Kolby structures his memberships around training frequency because he wants people to train at a pace that works for their life.

His ideal training rhythm is 2 to 4 classes per week. That aligns with two membership types:

• 12 classes per month for people training two or three days per week
• Unlimited for people training four or more days per week

To make unlimited feel valuable, the gym offers specialty classes such as gymnastics and mobility. These classes give members an extra reason to choose unlimited instead of going to a separate yoga or mobility studio.

Zen Planner helps Kolby track how different member groups actually use their memberships so he can adjust offerings as the community grows.

Creating a safe entry point for seniors and beginners

Kolby knows that a traditional CrossFit gym or a class can feel overwhelming for someone who has never trained with barbells or worked out in a high-intensity environment. Even with a strong community, the first class can be intimidating.

To lower the barrier to entry, Oxnard MVMNT offers a seniors’ program that mirrors the CrossFit format but focuses on:

• Lower intensity
• Learning movement patterns
• Building confidence
• Preparing people to join the general population class

Once someone completes a set number of these sessions, they can transition into regular classes if they want to.

It is a simple example of how clear programming, paired with supportive fitness studio management software, helps people start where they feel comfortable and grow from there.

Supporting healthcare workers with a free access program 

Oxnard is home to several hospitals, and many MVMNT members are nurses who work demanding 12-hour shifts. Some show up for a 5 a.m. class before beginning their day. Others come after working through the night.

To support that community, Kolby created a free access program for nurses and healthcare workers. While it does not include full membership, it provides a welcoming entry point and a place for them to take care of themselves.

It also introduces new people to the gym who may later transition into a general membership.

Why communication tools matter for retention

Before adopting Zen Planner Engage, Oxnard MVMNT used multiple platforms for communication. Conversations were scattered across different inboxes, making it hard to track leads or follow up with members consistently.

Zen Planner Engage brought everything together. Inside each profile, Kolby can see:

• Text messages
• Phone calls
• Emails
• Voicemails

Every message lives in a single conversation view.

This helps the entire team stay aligned and ensures every lead receives a timely response. Once communication was in place, Kolby built workflows to support:

• Lead nurture
• Onboarding sequences
• Member education
• Event reminders
• Value-add content for active members

The software automates the routine tasks so the coaching team can stay focused on people.

Kolby's advice for new gym owners 

Kolby has two pieces of advice for owners who feel stuck working every class and struggling to grow:

• Hire a mentor: A mentor gives you direction, so your effort goes into the right tasks.
• Build your coaching staff early: Long-term sustainability is almost impossible as a one-person show. Your community grows when you have coaches who care about your members as much as you do.

Ready to see what fitness studio management software can do for your gym?

Oxnard MVMNT is a clear example of how much easier it gets with the right tools. If you are keen to learn how Zen Planner can support your gym the way it supports Oxnard MVMNT, simply book a demo.

Explore Zen Planner’s fitness studio management software today to learn how you can strengthen member communication, track attendance trends, build loyalty programs, and reduce the admin work that fills your day — all in one place.