Startup Fitness Studio: Essential Software Checklist

Opening a Gym? Your Software Stack Matters More Than You Think 

Opening a fitness studio comes with a million decisions—but few are more important than the software you choose to run your business. 

From billing and scheduling to member management and marketing, having the right systems in place from day one means fewer headaches and more room for growth. 

To make things simple, we’ve built the ultimate fitness studio software checklist—and we’ll show you how Zen Planner checks every single box. 

✅ 1. Class Scheduling and Calendar Management

Look for software that lets you: 

• Create recurring classes, events, or personal training sessions 

• Set class caps and waitlists 

• Make fast calendar changes—especially on mobile 

Zen Planner includes: 

• ✔️ Drag-and-drop scheduler 

• ✔️ Coach assignments 

• ✔️ Member booking via app or web 

✅ 2. Billing and Payment Processing

No one wants to chase down payments. Your system should automate: 

• Recurring memberships 

• Drop-ins, intro offers, and one-time events 

• Credit card and ACH billing 

• Alerts for failed payments 

Zen Planner includes: 

• ✔️ Secure autopay setup 

• ✔️ Automated invoicing 

• ✔️ End-of-month revenue reports 

✅ 3. Digital Waivers, Contracts, and Forms

Before a member joins, you’ll need to collect: 

• Membership contracts 

• Liability waivers 

• Lead capture and trial sign-up forms 

• Event registrations 

Zen Planner includes: 

• ✔️ Custom digital waivers 

• ✔️ Trigger-based automations 

• ✔️ Mobile-optimized forms and docs 

✅ 4. Lead Management (CRM)

Ditch the spreadsheets. Your CRM should allow you to: 

• Embed web forms to capture interest 

• Automatically follow up via email or text 

• Track pipeline progress 

• Set tasks and reminders for your team 

Zen Planner includes: 

• ✔️ Built-in CRM with stages 

• ✔️ Pre-loaded nurture sequences 

• ✔️ Smart contact management 

✅ 5. Attendance and Check-Ins 

Attendance tracking = smarter retention strategies. Use it to: 

• Spot churn risks 

• Keep coaches informed 

• Incentivize consistency 

Zen Planner includes: 

• ✔️ Self-check-in via member app 

• ✔️ Staff check-in from mobile or desktop 

• ✔️ Detailed attendance reports 

✅ 6. Reporting and Analytics

Growth depends on knowing your numbers. Track: 

• Revenue by service, class, or location 

• Member retention and lifetime value 

• Class usage and capacity 

• Staff performance metrics 

Zen Planner includes: 

• ✔️ Visual reporting dashboards 

• ✔️ Exportable data views 

• ✔️ Custom insights by role or location 

✅ 7. Member & Staff Mobile App 

Your team and your members need mobile tools from day one. 

You’ll want: 

• Mobile booking and cancellations 

• In-app access to account details 

• Staff access to schedules, attendance, and tasks 

Zen Planner includes: 

• ✔️ Member-facing app (iOS + Android) 

• ✔️ Staff app for management 

• ✔️ Optional branded mobile experience 

✅ Bonus — Marketing and Workout Integrations

While not mission-critical on day one, integrations make growth easier down the line. Look for connections to: 

• Email marketing platforms (like Mailchimp or Constant Contact) 

• Automation tools like Zapier 

• Workout tracking tools (Zen Planner integrates with SugarWOD) 

Zen Planner connects with all of the above—and more. 

✅ All-in-One from Day One

Most new fitness studios piece together 3–5 different apps to get started. Zen Planner replaces all of them with one integrated platform built for boutique fitness businesses. 

👉 Book a Demo to check off this entire list—and launch with the right tech from the start.