Best CRM for Gyms and Fitness Studios in 2026
By ASM Editorial Team · Published May 8, 2026 · Last updated May 8, 2026
The best CRM for gyms in 2026 is one that automates lead follow-up, reduces no-shows, and re-engages inactive members — without adding more software to your stack. Most gym-specific platforms handle booking and billing well, but leave the follow-up gap wide open. This guide shows you exactly how to close it.
Watch the 4-minute demo to see how fitness studios automate retention →
What's in This Guide
How Can Automation Reduce No-Shows and Re-Engage Inactive Members?
How Do You Automatically Generate Google Reviews for Your Gym?
Why Are Gyms Losing One in Three Members Every Year?
Member churn is the gym industry's most expensive problem. According to the Health & Fitness Association's 2025 Benchmarking Report, the industry-average annual retention rate is just 66.4% — meaning roughly one in three members cancels within 12 months. That number hasn't improved significantly in a decade despite a fitness boom that now includes 77 million American gym members.
The first six months are the most dangerous. 50% of new gym members quit within that window, and 80% of January sign-ups cancel before May. Most of those cancellations don't announce themselves. Members just stop showing up, stop responding to emails — and eventually stop paying.
The gym member lifecycle has five key stages — and churn risk peaks twice: at the trial-to-membership transition and at the 3–6 month mark for active members.
The financial math is brutal. Research by retention specialist Dr. Paul Bedford, tracking 4.5 million members across 4,000 facilities, found that best-performing gyms retain members for an average of 23.5 months; worst-performing gyms retain members for just 6 months. For a 1,000-member gym at average pricing, that gap represents roughly $595,000 in annual revenue difference.
Acquiring new members to replace lost ones costs 5–7x more than keeping the ones you have. With an average customer acquisition cost of $118 per new gym member, losing and replacing 33% of your base annually becomes an enormous drag on profitability.
The core problem isn't the product — it's the follow-up gap. Most gym owners are excellent at training people but run entirely manual, reactive communication with members. A good CRM closes that gap automatically.
Gym annual churn averages 33.6%. Studios with structured automated follow-up consistently outperform the industry average.
What Should a Gym CRM Actually Do?
A gym CRM is software that manages your member relationships across the entire lifecycle — from the first inquiry to renewal, referral, and re-engagement. It is not the same as a gym management platform (which handles booking, class rosters, and billing). The best gym owners use both, but if you're choosing only one, the CRM has the higher ROI.
Seven capabilities every gym CRM needs in 2026:
Lead pipeline management. Track every prospect from first contact through trial class, membership pitch, and signup. Know exactly where each lead sits — and which ones have gone cold.
Automated lead follow-up. Fire a personalized text or email the moment someone fills out your inquiry form. Speed matters: leads contacted within 60 seconds convert at 40–60%, while waiting until the next day drops conversion to 15–25%.
Member re-engagement sequences. Detect inactive members (no check-ins in 14+ days) and trigger an automated re-engagement text. Two staff interactions per month can reduce cancellations by up to 33%.
Class and appointment reminders. Automated reminders reduce no-shows from 20–30% down to 8–12% — a direct revenue recovery tool for group fitness and personal training.
Review collection automation. Ask every satisfied member for a Google review within 24 hours of a session. 69% of customers will leave a review when asked; almost none do it unprompted.
Two-way texting. Text messaging gets 209% higher response rates than email for fitness studio communications. Your CRM needs to handle two-way SMS natively.
AI voice agent. Only 25% of gyms answer their phone during business hours. An AI voice agent captures and qualifies every inbound call — even at 11 PM when a prospect searches "gym near me" and calls your number.
How Do the Best Gym CRMs Compare in 2026?
Most gym software excels at class scheduling, billing, and attendance tracking — operational tasks. Where they fall short is on the revenue-facing side: lead nurturing, marketing automation, and reputation management. The table below compares the platforms gym owners most commonly evaluate.
Platform
CRM / Lead Pipelines
Email & SMS Automation
AI Voice Agent
Review Management
Landing Page Builder
Starting Price
Pricing Model
Automated Sales Machine
✅ Full pipeline CRM
✅ Unlimited, built-in
✅ Yes
✅ Automated
✅ Yes
Flat monthly fee
Flat rate
Mindbody
⚠️ Basic (Ultimate plan only)
⚠️ Add-on or Ultimate tier
❌ No
❌ No
❌ No
~$99–$269/mo listed
Tiered + sales call
Glofox / ABC Glofox
⚠️ Boost/Elite only
⚠️ Boost/Elite tier
❌ No
❌ No
❌ No
~$110–$150/mo (est.)
Quote-based
Zen Planner
⚠️ Engage add-on (+$249/mo)
⚠️ Engage add-on (+$249/mo)
❌ No
❌ No
❌ No
~$99/mo base
Member-count tiers + add-ons
Gymdesk
⚠️ Basic member management
✅ Built-in basic email/SMS
❌ No
❌ No
❌ No
$75/mo (up to 50 members)
Member-count tiers
Key takeaway: Gym-specific platforms are built for operations — they handle billing, class rosters, and check-ins better than any general-purpose CRM. But for lead follow-up, member re-engagement, review collection, and marketing automation, every gym-specific option above either charges extra or doesn't offer it at all. That's the gap Automated Sales Machine fills.
See ASM's gym CRM in action before you sign up.
The 4-minute demo shows the automated follow-up sequences, review request workflows, and AI voice agent that fitness studios use to convert and retain more members.
How Does Automated Sales Machine Work as a Gym CRM?
Automated Sales Machine (ASM) is an all-in-one CRM and marketing automation platform built for service businesses — which includes gyms, fitness studios, personal trainers, and boutique operators. Unlike gym-specific software, ASM's strength is on the front end: capturing leads, following up automatically, and managing the entire member relationship from first inquiry to long-term renewal.
For fitness studios, ASM's CRM pipeline acts as the single source of truth for every prospect and member. You can build custom pipelines — "New Lead," "Trial Scheduled," "Trial Complete," "Membership Pitch," "Active Member," "At-Risk Member," "Inactive" — and trigger automated workflows at each stage transition. When a lead fills out your inquiry form, a text goes out within minutes. When a member hasn't checked in for two weeks, a re-engagement sequence fires automatically.
[ASM platform screenshot needed: CRM pipeline view showing fitness studio member contacts organized by membership stage with colored status tags]
ASM's AI voice agent addresses one of the gym industry's biggest revenue leaks directly. When someone calls your studio after hours — or while you're busy coaching a class — the AI answers, qualifies the caller, answers questions about pricing and schedules, and books a free trial or consultation. That's the 75% of inbound calls that would otherwise go to voicemail (and then to a competitor).
The platform also includes a full landing page and funnel builder, so you can create dedicated free-trial offer pages, class schedule pages, and lead capture forms without a separate website builder. Every form submission feeds directly into your CRM pipeline — no manual data entry, no lost leads in an email inbox.
"Most gym owners don't have a lead problem — they have a follow-up problem. Someone fills out the inquiry form at 9 PM. Nobody calls until the next morning. By then, they've already booked a tour at the gym down the street."
— Common pattern from fitness industry operators
What ASM handles natively for gyms:
CRM pipelines with unlimited contacts
Email and SMS marketing automation (drip campaigns, re-engagement sequences)
AI voice agent for after-hours and overflow call handling
Appointment and consultation booking calendar
Automated Google review collection
Two-way texting and a unified inbox (email, SMS, social DMs in one view)
Lead capture forms and landing pages
[ASM platform screenshot needed: Calendar booking interface showing class schedule with automated reminder workflow triggered 24 hours and 2 hours before each session]
How Do You Automate Lead Follow-Up for Gym Inquiries?
Automating lead follow-up is the highest-ROI workflow a gym can implement. Studios with multi-touch automation sequences convert leads at 22–31%, compared to 8–14% for studios with no follow-up system. That's more than double the conversion rate — from the same number of leads.
Here is the exact sequence ASM enables for gym lead follow-up:
Immediate SMS (within 5 minutes). The moment a prospect submits your inquiry form or calls your number, they receive a personal-looking text: "Hi [First Name], thanks for reaching out to [Studio Name]! When's a good time for a quick 5-minute call to find the right class for you?" This alone doubles response rates compared to email-only follow-up.
Email follow-up (Day 1). A personalized email goes out with your studio's story, class schedule, and a link to book a free trial. Includes photos, social proof, and a clear single call-to-action.
Second touch (Day 2–3). If the prospect hasn't booked yet, a second text fires: "We saved a spot for you in Saturday's intro class — want me to confirm?" Simple, conversational, no pressure.
Offer reminder (Day 5). If still no response, the final automated touch offers a specific incentive: "Your complimentary first week expires in 2 days — here's the link to grab it before it's gone."
Long-term nurture. Prospects who don't convert immediately stay in a nurture sequence — monthly check-ins, seasonal promotions, and milestone reminders that keep your gym top-of-mind until they're ready.
Every step runs automatically. You set it up once, and it runs for every new lead indefinitely — whether you're coaching a class, on vacation, or asleep.
How Can Automation Reduce No-Shows and Re-Engage Inactive Members?
No-shows are a double loss: you hold the slot, pay the instructor, and generate zero revenue. Without a reminder system, gym class no-show rates average 20–30%. With automated SMS and email reminders, that number drops to 8–12% — a direct, measurable revenue recovery.
The optimal reminder sequence for fitness studios:
48 hours before: "Your [Class Name] class on [Date] at [Time] is coming up! Need to reschedule? Reply CANCEL and we'll free the spot."
2 hours before: "See you in 2 hours for [Class Name]! 📍 [Studio Address]. Parking tip: use the lot on [Street]."
Post-class (30 min after): "Great work today! How'd that session feel? Reply with your rating 1–5." (This also feeds your review collection workflow.)
Re-engaging inactive members is equally important. A member who stops showing up is 60 days away from canceling. When ASM detects no check-in activity for 14 days (via a custom field or manual tag), it automatically triggers a re-engagement sequence: a personal-sounding text from the studio owner, an invitation to a special class, or a free personal training session. Two proactive staff-equivalent touchpoints per month can reduce cancellations by up to 33%.
This is the kind of system that previously required a dedicated membership retention coordinator to run manually. With automation, it runs for every member simultaneously — without anyone on your team lifting a finger.
How Do You Automatically Generate Google Reviews for Your Gym?
Your Google star rating is the first thing prospects see when they search "gym near me." A gym with 4.8 stars and 200 reviews wins the click over a 3.9-star competitor, regardless of which facility is actually better. The problem: 69% of members will leave a review when asked, but almost none do it unprompted.
ASM's reputation management feature automates this entire process. Here's how the workflow runs:
ASM's review request automation routes satisfied members to Google and captures negative feedback privately — protecting your public rating while generating consistent reviews.
Trigger: session or class ends. A workflow monitors your calendar and fires an automated text within 24 hours of a completed session or class.
Initial ask: "Hey [Name], how was your session with us today? Reply 1 if it was great, 2 if there's anything we could do better."
Happy path (reply "1"): An immediate follow-up: "Glad to hear it! If you have 30 seconds, a Google review would mean a lot to us: [direct Google review link]." The direct link skips all navigation friction.
Unhappy path (reply "2"): A private follow-up goes to the studio manager — not to a public review site — giving you the chance to resolve the issue before it becomes a 1-star review.
This approach typically generates 4–8x more Google reviews per month than asking verbally at the front desk. Studios that run it consistently for 90 days often build enough review volume to move from page 2 to the Google Maps 3-pack for local search terms. This is the same type of automation we outline for real estate agents in our guide to the best CRM for real estate agents — and it's equally powerful for local fitness businesses.
How Much Does Gym CRM Software Cost in 2026?
Pricing varies widely depending on whether you're buying a dedicated gym management platform or a general-purpose CRM. Here's what the market looks like in 2026:
Gymdesk starts at $75/month for up to 50 members, scaling to $200/month for up to 400 members. All features included at every tier — no add-ons. Best for small studios that want simple, transparent pricing and don't need advanced CRM or automation.
Zen Planner starts around $99/month for smaller studios, but requires a separate Engage add-on at $249/month for CRM and marketing automation. The full-featured stack can cost $350–$500+/month depending on member count.
Pike13 lists transparent pricing at $159–$286/month, with no hidden fees and unlimited clients at all tiers. Best for studios that value transparent pricing but want built-in scheduling and payroll.
Mindbody lists a $99/month Starter plan but real-world pricing (confirmed by users) starts at $159–$269/month and scales to $699+/month for Ultimate Plus. CRM features require Ultimate or higher. Add-on fees including a 20% marketplace commission cap make total cost of ownership higher than headline pricing suggests.
Glofox/ABC Glofox publishes no prices publicly. User reports suggest $110–$400+/month with annual contract requirements and early termination fees.
Automated Sales Machine is a flat monthly subscription — no per-contact fees, no usage caps on automations or emails. Check the ASM pricing page at automatedsalesmachine.com/pricing for current plans. For studios paying $249/month on Zen Planner's Engage add-on alone (for CRM/marketing automation), ASM typically represents a consolidation of multiple tools into one subscription.
The most important pricing insight: gym-specific software prices in the $99–$200/month range almost always requires expensive add-ons to reach feature parity with a full CRM + marketing automation platform. Compare total cost of ownership, not just starting prices.
Frequently Asked Questions About Gym CRM Software
What is the best CRM for gyms in 2026?
The best CRM for gyms in 2026 depends on your priority. For lead follow-up, marketing automation, review management, and member re-engagement, Automated Sales Machine offers the deepest feature set at a flat monthly price. For operational needs like class roster management, billing, and attendance tracking, Gymdesk or Zen Planner are strong options.
Many studios use ASM as their CRM backbone alongside a lighter scheduling tool. If you're running a solo studio or small group fitness operation and want one platform to cover lead capture, follow-up automation, and member retention from inquiry to renewal, ASM covers the most ground in one subscription.
Do I need separate gym management software and a CRM?
Not necessarily. If your primary challenge is converting leads and retaining members — rather than managing complex class rosters or point-of-sale retail — a CRM and marketing automation platform like ASM can handle the full member lifecycle. Many personal trainers, bootcamp operators, and small group fitness studios use ASM as their only platform. Larger gyms with dozens of class types, multiple instructors, and retail operations often benefit from a dedicated scheduling and POS system plus a CRM like ASM for the sales and marketing functions.
How does CRM automation help reduce gym member churn?
CRM automation targets the two highest-churn moments in the member lifecycle: the first 90 days and the 3–6 month drift period. Automated onboarding sequences during the first 90 days — welcome messages, class recommendations, milestone celebrations — increase 90-day retention from 68% to 85%+ in facilities that implement them. At the 14–21 day inactivity mark, re-engagement texts fire automatically, pulling members back before a cancellation thought forms. Two automated member touchpoints per month can reduce cancellations by up to 33% with no manual effort from your team.
What's the difference between a gym CRM and gym management software?
Gym management software (like Mindbody, Glofox, or Gymdesk) handles operations: class scheduling, payment collection, attendance tracking, instructor management, and member check-ins. A gym CRM handles relationships: lead capture, follow-up sequences, pipeline tracking, marketing automation, review management, and member re-engagement. Gym management software is reactive — it records what happened; a CRM is proactive — it drives what happens next.
The most profitable gyms use both, though a strong CRM typically delivers higher ROI because it directly affects conversion rates and member lifetime value.
How fast should a gym respond to a new lead inquiry?
Within 5 minutes — ideally within 60 seconds. Research from fitness studio operations shows that leads contacted within 60 seconds convert at 40–60%, while leads contacted the next business day convert at only 15–25%. The challenge for gym owners is that most inquiries come in outside business hours — evenings and weekends — when staff aren't available.
Automated CRM follow-up solves this: a personalized text fires the moment someone submits a form, regardless of time of day. Studios that automate this step consistently see conversion rates double or triple compared to manual follow-up.
Can a gym CRM help with Google review generation?
Yes — and review automation is one of the highest-ROI features in a gym CRM. 69% of members will leave a Google review when directly asked, but almost none do it unprompted. Automated review request sequences — triggered after a session or class completion — can generate 4–8x more reviews per month than asking at the front desk.
A gym that generates 10+ Google reviews per month consistently will rank higher in local search over time, which reduces paid ad dependency. ASM's reputation management tool handles this entire workflow, routing happy members to Google and capturing negative feedback privately before it becomes a public 1-star review.
Is Mindbody worth it for small gyms in 2026?
For very small studios and solopreneurs, Mindbody's cost structure is often prohibitive. The $99/month listed Starter plan provides basic scheduling, but CRM features, SMS marketing, and automation require the Ultimate plan at approximately $499/month. On top of that, Mindbody charges a 20% marketplace commission (capped at $30) on new-client bookings through its consumer app.
For a small gym generating 20 new client bookings per month, that's up to $600/month in commissions alone. Smaller studios typically find better value in Gymdesk for pure operations or ASM for CRM + automation, depending on their primary need.
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Key Takeaways
The gym industry loses one in three members per year — and most of those losses happen in the first 90 days due to lack of structured follow-up.
Speed to lead is the single biggest conversion lever. Responding within 60 seconds delivers 40–60% conversion; next-day response delivers 15–25%.
Gym-specific software handles operations; a CRM handles revenue. Billing and scheduling software doesn't automate lead follow-up, member re-engagement, or review collection.
Automated reminders cut no-shows from 20–30% to 8–12% — a direct revenue recovery tool requiring zero manual effort.
Review automation generates 4–8x more Google reviews per month than verbal asks, improving local search ranking over time.
A 5% increase in retention can boost gym profits by 25–95% — the math on follow-up automation pays for itself within the first month.
Stop Losing Members to the Follow-Up Gap
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About the Author
The ASM Editorial Team writes about sales automation, marketing technology, and business growth strategies for independent service businesses and fitness operators. All pricing data is verified from official vendor pricing pages or third-party research at time of publication.
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