Real answers about pricing, features, and how Gym Managers Pro actually works — no sales call required.
Solo Instructor is $49/mo for up to 30 active members — designed for traveling coaches and private instructors who don't need a full gym footprint. Starter is $79/mo for up to 75 members, Growth is $149/mo for up to 250. All three include one location and every feature — nothing is locked behind a higher tier. Outgrowing 250 members? Scale is $299/mo for up to 600 active members, then +$0.57/member/mo beyond that — no plan ever hard-caps you.
Running more than one location? Additional locations are +$45/mo each, dropping to +$25/mo per location beyond your 10th.
Card and bank payments processed through the platform carry Stripe's own standard processing rate (2.9% + $0.30 per successful US card payment) plus a Gym Managers Pro platform fee of 2% on Starter, 1% on Growth, and 0.5% on Scale — the only cut we take, and still a fraction of Mindbody's 20% marketplace commission.
Text messages: every tier includes a real allowance — Solo Instructor 150/mo, Starter 300/mo, Growth 750/mo, Scale 1,500/mo — covering receipts, check-in alerts, and marketing campaigns combined. Going over doesn't cut off your messages or bump your tier — it's billed at a flat $0.03/segment, so an unusually busy month costs a few dollars, not a plan change.
Email: Solo Instructor 750/mo, Starter 1,500/mo, Growth 5,000/mo, Scale 12,000/mo — included at no extra charge. Sustained overuse beyond these ceilings triggers a platform review, not an automatic per-message fee.
No. You get a free trial with no card required. When you're ready, pick a plan from your own Billing page any time.
Every tier, from day one, includes: point of sale and inventory management; membership billing via real Stripe Subscriptions (your gym gets paid directly, minus Stripe's standard rate and our tiered platform fee — 2% Starter, 1% Growth, 0.5% Scale); class scheduling with a member-facing week/month booking calendar; capacity management with a waitlist that auto-promotes members when a spot opens; booking requests and approval flow for private classes, gym tours, and uniform pickups; QR-code and kiosk check-in with delinquent-payment detection; digital waivers and membership contracts with automatic enforcement at the kiosk (unsigned members sign on the spot before checking in); a cross-gym visitor inbox so athletes from partner or sister gyms can request a drop-in and your staff can approve or deny with one tap; SMS and email marketing campaigns; guardian routing and notification contacts for youth programs and family accounts; an AI booking assistant for members; an in-app AI Help assistant for your staff; belt and rank promotion tracking with a full history; and nine real business-intelligence reports covering MRR/churn, revenue forecast, class fill rates, instructor performance, at-risk members, trial-funnel conversion, and belt-distribution analytics.
Yes. Each class can have an optional minimum age, maximum age, or both. The age range is displayed on the schedule so members know at a glance which class is right for them. When a member's date of birth is on file and they turn one year older than a class's maximum age, the system automatically sends an SMS alert to the gym's staff — no one has to manually track who's outgrown the kids' program.
Add a Birthday campaign rule in SMS Campaigns or Email Campaigns — write the message once and it fires automatically on each member's birthday every year. Members need a date of birth on file for it to trigger. Birthday messages are deduped per year, so if you run the same rule for multiple years, each member only hears from you once per birthday. You can add a date of birth to any member's profile from the Members page.
Yes. Staff can assign a guardian to any member — name, email, phone, and relationship. Once a guardian is on file, every outbound text and email for that member (receipts, billing notices, class reminders, marketing campaigns) is routed to the guardian instead of the member directly. The member themselves receives nothing until staff manually switch the routing — which is the normal step when a member turns 18.
Any member, not just minors, can also have up to 2 notification contacts: a spouse, an emergency contact, a grandparent, anyone. Each contact is sent a one-click opt-in confirmation before they start receiving messages, and you can configure whether each person receives email, SMS, or emergency-only communications. Contacts can be removed by staff at any time.
Yes. When a class reaches capacity, members see a "Join Waitlist" option instead of the Book button — no manual follow-up needed from your staff. The moment a booked member cancels, the next person on the waitlist is automatically promoted, their reservation is confirmed, and they receive an SMS and email notification immediately. The same waitlist works for trial-class bookings and special activity types like private classes or gym tours.
Staff can also manually raise an occurrence's capacity from the schedule page (up to the location's licensed occupancy limit), and the system will auto-promote waiting members to fill every new seat in one step.
Yes. Paste your own attorney-drafted waiver text into Gym Settings, and it will be presented for e-signature to every prospect who books a trial class — before their card is authorized. Membership contracts work the same way: a member must sign before their Stripe Checkout enrollment goes through. Every signature captures the exact document text they saw at signing, the date and time, their IP address, and a drawn or typed signature image, all stored permanently. You can review any past signed record from the member's profile.
Enforcement at check-in is automatic: the QR kiosk detects unsigned members and shows them the waiver to sign right there, before the check-in is recorded. Staff can still override and check in a member who hasn't signed — you'll get a yellow warning on the check-in page — but the kiosk won't silently let it through. Members can also sign in advance through their own member portal at any time.
We store the records; you supply the legal text. We recommend having a local attorney review any agreement before it goes live.
Not at signup — only when your staff confirms the spot. The moment a prospect completes the trial checkout, Stripe places a $20 authorization hold on their card (visible as a pending charge on their statement) but does not collect funds. Your staff reviews the request and taps "Accept" — that's when the charge captures and the money moves to your account. If you decline, the hold is released automatically and the prospect is never charged. No refunds, no friction.
Card authorization holds are valid for up to 7 days on most networks. If a request sits unreviewed beyond that window, the hold may expire and the authorization will need to be re-collected. In practice, trial requests are typically reviewed same-day or next-day.
Yes, both. A single gym can add multiple physical locations under one account. If you're running a franchise instead — independently-owned sister gyms sharing a brand — each location can subscribe on its own, or headquarters can cover a satellite's bill instead. Either way, members in good standing can train at any sister location.
Yes — there's a real import wizard that maps your existing export's columns to your new account (members, prospects, or check-in history), with a dry run before anything commits. Tell us you're migrating during setup and you'll get an extended free trial while you get everything moved over.
Every connection runs over HTTPS, and passwords are never stored in plain text. Every gym's members, sales, and reports are isolated from every other gym on the platform — no cross-gym visibility, ever. Card payments are processed directly by Stripe; our servers never see or store a raw card number. Login attempts and verification codes are rate-limited against automated attacks.
Yes — the cross-gym visitor inbox handles this. As a manager, you get a shareable "visitor request" link you can send to partner gyms, post on your website, or hand to a visiting athlete. The form asks for their name, contact details, and home gym. The moment they submit it, every manager at your gym gets an email notification.
You review requests from the Visitor Inbox in your dashboard — pending requests show as a red badge so nothing slips through. Approve or deny each one, optionally add a note, and the visitor is emailed your decision automatically. Approved or denied, the full request stays on record.
They go to Forgot your username? on the login page and enter the email address or phone number on their account. If there's a match, they'll receive an email or SMS with their username and gym login ID — the same short identifier they use at the login screen. The response is the same whether or not an account matches, so no one can use the form to check whether a given email is registered.
Yes — there's no contract or lock-in. Manage your subscription any time from your own Billing page.
Email us and our AI concierge will get back to you right away — every question also reaches a real person.
concierge@ask.gymmanagerspro.com