Gym management software development
Run members, billing, and classes from one place.
Gym management software keeps a gym's members, membership plans, invoices, classes, attendance, and enquiries in one system, and sends the reminders staff would otherwise chase by hand. Acasa Labs builds it. Our own product, GymFast, does this today for gyms and trainers, and we build custom versions for gyms and chains that need their own.
The problem
Renewals in a spreadsheet, reminders on WhatsApp, plans on paper.
A gym with a few hundred members has hundreds of renewal dates, payments, class bookings, and enquiries to keep track of. When that lives in a register, a spreadsheet, and the front desk's phone, renewals lapse quietly, enquiries go cold, and the owner cannot see what the month actually looks like. The fix is not more staff. It is software that keeps the records and does the chasing.
What we build
- 01
Members and plans
Member records, membership plans, freezes, renewals, and plan expiry, with the history of every change.
- 02
Billing and expenses
Invoices, payments received, dues, and expenses, so the owner sees revenue and what is outstanding without a spreadsheet.
- 03
Classes and attendance
Class schedules, bookings, QR check-in, attendance, and automatic check-out, across one location or many.
- 04
Enquiries and follow-ups
Every walk-in and online enquiry captured, assigned, and followed up on a schedule until it converts or closes.
From production
How GymFast handles it.
Automation on a schedule
GymFastRenewal, payment, class, and session reminders, plan expiry, enquiry follow-ups, and auto check-out run as scheduled edge functions. They keep running without a server for anyone to babysit.
Six levels of access
GymFastFrom owner to member, a six-level role hierarchy is enforced in the database with row-level security, so a front-desk login cannot see the owner's numbers, whatever the app does.
A staff app, not just a dashboard
GymFastStaff handle members, enquiries, check-ins, and classes from a phone, with the same data as the web dashboard, so the front desk is not tied to one computer.
A member app in the gym's colors
GymFastMembers check in with a QR code, follow workout and diet plans, log workouts, and see invoices in an app themed in their gym's own colors.
Honest trade-offs
Custom gym software, or off the shelf?
Off-the-shelf gym software, including GymFast, is the right choice for most single gyms and small chains: it works today and costs far less than a build. Custom gym management software makes sense when you run a chain with its own membership rules, sell the software to other gyms, need deep integrations with your own systems, or are building a fitness business where the software is the product.
What we reach for
- Next.js web dashboard
- Expo staff and member apps
- Supabase Postgres with row-level security
- Scheduled edge functions
- QR check-in
- RevenueCat
Proof
Shipped, not pitched.
01Our product
GymFast
Members, billing, classes, and workout plans for a gym, in one platform and three apps.
Gym management software for gym owners and personal trainers. A web dashboard and a staff app run members, plans, invoices, enquiries, and classes; members get their own branded app; GymFast Pro gives independent trainers the same tools for their clients.
Web dashboard · iOS · Android · Staff, member, and trainer apps
Questions
Gym management software questions we get asked.
What should gym management software include?
At minimum: members and plans, renewals and expiry, invoices and payments, classes and attendance, enquiries, and reminders that send themselves. A staff app and a branded member app are what make it get used.
Can it handle more than one location?
Yes. GymFast runs one or many locations from the same dashboard, and a custom build can model your chain's own structure, such as regions or franchises.
Can members check in with their phone?
Yes. In GymFast, members check in with a QR code from their app, and check-out happens automatically.
Can you connect it to our access control or biometric devices?
In a custom build, yes, if the device or its vendor offers an API or an export. We would check the specific hardware before promising it.
How do staff use it at the front desk?
From the web dashboard or the staff app on a phone: look up a member, renew a plan, raise an invoice, check someone in, or log a walk-in enquiry. Both show the same data.
Can we start on GymFast and go custom later?
Yes. A custom build on the same foundations can take your GymFast data with it, so moving does not mean starting over.
Gym management software development
See it running, or scope your own.
We can show you GymFast with your gym's setup, or talk through what a custom system would need to do.