Gym management software and CRM for studios, spas and wellness centers
CustomCRM keeps memberships, class bookings, front desk check-in and recurring payments in one place, configured around your gym’s rules.
- Fast check-in, with membership rules applied
- Class and therapist bookings
- Overdue payments and renewals tracked automatically
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Companies that work with the CustomCRM team
What problems does gym management software solve?
Gym management software ends manual membership checks at the front desk, overlapping class bookings and the loss of members who stop showing up, because all the data about a member sits in one place.
Memberships checked by hand
Your receptionist looks the member up in a spreadsheet and counts the remaining sessions. At peak hours a line forms, and mistakes go unnoticed.
Classes full on paper, empty in reality
Bookings come in on WhatsApp, by phone and at the front desk. Without a waitlist, spots freed up at the last minute stay empty.
Freezes with no record
One member goes on vacation, another gets injured. The freeze is written on a sticky note, and at renewal nobody knows how many days they are owed.
Overdue payments found too late
Failed recurring payments and missed installments come to light at month end, when the money is hard to recover.
Members who quietly disappear
Nobody notices that a long-time member hasn’t come in for weeks. When the membership expires, it’s too late for a phone call.
What modules does fitness and spa management software include?
Fitness and spa management software built with CustomCRM has modules for memberships, check-in, bookings, front desk sales, commissions and retention, plus the invoicing, contracts and SPV integration included in every CustomCRM. SPV is the Private Virtual Space, the online portal of ANAF, Romania’s tax authority.
Memberships and session packages
You define unlimited memberships or ones based on session count, time slots, specific classes or locations. The member profile shows what they bought, when it expires and how many sessions they have left.
- Freezes with a reason and a period
- Corporate memberships for a company’s employees
Front desk check-in
The front desk looks the member up by name or phone and sees right away whether entry is allowed. Check-in also works with a QR code or access card, if your gym has a reader, and the session is deducted automatically.
Class bookings and therapist appointments
The class schedule has a capacity for each time slot and a waitlist. For personal trainers, massage therapists and therapists, the calendar shows availability by person and by treatment room.
Front desk sales, vouchers and gift cards
You sell supplements, water or towels from the same screen as check-in. Vouchers and gift cards have a unique code, a value and an expiry date.
Trainer and therapist commissions
You set each trainer’s rule: an amount per session, a percentage of the package or a mix. The monthly commission report comes from sessions actually held, with no Excel calculations.
Retention and campaigns
You see members who haven’t come in during a period you choose and memberships that are about to expire. From these lists you launch email or SMS campaigns.
Multiple locations
Each location has its own schedule and team. A membership can be valid at one gym or across the whole chain, and you see reports separately or combined.
Invoicing, recurring payments and overdue accounts
Monthly memberships generate recurring invoices. Failed payments and missed installments go into an overdue list, with automatic payment reminders.
Contracts and e-Factura
The membership contract is generated from a template, with the member’s details. Invoices go to ANAF’s SPV automatically, and you see the status in e-Factura (Romania’s national e-invoicing system) right in CustomCRM.
Included in every CustomCRM
- InvoicingInvoices, pro formas and recurring invoices, payments, due dates and reminders.
- ContractsContracts, annexes and amendments generated from templates, with expiry alerts.
- e-Factura (SPV, ANAF)Invoices go automatically to SPV, the online portal of ANAF (Romania's tax authority), status shows in the CRM, supplier invoices come in on their own.
- Documents and permissionsDocument archive, roles and permissions per user, full history on every client.
- Reports and dashboardsSales, payments, productivity and profitability, by role.
- Integrations and APICustomCRM can connect to your accounting software, email, calendar, website forms and ad leads, with an API for any other system.
See these modules on a real example
In a demo we walk you through the full workflow on a case close to your business. Or start with a free one-hour consultation where we review your process.
Prefer the phone? Call +40 729 743 719
What does a member’s journey look like in CustomCRM, from trial session to renewal?
In CustomCRM, a member goes through the same stages as at your front desk, from inquiry to renewal, and every step stays on their profile.
The inquiry enters the CRM
Your website form, a Facebook message or a call to the front desk becomes a lead, with the source recorded.
The trial session
You book the trial session in the schedule and note after the visit which package you offered.
Membership and payment
The member picks a package, gets the contract generated from a template and pays. The invoice and payment are linked to the membership automatically.
Check-in and bookings
At every visit, check-in confirms access or deducts a session. A spot freed up in a class can pass automatically to the next person on the waitlist.
Renewal or win-back
Before the membership expires, the member gets a reminder. If they have been away for a long time, they show up on the retention list.
Which other industries does CustomCRM have CRM versions for?
CustomCRM also has CRM versions for marketing agencies, service companies, law firms, construction, recycling, fleet management, real estate, consulting and education. For any other field, CustomCRM builds tailor-made software.
- Digital Marketing CRMRetainers, projects, timesheets and profit per client.
- Services CRMRequests, scheduling, field teams and maintenance plans.
- Legal CRMCases, deadlines, time tracking and billing from hours.
- Construction CRMBids, progress billing, subcontractors, e-Transport.
- Recycling CRMWeighing, waste codes, collection routes and reporting.
- Fleet Management CRMVehicles, drivers, renewals, fuel and cost per km.
- Real Estate CRMListings, buyer matching, showings, commissions.
- Consulting CRMOpportunities, phased projects, billable hours.
- Education CRMEnrollment, groups, attendance, fees and parent updates.
- Another industry?We build tailor-made software around your process.
CustomCRM for gyms, studios and spas
- What it is: CustomCRM for fitness and spa is management software and a CRM for gyms, Pilates, yoga and CrossFit studios and spa centers that ties memberships, bookings, check-in and payments together in one platform.
- Key benefits:
- The front desk sees right away whether the membership allows entry
- Classes and therapist appointments no longer overlap
- Overdue payments and inactive members show up in follow-up lists
- Who it is for: gyms, Pilates studios, yoga studios, CrossFit boxes, spa and wellness centers, gym chains with multiple locations
- What sets it apart: Your membership rules (freezes, time slots, remaining sessions, access by location) are set up once and applied automatically at every check-in and every booking, with no manual checks at the front desk.
- Quick verdict: CustomCRM is the right choice for gyms and spa centers that sell different packages and have outgrown Excel or a basic booking app. Your front desk handles check-in and sales from the same screen, and your manager sees overdue payments, frozen memberships and members who stopped coming every day.
How is a gym CRM different from Excel or a generic booking app?
The main difference is that CustomCRM applies the membership rules at every check-in and ties the booking, payment and invoice to the same member, while Excel only stores data.
| Process | Excel or generic app | CustomCRM |
|---|---|---|
| Membership check | Spreadsheet lookup and counting by hand | Access checked at check-in, session deducted automatically |
| Membership freeze | Recorded separately, recalculated at renewal | The freeze period extends validity automatically |
| Class bookings | Messages, paper lists, a calendar with no capacity | Capacity per class, waitlist, cancellation deadline |
| Overdue payments | Seen at month end | List updated with every payment or failed charge |
| Trainer commissions | Calculated monthly in separate sheets | Generated from sessions held, using each trainer’s rule |
| Inactive members | Nobody tracks them | Retention list and email or SMS campaign |
What does the gym management software integrate with?
CustomCRM can integrate with your accounting software, with ANAF’s SPV for e-Factura and with your online payment processor, so memberships paid on your website show up directly on the member’s profile. At the front desk, we connect QR code or card readers and, where the equipment allows, the entrance access control system.
The platform runs in the browser, on the front desk computer and on the manager’s or trainer’s phone, and your team learns to use it in a 1 to 2 hour training session. Shared modules are described on the features page.
- ANAF SPV and e-Factura
- Accounting software (such as SmartBill, Oblio, Saga)
- Online payment processors
- QR code or card readers
- Email (Gmail, Outlook) and SMS providers
- Website forms, leads from Facebook and Google Ads
- API for any other system
Frequently asked questions about CRM for fitness and spa
How much does gym management software built with CustomCRM cost?
The price depends on the modules you choose and how much you use the platform, not on the number of users. You add receptionists, trainers and therapists at no extra cost per account. A single-location yoga studio and a gym chain with a spa need different setups, so we prepare the quote after the free consultation.
Does the gym management software integrate with ANAF’s SPV and our accounting?
Yes, invoices issued from CustomCRM go to ANAF’s SPV automatically, and you see the e-Factura status next to each invoice. Supplier invoices are pulled in automatically. The platform can also integrate with your accounting software, such as SmartBill, Oblio or Saga, so you never enter the same data twice.
Can I move members and memberships from Excel or another program?
Yes, you can import members, active memberships, remaining sessions and payment history from Excel or from your old program’s export. Before the import, we review the data structure together, so a ten-session package is still a ten-session package after the move. Your front desk starts with the complete member base.
How long does implementation take at a gym or spa center?
It depends on the modules you choose, the number of locations and the front desk integrations, so we set the timeline in the consultation. We deliver in stages: you usually start with memberships, check-in and bookings, then add commissions, campaigns and the other modules. Your team learns the platform in a 1 to 2 hour training session.
How is CustomCRM different from a generic CRM or a booking app?
A generic CRM tracks sales and a booking app tracks the calendar, but neither one knows your membership rules. CustomCRM starts from a template built for fitness and spa, like all our industry CRMs, and adapts to your packages and commissions. For a very different model, there is the custom CRM option.
Can I manage the gym and the spa area in the same program?
Yes, your gym and spa area can run in the same CustomCRM, with different rules. Fitness runs on check-in and classes, while the spa runs on therapist appointments and treatment rooms. A member can have a gym membership and a massage package on the same profile, and gift cards work for any service.