Skip to content
New: AI agents, automations & AI-powered appsExplore AI services →Follow us on Instagram@arcadealliancenetwork →Join our WhatsApp Channel for updatesJoin now →
Arcade Alliance

Live demo · Software · Gyms, fitness studios & chains

Renewals that don’t slip away.

Members get a renewal link a week before expiry, check in with a fingerprint or QR code, and book PT sessions. Trainer payouts work themselves out, and you see which hours are packed.

Try it live Make it yours

The problem

“Memberships expire silently and trainers’ sessions are tracked on paper.”
The problem this demo is built to solveLive demo · sample data

What is gym management software?

Gym management software keeps memberships, check-ins, payments and personal training in one place. It reminds members before their plan expires with a payment link, records visits from a biometric or QR check-in, tracks each trainer’s PT sessions, and works out trainer payouts — so renewals don’t slip and the owner sees what’s happening.

Built around your workflow: this demo is a starting point — screens, fields, rules and integrations are made to fit your business.

Catching a renewal

Before: No reminder at allWith the system: Link 7 days before expiry

How the system works · how we measured

In the demo, every membership has an expiry date; a WhatsApp renewal link goes out seven days before it, and expired members are stopped at check-in.

01 · The problem

What problem does it solve?

A gym with 860 members runs on a register at the front desk and a spreadsheet of plans. Members whose plans lapse often just stop coming, and nobody notices for weeks.

Trainers write PT sessions in a notebook, payouts are argued every month, and the owner doesn’t know when the floor is overcrowded or empty.

  • Lost renewals

    Members who drift away without a reminder.

  • Payout disputes

    Sessions counted differently by trainer and owner.

  • Free riders

    Expired members still walking in.

  • Guesswork

    No idea which hours need more staff.

02 · The solution

How does Gym Management Software fix it?

  1. 01

    Renewal links on time

    A WhatsApp reminder with a payment link a week before expiry, and again after.

  2. 02

    Check-in that checks

    Biometric or QR check-in records each visit and stops expired members at the door.

  3. 03

    PT sessions on record

    Sessions are booked and marked by trainers in the app, so payouts are counted, not argued.

  4. 04

    Know your floor

    Visits by hour and day show when to add trainers or run offers.

03 · The result

What changes?

Catching a renewal

Before: No reminder at allWith the system: Link 7 days before expiry

How the system works · how we measured

In the demo, every membership has an expiry date; a WhatsApp renewal link goes out seven days before it, and expired members are stopped at check-in.

Renewal link before expiry
7 days
Or biometric check-in
QR
Worked out from sessions
Payouts
Hours, by day of the week
Peak

Live demo

Try it live.

Clickable, with sample data. Nothing you do here is saved or sent anywhere.
  1. 1Send a renewal link to an expiring member, then remind all of them.
  2. 2Open “Peak hours” to see the busiest time of day.
  3. 3Work out October’s trainer payouts.
Make it yours
Loading the demo…

Before & after

The same day, two ways.

Watch each task move from the way it’s done today to the way it runs on the system — or drag the slider yourself.
Today
With the system
  • RenewalsToday: Noticed when they stop comingWith the system: Link 7 days before expiry
  • Expired membersToday: Still walk inWith the system: Stopped at check-in
  • Trainer payoutsToday: Notebook and argumentsWith the system: From recorded sessions
  • Busy hoursToday: A feelingWith the system: Visits by hour

Your numbers

What could it save you?

Put in your own volume and timing. It’s your estimate, worked out in your browser — not a promise from us.
min
min

Our estimate for the same task — change it if you like.

₹ / hr

Your estimate

7 hours a month

About 0.9 working days back every month.

80 renewal follow-ups a month × 5.5 minutes saved each. Your numbers stay in this browser.

Make it yours

Built around your business.

Choose what your version of Gym Management Software needs. Your brief builds itself — send it, and we reply with a plan.

Often asked for by businesses like yours

  • Plans by duration and branch
  • PT packages and commissions
  • Couple and corporate plans
  • Freeze rules
  • Access by time of day
Always included
  • Memberships & renewals
  • Check-in
  • PT sessions
  • Payouts
Add modules
Connect to the tools you use
Runs on
Languages
Hosting
Team size

Under the hood

How is it built?

Where the data comes from, what the system does with it, and what comes out.

Inputs

  • Members & plans
  • Check-ins (biometric or QR)
  • PT bookings

The engine

  • Renewal schedules
  • Access rules
  • Payout rules

Outputs

  • Renewal reminders with links
  • Trainer payouts
  • Visit & revenue reports

Modules

  • Memberships & renewals
  • Biometric check-in
  • PT sessions
  • Payments & payouts
  • Peak-hour reports
  • Member app

Connects to

  • Biometric devices (ZKTeco, eSSL)
  • Razorpay / UPI
  • WhatsApp Business API
  • Tally
  • Smart wearables (add-on)

Stack

  • Next.js
  • React Native member app
  • Node.js
  • PostgreSQL
  • Biometric device SDK
  • WhatsApp Business API

Proof, the honest way

What would you measure?

This is a demo, so we don’t claim client results. In a real roll-out, these are the numbers we track from week one — before and after.

  • Renewal rate

    Members who renew within 7 days of expiry.

  • Active members

    Visited at least once in 30 days.

  • PT revenue

    By trainer and package.

  • Peak load

    Check-ins per hour.

FAQ

Gym Management Software FAQ

All questions →
What is gym management software?

Gym management software keeps memberships, check-ins, payments and personal training in one place. It reminds members before their plan expires with a payment link, records visits from a biometric or QR check-in, tracks each trainer’s PT sessions, and works out trainer payouts — so renewals don’t slip and the owner sees what’s happening.

Does it work with our biometric machine?

Most common devices (ZKTeco, eSSL and similar) can be connected; otherwise a QR code at the desk works on any phone.

Can members pay online?

Yes — renewal links, UPI at the desk and card payments, with receipts on WhatsApp.

Can it stop expired members from entering?

Yes. Check-in is refused once a plan expires, and the desk sees the reason and a renewal button.

Can it handle several branches?

Yes. Members can be allowed at one branch or all, and the owner sees every branch on one dashboard.

How are trainer payouts worked out?

By your rules — per session, a share of packages sold, or a fixed amount plus incentives — from the sessions recorded in the app.

Built around you

Every demo is a starting point.

Nothing here is sold as-is. Each one is rebuilt around your business — these are the things we tailor on every project.

  • Your workflow

    Steps, approvals and statuses the way your team works today.

  • Roles & permissions

    Who sees and changes what — by branch, team or person.

  • Fields & forms

    Your terms, your fields, your numbering and units.

  • Reports

    The numbers you check every day, in your format.

  • Integrations

    Tally, WhatsApp, payments, couriers and the tools you already use.

  • Your brand

    Your name, logo and colours on every screen and document.

  • Language

    English, Hindi or a regional language for staff and customers.

  • Hosting

    Our cloud, your cloud account or your own server.

Keep exploring

Related solutions

Fitness & beauty
All solutions

Go deeper

Services behind it

How we can help.

Software Solutions

CRMs, ERPs, dashboards and integrations built around your workflow.

Explore

App Development

Native and cross-platform mobile apps people actually keep using.

Explore
Next solutionSchoolSchool Management Software — “Fee dues, attendance and report cards each live in a different register.”

Updated 30 Oct 2026 · Arcade Alliance Network is a web, app, software and AI development company in Lucknow, India, building custom software for businesses in India and worldwide.

Got a problem like this?

Tell us how your team works today. We’ll show you a prototype of the fix — with your own terms and sample data — before anything is built.

Start a project WhatsApp us

or email contact@arcadealliancenetwork.com

Chat with us