Which gym software do UK gyms use?
Independent gyms, boxing and martial arts clubs and boutique studios mostly run one of a handful of systems. Each holds members, direct debits, bookings and access, and each has a CRM of some kind for leads. They differ in who they're built for and whether anything outside can connect to them.
| Software | Built for | How we'd connect to it |
|---|---|---|
| Resamania (formerly Xplor Gym) | Gyms and clubs; CRM, embedded payments and access control, hosted in UK data centres | API access confirmed with you before we build |
| ClubRight | Independent gyms, martial arts and boxing clubs; direct debits, bookings, access control, member app | Checked case by case |
| Glofox | Boutique studios: yoga, Pilates, spin, martial arts | Its API, which you apply for |
| TeamUp | Independent studios and PT businesses | Its Business API and webhooks |
| Legend | Health clubs, leisure centres and multi-site operators | Checked case by case |
| Mindbody | Larger studios and chains, with marketing built in | Checked case by case |
| Gymcatch | Independent instructors and small studios | No public API and no Zapier, so no route in |
From vendor sites and published comparisons, September 2026. Links under Sources.
Do we need a separate CRM on top of our gym software?
Rarely. A second CRM means leads in one place and members in another, and someone copying between them. The better question is what your gym software's CRM doesn't do.
| What you need | Your gym software's CRM | General CRM (HubSpot, Zoho) | Custom work around your gym software |
|---|---|---|---|
| Members, payments and check-ins | Built in | Copied in, if at all | Read from the gym software |
| Lead capture | Forms and a lead list | Strong | From every channel into the gym software |
| Replying fast and following up | Email templates, varies | Sequences, but blind to check-ins | Replies on WhatsApp and by phone, based on what the member actually did |
| Spotting members about to leave | Reports, if you look | No attendance data | Alerts from falling visits |
| Best for | Every gym, as the base | Chains with a marketing team | Gyms losing leads and members between the gaps |
How do we follow up enquiries and free trials before they go cold?
Someone messages about membership from an Instagram ad at 9pm. If the reply comes the next afternoon, they've often signed up somewhere else or lost interest. And someone halfway through a free week who hears nothing from the gym rarely joins at the end of it.
- A reply within minutes on the channel they used, with a tour or trial slot to book.
- A welcome on day one of the trial, with the classes or induction booked.
- A check-in mid-trial from a named coach, based on whether they've actually been in.
- A membership offer before the trial ends, and a name on the staff call list if they don't take it.
On Glofox or TeamUp this runs on their APIs; see the Glofox and TeamUp pages for the detail.
How do we stop members quietly cancelling?
Members rarely cancel on a whim. They stop coming first, then notice the direct debit. Your check-in data shows the drop weeks before the cancellation, but nobody has time to read it.
Falling visits flagged
A member who usually comes three times a week and hasn't been in for a fortnight gets a message from a coach, and the coach gets a note.
Failed payments chased kindly
A failed direct debit gets a friendly message with a link to update details, before it becomes arrears.
A freeze offered
Where your terms allow it, members who want to stop for injury or travel are offered a freeze.
Win-back after they've gone
Former members hear from you after a set time, with a reason to come back. See reactivation.
None of this should make cancelling harder. New UK subscription rules under the DMCC Act, now expected in spring 2027, will require clear renewal notices and easy cancellation, so we build retention as a conversation, not a barrier.
Who answers the phone when the front desk is empty?
Plenty of independent gyms are unstaffed for part of the day, and the owner is often coaching a class. The calls are mostly the same few questions.
| The call | Voicemail | AI receptionist |
|---|---|---|
| "How much is membership?" | Rings the next gym | Answers from your price list and offers a tour |
| "Can I get a day pass?" | Rings the next gym | Answers and sends the booking link |
| "Do you have personal trainers?" | Call back later | Explains PT options and passes the lead to a trainer |
| "I want to cancel" | Call back later | Follows your cancellation process and logs it; never stalls it |
| Record of the call | The voicemail | A note on the lead or member record |
More on how these work on our AI receptionist page.