How LiveIt Wellness Scaled Using Kilo Gym Management Software

From Excel Chaos to 110 Members

LiveIt Wellness is a women-focused strength and fitness gym in Oxford Mills, Ontario, founded by Mallory Holmes in January 2025. Built around pregnancy and postpartum fitness, the gym was designed to provide a welcoming environment where women could rebuild strength, connect with others, and navigate major life transitions with confidence.

Demand from the community grew quickly after launch. Within the first few months, LiveIt Wellness expanded from a small group of early members into a thriving studio offering specialty programs and small-group training. However, behind the scenes, the gym was operating entirely on spreadsheets, creating an increasing administrative burden as membership grew.

After implementing Kilo in April of 2025, Mallory replaced manual systems with software designed specifically for gym operations. Within a year, LiveIt Wellness grew from roughly 30 members to more than 110 active members and clients, hired additional coaches, and significantly reduced the administrative workload required to run the business.

January 2025

Founded

~30 → 110+ (within a year of using Kilo)

Members

Small-group sessions capped at six participants

Churn Rate

Founder + two additional coaches

Team

Pregnancy and postpartum fitness programs

Specialty Focus

Manual spreadsheets → integrated gym management system

Operational Shift

The Problem

LiveIt Wellness began as a small, community-driven gym with a highly specialized focus on pregnancy and postpartum fitness. Class sizes were intentionally capped at six participants to maintain a safe environment where mothers could bring babies or toddlers while still receiving individualized coaching.

This structure created a meaningful training environment, but it also required careful scheduling and communication. As membership approached 30 people, the administrative complexity of managing the gym began to escalate.

Mallory was running nearly every operational task through spreadsheets. Class schedules were updated manually, waitlists were tracked by hand, and members had to be contacted individually whenever a spot opened. Attendance records, programming schedules, and roster updates were all maintained across multiple Excel files.

What began as a manageable solution quickly became exhausting.

Mallory was spending hours each day managing cancellations, updating spreadsheets, and responding to member messages. The administrative workload began to pull her away from the parts of the business that mattered most: coaching women, building community, and growing the gym.

Eventually, she made a strategic decision to pause growth while she searched for gym management software that could support the operational needs of the business.

The Kilo Solution

Mallory evaluated numerous gym management platforms, scheduling detailed conversations with six different companies. Many of the options felt overly complex or designed primarily for large commercial gyms rather than small, community-focused studios like LiveIt Wellness.

In several cases, the conversations felt more focused on upselling additional features than understanding the operational challenges she was trying to solve. The experience changed when she spoke with Kilo.

Instead of launching directly into a sales presentation, the Kilo team connected Mallory with another female gym owner in Ontario who was already running her gym using the platform. That conversation allowed Mallory to ask practical questions about day-to-day operations, growth challenges, and how the system actually functioned inside a working gym.

The responsiveness of the Kilo team also stood out. Questions were answered quickly, and follow-up information arrived promptly whenever clarification was needed.

The combination of peer insight and responsive support gave Mallory confidence that Kilo understood the realities of running a small gym.

Choosing the platform quickly became an easy decision.

Mallory Holmes
Founder, LiveIt Wellness

Owner Perspective

Mallory describes discovering Kilo as a turning point for her business.

Once the operational systems were in place, she was able to shift her focus back to coaching, community-building, and program development.

As she explains:

“If I were talking to another gym owner who was in the same position that I was a year ago, I would tell them that partnering with Kilo will make their life so much easier. Finding Kilo was the catalyst for my business’s growth. Once I had Kilo in place, I was able to use my time and resources to actually grow the gym.”

~30 → 110+

Members

Pregnancy & postpartum fitness programs

Specialty Focus

Oxford Mills, Ontario

Location

Implementation

The onboarding process proved straightforward. Kilo provided step-by-step setup resources, along with Zoom support sessions, to help configure the system and ensure that Mallory understood how each feature worked.

Within a short period of time, LiveIt Wellness transitioned fully onto the platform.

Members could create accounts, book classes, and join waitlists independently. Class scheduling, attendance tracking, and member management moved into a single system. The change immediately reduced the amount of communication and manual administration required to keep the gym running.

Outcome / Benefits

Implementing Kilo didn’t just improve operations. It gave Mallory the space to focus on building the gym she originally envisioned.

Membership Growth

With operational systems in place, LiveIt Wellness resumed its growth trajectory. Membership expanded from roughly 30 members to more than 110 active clients within a year, supported by the gym’s specialty programs and small-group training model.

Reduced Administrative Work

Scheduling automation and waitlist notifications eliminated the need for manual spreadsheet updates and individual messaging. Members could book classes themselves, join waitlists automatically, and receive notifications when spots opened. This shift removed hours of daily administrative work.

Operational Insights

Attendance tracking provided Mallory with new insights into member engagement. She used this data to launch a milestone program called the “50 Club,” which celebrates members who attend their 50th class with a commemorative t-shirt. This simple initiative strengthened the community atmosphere and encouraged long-term commitment among members.

Team Expansion

Team Expansion As the gym grew, Mallory hired two additional coaches to support the expanding membership base. This allowed her to focus more on programming, leadership, and strategic planning rather than managing every class herself. The gym was able to grow without increasing the operational pressure on its founder.

Conclusion

LiveIt Wellness demonstrates how quickly a community-focused gym can grow when the right systems are in place. What began as a small studio serving a niche population evolved into a thriving fitness community for women navigating pregnancy, postpartum recovery, and strength training at every stage of life.

By replacing manual spreadsheets with software designed specifically for gym owners, Mallory created the operational stability needed to scale the business without sacrificing the supportive environment that defines the gym. For LiveIt Wellness, the right systems didn’t just simplify operations. They created the headroom needed to grow a sustainable business while continuing to serve the women who inspired the gym in the first place.

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Ready to Simplify Your Gym Operations?

Running a gym should focus on coaching members, building community, and growing your business—not managing spreadsheets and chasing administrative tasks.

With Kilo, gym owners can automate scheduling, manage memberships, streamline communication, and create the operational headroom needed to scale with confidence. Book a call with a Kilo expert today and see how simple gym management can be.