If you’ve been running a gym for a while, you’ve probably had one of those “should we switch software?” moments.
Usually, it happens when a class schedule disappears, a payment fails without explanation, or a coach messages you (again) asking how to fix a bug they shouldn’t be dealing with in the first place.
But then you don’t switch. Not because your current system is amazing—but because switching feels like a hassle. So you deal with it. You figure out workarounds. You remind yourself to bring it up again next quarter.
And in the meantime, you keep losing time. And money.
The Reality of Workarounds
Most gym owners have a system of band-aid fixes in place.
Maybe you export attendance manually into a spreadsheet every Friday. Maybe your team has learned to refresh the software twice just to make sure schedule changes are saved. Maybe you gave up on automation and now send birthday emails manually.
These tasks are all doable, but they add up. These small fixes take time and mental energy away from coaching, connecting with your community, marketing, leading and developing your team, and the stuff that actually drives your business forward.
You didn’t open a gym to troubleshoot software. You opened a gym to change lives.
Let’s Look at It in Practical Terms
Say you’re spending even 15 hours a month on admin tasks your software should handle. That could be billing issues, schedule edits, emailing members manually, or checking to see if the system glitched again.
If you charge $80/hour for personal training, that’s $1,200/month in lost time. Over a year, you’re looking at $14,400.
That’s not just a number on paper. That’s time you could be spending:
- Running events or referral challenges
- Onboarding new members properly
- Creating content or checking in with your highest-risk clients
- Actually taking a day off
When your system drags, your business slows down with it.
Your Team Feels It, Too
It’s not just you.
When the schedule doesn’t update, or check-ins fail, your staff ends up playing tech support. New hires take longer to train because the system isn’t intuitive, and your front desk avoids certain parts of the software because they’ve lost trust in it.
And your members?
They might not complain—but if the booking process is confusing or payments bounce, they’ll quietly disengage.
They won’t always tell you why they left. But they’ll leave.
These Issues Don’t Go Away—They Stack Up
As your gym grows, your systems need to grow with you.
More programs, more staff, more members—it all adds complexity. And the cracks in your software get bigger. Suddenly, your “it’s fine for now” system becomes a bottleneck. You spend more time fixing issues than building momentum.
What worked when you had 60 members might fall apart when you hit 150.
What Happens When Your Software Does Work?
The difference is profound.
When your system works, things feel easier:
- Billing runs smoothly without awkward payment conversations
- Class updates save properly, so you’re not redoing work or second-guessing the system
- Member birthdays, milestones, and attendance drop-offs are tracked automatically
- Your team spends less time fixing issues and more time coaching
- Your members get a better experience—and they stick around longer
Gym management software shouldn’t be about having more features. The focus should be on having the right ones—and having them actually function.
So what does it look like when your software does what it’s supposed to? These gym owners can tell you.
“Since switching to Kilo, I’ve been able to spend less time managing software and more time focusing on what really matters—helping my clients reach their goals. Our previous software was challenging, but Kilo keeps things running smoothly so I can give my clients the attention they deserve!” – Jennifer D., Gym Owner
“The best damn gym software. Kilo is absolutely instrumental and growing my business goals. They give me trackable data that I can find and hold my business accountable for growth.
This feels like a software designed by someone from within the fitness industry. It has everything I need without a bunch of features I don’t need. The support team is knowledgeable, insightful, and genuinely interested in helping you find the best solution for any issues you encounter. Top notch service AFTER the sale!” – Mike W., Gym Owner
“I switched to Kilo largely because it integrated much more smoothly with our website and our marketing software than other alternatives. Kilo is sleek, simple, and fast. It’s made us more efficient as a business and substantially increased our bottom line revenue. Their customer support is UNREAL. It’s the fastest and most thorough I’ve ever encountered in any industry.” – Michael P., Gym Owner
Ready to Make the Switch?
Switching doesn’t have to be daunting. Kilo makes it simple—with real support, seamless setup, and tools that actually work. Running a gym is hard. Kilo makes it easier. Let’s get to work.
