Gym management software and a member app that work from one membership record. Memberships sold with written terms the member accepts, freezes and transfers on record, renewals by UPI or auto-debit with notice before every charge, check-ins at the door, personal training sessions counted honestly, class bookings with waitlists, and a member app that keeps people coming back. Built for gyms, yoga and dance studios, CrossFit boxes and multi-branch fitness brands in Mumbai, Navi Mumbai, Thane and Pune, and across India.
Reply within one business day · Navi Mumbai team · Website, app and admin under one roof
The front desk, the floor, the trainers and every member’s phone working from one membership record.
A site that turns local searches into trial bookings, with plans, timings and terms shown plainly.
Everything a member needs between visits, without calling the desk.
The screens your desk staff, trainers, sales team and owner use daily.
A typical neighbourhood gym in Vashi, Thane or Wakad has one front desk, a few floor trainers, two or three personal trainers on incentive, and an owner who also sells memberships in the evening. Members join in January, before a wedding or after a doctor’s advice, often on a long plan paid up front because the discount looks good. Records sit in a register or a basic desktop program, payments come by UPI to a phone number, and the WhatsApp group is used for everything from holiday notices to festival offers.
Walk-in and Instagram enquiries are not followed up after the first visit. Members quietly stop coming in the second month, and the gym notices only when the renewal date has passed. Personal training sessions are tracked in a trainer’s notebook, so disputes about how many were used are common. Freezes for travel or injury are granted verbally and forgotten. Cash at the desk and UPI to personal numbers make day-end totals hard to trust.
Consumer commissions have repeatedly sided with members where a gym stopped services, refused access it had promised, or relied on a no-refund clause the member never saw or that the commission found unfair. The Central Consumer Protection Authority’s 2023 dark pattern guidelines name subscription traps (making cancellation hard) and hidden charges. RBI rules on auto-debit expect a notice before every recurring charge. A gym that sells on verbal promises and a one-line receipt is exposed on all of these.
Infoways, a web, app and software company in Mahape, Navi Mumbai, builds gym management software for the front desk, trainers and owner, a gym management app for members, and the gym or studio website that feeds both. Below: how each module works, what the member app should do, the consumer and payment rules it has to respect, an honest comparison with ready-made gym software, the numbers worth watching, and what to ask any vendor before you sign.
Talk to us about your gym & fitness businessEight modules, who uses each one, and the situations that decide whether it prevents disputes or creates them.
Used by the sales team and front desk. Every enquiry from the website, Instagram, Google, walk-ins and member referrals goes into one list with the source, goal and preferred time. Trial visits are booked and the trainer on duty is told. After the trial, the system reminds the salesperson to follow up on the right day, and records why someone did not join: price, timing, distance, crowd. Old leads can get a message when a new batch or branch opens, only if they agreed to hear from you. The owner sees which source brings people who actually join and stay.
Solved in your appUsed by the owner and front desk. Each plan sets duration, inclusions (gym floor, classes, steam, PT sessions), branches covered, freeze allowance, transfer and refund rules. When a member joins at the desk or online, they see the full terms on screen and accept them, and a copy goes to their phone and email with the receipt. That record of what was promised is what protects both sides when a dispute reaches a consumer commission. Plan changes apply only to new memberships, never silently to existing ones.
Solved in your appUsed by the front desk, accounts and members. Members pay by UPI, card or net banking through a gateway account in the gym’s name, never to a staff phone. Long plans can be split into instalments, with reminders before each due date. Monthly plans can use UPI AutoPay or card e-mandates, which under RBI rules need a notice to the member before each debit and extra authentication above a set amount. Every payment produces a numbered GST receipt. Cash is entered against the member at once, and each user closes the day by payment mode.
Solved in your appUsed at the door. Members check in by scanning a QR code at the desk, by biometric, or by face recognition where you choose to use it. Expired, frozen or unpaid memberships show a clear message for the desk to handle politely. Check-ins build attendance history, which is how the system spots members drifting away. Branch access follows the plan: a single-branch member is not let into another branch, and a multi-branch member is not refused, which avoids the kind of access dispute consumer commissions have ruled on. Face data is used only with consent.
Solved in your appUsed by the front desk and owner. A member asks for a freeze in the app or at the desk, gives a reason and dates, attaches a doctor’s note if your terms require one, and the expiry date moves automatically. Transfers to a family member or friend follow your rules and fee. Refund requests are recorded with the date, the reason and the decision, and a refund works out the amount under the terms the member accepted. Every step is logged, so if a member later disputes it, the gym can show exactly what was asked and what was decided.
Solved in your appUsed by personal trainers, the PT manager and members. PT packages carry a number of sessions and a validity period. Each session is booked in the trainer’s calendar and marked done only when the member confirms in the app, or with a one-time code at the end of the session, so counts are never in dispute. Members see sessions used and left. Trainer incentives are worked out from confirmed sessions and PT sales. The PT manager sees each trainer’s load, no-shows and renewals of their clients.
Solved in your appUsed by studio managers, instructors and members. Yoga, Zumba, HIIT, spin and other classes are scheduled with capacity per room. Members book from the app; when a class is full, they join a waitlist and are moved in automatically if someone cancels before the cut-off. Late cancellations and no-shows follow your rules, shown to members before they book. Instructors see who is coming and mark attendance. For studios selling class packs instead of memberships, each booking draws down the pack.
Solved in your appUsed by trainers, members and the owner. Trainers assign workout and diet plans in the app; members log workouts and see progress photos and measurements they choose to record. Health details such as injuries and conditions are visible only to the trainer and manager who need them. The owner’s dashboard shows active members, check-ins by hour, renewals due and done, drop-off risk, PT sales, collections by mode and branch comparisons, with exports to Tally for the accountant.
Solved in your appTell us how many members and branches you have, and how you sell plans and PT today. We will tell you which module to fix first.
The member app is where renewals, bookings and complaints are won or lost. Seven things it has to do well, and the rules behind the payment ones.
Members see the week’s timetable by branch, room and instructor, book a seat, and join a waitlist when a class is full. If someone cancels before your cut-off, the next person moves in and gets a notification. Late cancellation and no-show rules are shown before booking, not after. Studios selling class packs see each booking draw down the pack, so the member always knows how many classes are left.
Solved in your appThe member opens the app and shows a QR code at the desk or a scanner, or scans a code at the entrance. The code changes regularly so a screenshot shared with a friend stops working. Expired, frozen or unpaid memberships get a clear message to see the desk. Gyms that already use fingerprint or face readers can keep them; the app becomes one more way in, useful for members who prefer not to give biometric data.
Solved in your appMembers renew from the app by UPI, card or net banking, or set up UPI AutoPay or a card mandate for monthly plans. Under RBI’s E-mandate Framework 2026, the member registers the mandate with extra authentication, gets a notice at least 24 hours before each debit (naming the merchant, amount, date and reason), and can opt out of one debit or the whole mandate. Debits above a per-transaction limit set by RBI need extra authentication again. Your payment gateway sends these notices; the app shows the mandate and a cancel option.
Solved in your appTravel, exams, illness or an injury: the member picks the dates, gives a reason, attaches a doctor’s note if your terms ask for one, and sees how much of the plan’s freeze allowance is left. The desk approves or declines with a reason, and the new expiry date shows in the app at once. A freeze that is easy to ask for is one the member does not need to fight for, which keeps you clear of the subscription trap pattern the CCPA guidelines name.
Solved in your appMembers with a personal training package see sessions bought, used and left, the validity date and their next booked slot with the trainer. Each session counts only after the member confirms it at the end, so the trainer’s count and the member’s count are always the same number. A reminder goes out before unused sessions expire, which is fairer than discovering the loss at the desk and cuts a common source of complaints.
Solved in your appTrainers assign workout and diet plans that members open on the floor, with sets, reps and rest times. Members log workouts and, if they choose, body measurements and progress photos that only they and their trainer can see. Attendance streaks and a monthly visit count give members a reason to come back, and give the trainer an early sign when someone is slipping.
Solved in your appRenewal reminders before expiry, class reminders, waitlist moves, payment receipts, freeze approvals, holiday timings and trainer messages, by push notification or WhatsApp. Service messages and offers are kept separate, and offers go only to members who agreed to receive them, as the DPDP Act 2023 expects for consent. The owner can see which messages members open, and can stop the ones nobody reads.
Solved in your appPlain-language notes on the rules that shape gym software in India. They are not legal advice.
| Term or rule | 1What it means | 2How the software handles it |
|---|---|---|
| Consumer Protection Act 2019 | Members are consumers. Commissions hear complaints about deficiency in service, unfair trade practices and unfair contract terms. Gyms have been ordered to refund and pay compensation where services stopped or promised access was refused. | Every promise is in the plan terms, every change is logged, and the member’s full history can be printed if a dispute arises. |
| No-refund clauses | Consumer commissions have held blanket no-refund clauses in membership contracts to be unfair or unconscionable in several cases, especially where the terms were never given to the member. Outcomes depend on the facts. | Refund rules are written in plain words, shown before payment, accepted by the member and sent with the receipt. Your lawyer should review the wording. |
| Dark Patterns Guidelines 2023 | Issued by the Central Consumer Protection Authority. They name practices such as subscription traps (making cancellation hard or hidden), drip pricing (charges revealed late), false urgency and bait and switch. | Cancellation and freeze requests are available in the app, the full price including taxes is shown up front, and offer timers only show real deadlines. |
| RBI rules on recurring payments | Auto-debit by card or UPI AutoPay needs the member’s mandate, a notice before each debit (at least 24 hours ahead, naming the merchant, amount, date and reason), a way to opt out of a debit or the mandate, and extra authentication above a set amount per debit. RBI consolidated these rules in its Digital Payments E-mandate Framework 2026 (April 2026); check current limits with your payment gateway. | Mandates are set up through your gateway, members get a reminder before each debit, and they can cancel the mandate from the app. |
| GST on gym services | Fitness and gym services are taxable under GST. The rate and the treatment of bundled items such as supplements are for your CA to confirm. | GST is set per plan and product as your CA advises, and every receipt carries your GSTIN and the tax line. |
| Trainer qualifications | The National Qualifications Register lists Skill India qualifications from the Sports, Physical Education, Fitness and Leisure Sector Skill Council, including General Fitness Trainer, Group Fitness Trainer and Strength and Conditioning Coach. Many gyms also accept private certifications. We are not aware of one licence every trainer must hold; ask your adviser. | Trainer profiles store certifications with expiry dates, and the website shows only qualifications you have checked. |
| Health information and waivers | Many gyms ask new members to fill a health questionnaire and sign a declaration before training. A waiver does not remove a gym’s duty to supervise safely. | A health questionnaire and declaration at joining, stored with the member record, with flagged conditions visible to the trainer. |
| DPDP Act 2023 and Rules 2025 | Member names, phone numbers, photos, measurements, health notes and face data are personal data. Most duties under the Rules notified in November 2025 apply after 18 months, including notice, consent and security. Members under 18 need parental consent. | Consent at sign-up, separate consent for face check-in and marketing, access by role, and a setting for how long data is kept after a member leaves. |
We have summarised these from consumer commission orders, CCPA and RBI guidance and official qualification records, mostly as reported by legal and payments publications. Rules change and each case turns on its facts. Confirm your membership terms, refund policy and payment set-up with your lawyer, CA and payment gateway before going live. We build the rules you approve.
Most gym owners have used, or been pitched, ready-made gym management software. FitnessForce is one of the better-known products among Indian gyms and chains, and Zenoti is used by some larger fitness and wellness brands. There are also many smaller Indian tools offering memberships, biometric check-in, GST billing and WhatsApp reminders. Fitness passes such as cultpass list partner gyms and bring walk-in members. Features change often, so compare current versions against your own list.
Going by the vendors’ own websites: FitnessForce lists member apps, class scheduling, freezes and transfers, and access control. Zenoti and Wellyx both advertise a member app carrying the gym’s own branding, plus control across several locations. Indian products such as Easy Gym and GymManager list fingerprint, face, RFID or QR check-in, WhatsApp reminders, GST billing and multi-branch set-ups, with GymManager describing one member database shared by all branches. We name them only to help you compare, and we have no tie-up with any of them.
For a single gym or studio, a ready-made product is usually the right choice, and we will say so. It is quick to start, works with common biometric devices, and the vendor handles upkeep. Before you sign, check that plan terms can be shown and accepted at joining, that freezes and refunds are logged, that auto-debit follows the gateway’s mandate process, that PT sessions can be confirmed by the member, and that you can export every member, payment and attendance record.
Custom software earns its place in narrower cases: a fitness brand with several branches or franchises wanting one system and its own branded member app; a studio chain selling class packs, memberships and online classes together; a gym with corporate tie-ups, family plans and complex trainer incentives; or a business wanting member data held only by itself. Often the answer is a ready-made back office plus a custom member app. Our guide on custom software vs off-the-shelf covers the trade-off.
Three ways to get gym management software and a member app, by need. Ready-made is often the right answer, and we will say so when it is.
| Your kind of gym | 1Ready-made SaaS | 2Ready-made back office plus branded member app | 3Custom build |
|---|---|---|---|
| Single gym, owner on the floor | Usually the right choice. Indian products such as Easy Gym and GymManager cover memberships, check-in, GST receipts and WhatsApp reminders, and start in days. | Rarely needed. Worth it only if your brand and app matter more to members than the plans themselves. | Not worth it for most single gyms. Build only if your way of selling is unusual and no product fits. |
| Multi-branch chain or franchise | Works if the product shares one member database across branches, controls which plans can enter which branch, and reports per branch. Check how franchise owners see only their own data. | A common middle path. Zenoti and Wellyx, for example, advertise a member app in your branding with multi-location control. | Makes sense when you want your own app, your own rules for cross-branch access, franchise royalties and incentives, and member data held only by you. |
| Yoga, dance or class-based studio | Fine if it handles class packs, room capacity, waitlists and late-cancel rules well. Test booking from a member’s phone before you sign. | Good fit when members book several times a week and the app is the main thing they see. | Makes sense for studio chains mixing class packs, memberships, workshops and online classes in one place. |
| CrossFit box or PT-heavy studio | Check that PT packages carry sessions and validity, sessions are confirmed by the member, and trainer incentives can be worked out from confirmed sessions. | Useful if members need workout logs, benchmarks and coach messages in one branded app. | Makes sense when trainer payouts, programming and member progress are the core of the business and no product handles your rules. |
| What to check whichever you pick | Full data export, Indian payment gateway and UPI AutoPay, biometric device list, support hours and language, and the vendor’s terms on member data. | Whose name appears on the app store listing, and whether you can move members to another system later. | Who owns the code and data, who maintains it after launch, and a phased plan that starts with the modules that stop money leaking. |
Products are named neutrally from their own websites as of October 2026, only to help you compare. Features and plans change, so check each vendor directly. We do not publish or compare anyone’s prices.
An honest comparison. The right answer depends on branches, how you sell and how much you want to own the member relationship.
| Factor | 1Register, Excel and WhatsApp | 2Ready-made gym software | 3Your own gym platform and app |
|---|---|---|---|
| Best for | A small gym with a hands-on owner | Most single gyms and studios | Multi-branch brands, franchises and studio chains |
| Written terms accepted by member | Rarely | Check whether the product supports it | Built in at every joining |
| Freezes and refunds | Verbal | Supported in many products | Your exact rules, every step logged |
| PT session counts | Trainer’s notebook | Tracked, confirmation varies | Confirmed by the member in the app |
| Member app | None | Vendor’s app, sometimes shared branding | Your own branded app |
| Who holds member data | Registers and phones | The vendor, under its terms | You |
| Time to start | Already running | Days to weeks | Weeks to months, in phases |
Product names are mentioned only to help you compare. Check each vendor’s current features and terms directly.
No industry benchmarks here; they vary by format, city and price point. Watch your own trend.
Members who joined divided by trials taken, by source and by salesperson. It shows whether ads and Instagram bring people who actually join, and whether follow-ups happen on time.
Solved in your appActive members with no check-in in the last two weeks. This is the earliest warning of a member who will not renew. A call or message from their trainer at this point does more than any renewal offer later.
Solved in your appMembers who renewed within a set window of expiry, divided by members whose plans expired in the month. Split it by plan length and by trainer to see where retention is strong or weak.
Solved in your appTotal check-ins in the month divided by active members. Members who come regularly renew; a falling average across the gym points to crowding, timings or staff issues worth looking into.
Solved in your appConfirmed sessions in the month against sessions sold and still valid. Large unused balances mean members are not getting value, and expiring sessions are a future complaint.
Solved in your appBookings divided by capacity, by class and time slot. Consistently full classes deserve an extra slot; empty ones need a new time, instructor or format.
Solved in your appRequests per month with reasons and decisions. A rise in refund requests after a price change, a renovation or a trainer leaving tells you something specific to fix.
Solved in your appMoney received by UPI, card, auto-debit and cash against receipts issued, per user per day. Payments to anything other than the gym’s own account should be zero.
Solved in your appInfoways works from B-102, Technocity, Mahape, in Navi Mumbai. For gyms and studios in Mumbai, Navi Mumbai and Thane, we come to the floor in person: we watch the desk during the morning and evening rush, see how trainers record PT sessions, and set up check-in at the door where it will actually be used.
Desk staff, sales and trainers are trained at the gym in Hindi or Marathi, and the owner sees the reports with us after the first month. Gyms elsewhere in India are set up over video calls, with the same rollout plan.
We list every plan, inclusion, branch rule, freeze allowance, transfer fee and refund rule you actually use. Your lawyer reviews the member terms before they go into the software.
Active members, plan dates, payments, PT balances and freezes are imported from your register or old software. Trainers confirm PT balances with their clients so the opening figures are agreed.
A payment gateway account in the gym’s name is set up for UPI, cards and auto-debit mandates. Staff stop taking UPI on personal numbers from day one.
The desk starts joining, renewals and check-ins on the new system at one branch first. The register runs alongside for a week and day-end totals are compared.
Members get the app through a notice at the desk and on WhatsApp, with help at the desk during peak hours. PT session confirmation starts with all trainers on the same day.
Short sessions for desk staff, sales and trainers in the language they use, on the floor, with a one-page guide at the desk. The owner and manager get a separate session on reports.
Before sign-off we test terms acceptance, freezes, refunds, auto-debit notices, check-in rules and exports with you. Maintenance and support continues after launch, including changes when payment rules move.
Send us your plans and terms. We will tell you honestly whether ready-made gym software is enough or your own member app is worth building.
Every gym is different, so we quote after understanding yours. A website with plans, trial booking, online joining with terms acceptance and payments is a small project. A back office with memberships, freezes, refunds, check-in, leads, PT and a member app with class booking is a medium one. A multi-branch or franchise platform with its own branded app, auto-debit, corporate plans, trainer incentives and branch reports is a large one.
Cost rises with the number of branches and plan types, how complex your freeze, transfer and refund rules are, check-in hardware to connect, class booking and waitlist rules, trainer incentive logic, online classes or video content, and how much old data needs cleaning. It comes down if you start with leads, memberships and payments, which stop the most revenue leaking, and add the member app and PT confirmation next.
Timelines: a website with online joining usually takes 3-6 weeks. A back office with check-in, PT and a member app takes about 8-12 weeks, including store approvals. A multi-branch platform runs about 3-5 months in phases. See mobile app development for member apps and the app cost calculator for a first rough scope.
Do not sell long plans on verbal promises. Put the inclusions, branch access, freeze allowance and refund rules in writing, show them before payment and send a copy with the receipt. Most consumer complaints against gyms start with a promise that was never written down.
Do not make cancellation hard or hide charges. Under the CCPA dark pattern guidelines, subscription traps and charges revealed late are named practices to avoid. A member who can freeze or cancel easily is more likely to come back later than one who had to fight.
Do not let staff collect UPI on personal numbers or count PT sessions in a notebook. Both are where money and trust leak. And do not use “guaranteed weight loss in 30 days” or before-and-after photos without consent in your marketing; claims like that invite complaints. Factual pages about plans, timings and trainers work well with local SEO.
And do not build custom software for a single gym that a ready-made product already serves well. Build when you run several branches or franchises, sell a mix of memberships, class packs and online programmes, or want your own branded member app and full control of member data.
Ask us on WhatsApp. A real person from our Navi Mumbai team replies.
Ask on WhatsAppThere is no single best one; it depends on your gym. Compare on: how many branches you run, whether you sell memberships, class packs or PT, the biometric or turnstile hardware you use, whether you want a member app in your own name, UPI AutoPay and GST receipts, full data export, and support hours in your language. Ready-made options Indian gyms often compare include FitnessForce, Zenoti, Easy Gym and GymManager, and global tools such as Wellyx. For a single gym or studio, a ready-made product is usually the sensible start. Custom makes sense for multi-branch brands, franchises and studio chains that want their own app and rules. Take a demo with your real plans and terms.
Most gym management software is a paid subscription with a free trial or demo. Software directories do list some free versions, usually limited by members, branches or features. Before relying on a free tool, check whether you can export all your data, where member data is stored, whether the member app shows ads, and whether WhatsApp or SMS reminders are charged separately. A register plus WhatsApp costs nothing but leaves freezes, refunds and PT counts on verbal record.
At minimum: membership plans with written terms the member accepts, freezes and transfers on record, payments by UPI, card and auto-debit with GST receipts, check-in, lead and trial follow-up, PT packages with session counts, class booking with waitlists, a member app, branch and owner reports, and full data export. Multi-branch gyms also need branch access rules and one shared member database.
Yes. Most ready-made products and custom builds connect to fingerprint, face, RFID card or QR readers, and to turnstiles or flap barriers that open only for members with an active plan. Ask the vendor for the exact device models it supports before you buy hardware. Face data is personal data under the DPDP Act, so record that consent separately and offer QR or card check-in to members who prefer it.
Not always. Many ready-made products include a member app, sometimes under the vendor’s name; Zenoti and Wellyx advertise apps in the gym’s own branding, and some Indian tools run the member side on WhatsApp. A member app earns its place when members book classes with waitlists, track PT sessions, renew by UPI AutoPay and request freezes themselves. Your own app makes sense when you run several branches or want the member relationship fully in your name.
Yes. A multi-branch set-up keeps one member database, with plans, staff, classes and trainers set per branch, branch access decided by the member’s plan, and reports per branch and for the whole brand. Get the cross-branch access rules right: a consumer commission in Mumbai has held a gym chain liable for refusing branch access a member was promised. A single gym back office with a member app takes about 8-12 weeks to go live; multi-branch platforms go live branch by branch over 3-5 months.
It depends on the facts and the terms. Consumer commissions have held blanket no-refund clauses unfair in several membership cases, especially where the terms were never given to the member, and have ordered refunds where gyms stopped services. Get your terms reviewed by a lawyer and show them before payment. A member can approach the National Consumer Helpline or the district consumer commission under the Consumer Protection Act 2019, so a clear record of terms, payments, check-ins and freezes matters to the gym.
Only as your plan terms allow. Our system records each freeze or transfer request with dates, reasons and approval, moves the expiry date automatically, and charges any transfer fee your terms set.
Yes, through UPI AutoPay or card e-mandates set up via your payment gateway. RBI rules require the member’s mandate, a notice at least 24 hours before each debit, a way to opt out, and extra authentication above a set amount. RBI consolidated these in its E-mandate Framework 2026; check current limits with your gateway.
The CCPA’s 2023 guidelines name practices such as subscription traps (hard or hidden cancellation), drip pricing (charges revealed late) and false urgency. Our apps show the full price up front and let members request a freeze or cancel a mandate in the app.
Each session is marked done only when the member confirms it in the app or with a one-time code at the end. Members see sessions used and left at any time, and trainer incentives are worked out from confirmed sessions.
We are not aware of one licence every trainer must hold. The National Qualifications Register lists Skill India qualifications such as General Fitness Trainer from the sports and fitness sector skill council, and many gyms accept private certifications. Check with your adviser.
Gym and fitness services are taxable under GST. Ask your CA to confirm the rate and the treatment of supplements or merchandise. Our receipts carry your GSTIN and the tax line for each plan.
Health questionnaires, injuries, measurements and photos are personal data under the DPDP Act 2023. We keep them visible only to the trainer and manager who need them, record consent at sign-up and let you set how long data is kept after a member leaves.
Changing terms a member has already paid for is a common source of complaints. Our system applies new prices and rules only to new memberships and renewals, keeps each member on the terms they accepted, and logs every change. Ask your lawyer before changing any existing plan.
Only with the member’s written consent, and only if the results shown are real and typical enough not to mislead. Claims such as guaranteed weight loss in a fixed time invite consumer complaints. We build plan, trainer and timing pages that stay factual.
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