One schedule
Group and one-to-one sessions are visible together.
ClubBase for fitness studios
Fitness studio software
Leads, class packs, bookings, debts, several locations and owner analytics without separate spreadsheets.14 days, no card · one or several locations
Everyday workflows
Your studio’s work on clear screens.
What your team can do in ClubBase during a working day.A pack with an exact balance
The system deducts the visit and shows when it is time to renew.
Locations without separate CRMs
The owner sees each location and the overall summary.
Revenue you can explain
Payments, debts and expenses open down to the source rows.
Features for this type of studio
Everything you need in one place.
Schedule, clients, attendance, roles and money share the same context.- leads and trial classes
- group classes
- personal session times
- class packs and unlimited memberships
- several locations
- debts and refunds
- coach pay
- owner analytics
Looking specifically for class booking? How the online booking software works — groups, capacity, memberships and reminders.
Roles and access
Each role sees its own part.
Data and actions are shown to the person who needs them for their work.Owner
Compares locations and sees outstanding balances.
Front desk
Handles bookings, class packs and check-ins.
Coach
Sees their groups and personal sessions.
Client
Has the schedule, balance and QR code in Telegram.
What people come with
What usually breaks in a fitness studio.
This is what we hear on demos more often than anything else. Next to it: what ClubBase does about it.- Personal and group session times overlap.
- Renewing a class pack depends on someone remembering to remind.
- Debts show up too late.
- Several locations give several different pictures.
A personal session on top of a group class
Group and one-to-one sessions live in one schedule, so you see the room’s and the coach’s time together. The system warns about an overlap before you save, not after the client has arrived.
A class pack that ran out unnoticed
Attendance deducts the visit straight away, and both sides see the balance. The client learns about their last class in advance, not at the front desk.
A debt that surfaced a month later
A debt stays in the client profile and in the financial report from the day it appears. Nobody has to collect it at the end of the month from other people’s reminders.
Two locations, two different pictures
Access rights, rooms and the summary take the location into account. A front desk admin works with their own location; the owner sees both and the difference between them in one place.
A working day
One action changes what everyone sees.
- A lead gets a trial class.
- A coach sees their bookings.
- A client attends a group or personal session.
- The owner sees debts and occupancy.
The first week
How a fitness studio moves into the system.
We bring over your clients
A spreadsheet of clients and class pack balances goes into the import. The system shows rows with errors before saving.
We set up the schedule and capacity
Group classes with a limit on places, personal sessions by coach time. A recurring class is created once.
We turn on check-in at the door
The client checks in with a QR code, the visit is deducted, and the front desk log updates with the same action. It works without internet, too.
You look at the owner’s numbers
After a week you can see room occupancy by hour, debts and how many class packs are running out. From there you have something to work with.
Compared with a generic CRM
Why a regular CRM falls short in a fitness studio.
The question comes up on every demo. The short answer: a studio is built around the class, not around a deal.The schedule matters more than the pipeline
A generic CRM is good at taking leads to payment, and after that the client is done as far as it is concerned. In a fitness studio everything starts after the payment: the client attends, skips, freezes, renews. The main object is a class with a time, a room, a coach and a limit on places, not a deal card.
A class pack lives on after the sale
Selling a membership is half the job. After that it has to be deducted visit by visit, its balance shown the same way to the client and the studio, frozen for a holiday and flagged when it is about to run out. A regular CRM sees the payment; a studio needs the pack’s movement day by day.
Coach pay is calculated from the attendance log
A coach’s pay depends on the classes held, and sometimes on how many people came. That data exists only in attendance. So pay is calculated from the log, not from the calendar or from a separate spreadsheet someone keeps by hand.
Honestly
Who it suits and who it doesn’t.
Without this, a demo wastes everyone’s time. If you are in the right-hand column, write to us and we will suggest a simpler option.A good fit
- Group classes with memberships, not only personal training
- Several coaches, and someone needs to be paid for classes held
- One or several locations you want to see together
Not worth it yet
- A gym with a turnstile and annual cards, without a class schedule
- One coach with a dozen clients and bookings kept in a phone
- You need to track equipment or stock: that is not here
Questions about this type of studio
Answers before the demo.
Can I combine group and personal training?
Yes, the class format is stored separately from the schedule.
Does ClubBase work with several locations?
Yes. Access rights, rooms and the summary take the location into account.
Are debts visible?
Yes. A debt stays in the client profile and in the financial report.
What happens when a group is full?
The system will not let you book an extra person. You can put them on a waitlist and pass the place to them when someone cancels.
Can a class pack be frozen while someone is on holiday?
Yes. The balance and end date move, and the profile shows when it was frozen and by whom.
A coach runs both groups and personal sessions. How is their pay calculated?
The studio sets the pay rules and can treat formats differently. Every amount opens down to the classes it came from.
Can a front desk admin at one location see another location’s data?
No. Access rights, rooms and the summary take the location into account; the owner sees the full picture.
What about people who come for a single visit?
A single visit is deducted in the same way and stays in the person’s history. If they later buy a class pack, the profile already has their contacts and past visits.
Do you track equipment, stock or sports nutrition sales?
No. ClubBase handles clients, the schedule, memberships, attendance and money for classes. Stock has to be tracked elsewhere: there is no such module.
How much does it cost?
The price depends on the number of active clients; the Telegram bot for clients is already included. Current prices are on the pricing page. The first days of access are free, no card required.
Start with your own structure