In 2026, gym management software isn’t just a convenience, it’s a necessity. As more people rely on their smartphones to manage everyday tasks, fitness businesses must keep up with digital expectations. Whether it’s booking a class with a tap, getting automated payment reminders, or accessing real-time business insights, gym owners now need software that can do more than just schedule workouts. But with so many options on the market, how do you choose the right one?
This guide breaks down everything you need to know about gym management software in Australia, from current industry trends to a side-by-side comparison of the top platforms available, plus expert tips on how to pick the best one for your business.
Introduction
The Australian Fitness Industry in 2026
Australia’s fitness scene has seen rapid growth over the past few years. Boutique fitness studios, functional gyms, wellness hubs, and hybrid spaces are popping up all over the country. The demand for fitness and wellness services is booming, with Australians spending more than ever on health and self-care. But with growth comes competition. New studios are entering the market daily, and existing ones must evolve to stay relevant. That’s where technology steps in.
Why Gym Management Software Matters
Running a gym today requires more than just offering training programs. Gym owners also need to focus on delivering a seamless customer experience, automating administrative tasks, and improving operational efficiency.
A good gym management software helps you:
- Save time by automating bookings, payments, and admin work
- Offer members a seamless app-based experience
- Track performance with dashboards and reports
- Reduce human errors in class management and payments
No two gyms are alike. A Muay Thai studio won’t need the same tools as a yoga academy or a Pilates chain. That’s why choosing the right software starts with understanding what’s out there.
What This Article Covers
This article compares five of the most widely used gym management platforms in Australia:
- vibefam – An all-in-one solution designed with boutique fitness studios in mind
- Mindbody – A global software giant with a wide feature set
- Momence – Known for strong email automation and client communication
- WellnessLiving – A solid platform for wellness studios and spas
- Hapana – A powerful enterprise tool built for growing fitness chains
In this article, we will explore each software’s key features, pricing models (in AUD), strengths and weaknesses, and the types of businesses they are best suited for. We will also include real user feedback to give you a clearer picture of how each platform performs in actual fitness studio settings.
We’ll also walk you through a comparison table, tips on how to choose the right software for your business needs, and frequently asked questions, so by the end of this, you’ll feel confident making your decision.
What is a Gym Management Software?
Gym management software is a digital platform designed to help fitness businesses manage their day-to-day operations more efficiently. It centralizes everything from class scheduling and membership sales to payment processing, client communication, and performance tracking. Whether you run a boutique pilates studio or a large gym chain, gym management software acts as your digital front desk by keeping your business organized, automated, and accessible.
For Australian fitness businesses, these tools are especially valuable. Not only do they improve the overall member experience by enabling mobile bookings, real-time notifications, and flexible payment options, they also help gym owners save time on repetitive administrative work. More importantly, many platforms help ensure compliance with local regulations such as handling GST, issuing tax invoices, and integrating with Australian payment gateways.
Key Features to Consider
When choosing a gym management software, it’s important to look for core features that support your daily operations and long-term growth. Some of the most essential features include
- 📅 Class Scheduling: Manage recurring classes, waitlists, and instructor assignments
- 🧍♂️ Member Management: Track sign-ups, memberships, credits, and attendance
- 💳 Payment Processing: Accept payments online or in-studio, including credit card and direct debit
- 📊 Reporting and Analytics: Monitor sales, attendance, revenue trends, and member retention
- 📱 Mobile Access: Member and admin mobile apps to manage bookings and operations on the go
- 📈 Lead and Sales Management: Track inquiries, trial sign-ups, and conversion funnels
- 🛍️ Retail and Merchandise Sales: Offer add-ons like activewear at checkout
- 🎨 Customization: Brand your app and dashboards with your studio’s look and feel
For businesses operating in Australia, it’s also important to choose a system that caters to local needs. Look for platforms that support GST compliance, issue Australian Tax Invoices, and integrate with local payment providers like Ezidebit or Stripe AU. If you’re managing multiple locations or studios, multi-site support and localized reporting will also make a big difference in streamlining your business operations.
Top Gym Management Software in Australia
⭐ Vibefam — The All-in-One Solution for Fitness Studios
Vibefam is a gym management platform purpose-built for boutique fitness businesses across Australia and Southeast Asia. Whether you run a pilates studio, a martial arts academy, or a swim school, vibefam helps streamline your day-to-day operations with a clean, mobile-first system that’s easy to use for both staff and members.
Pricing starts at AUD 89/month, making it an accessible option for studios of all sizes. Even at the base tier, studios can expect features like class scheduling, member management, and built-in reporting, with the flexibility to upgrade for lead tracking, family accounts, and other advanced tools.
One of vibefam’s most standout features is its payment integration. Customers can book and pay for classes directly through the app, with support for credit card and direct debit payments. Receipts are sent automatically, and the platform supports local payment gateways and GST compliance, helping Australian studios stay on top of their finances without manual work.
Vibefam also sets itself apart with its AI-powered dashboard, which provides real-time insights into revenue, class fill rates, and member retention. Instead of relying on spreadsheets or guesswork, studio owners get clear, visual analytics that help them make smarter decisions and track business health at a glance.
But what truly makes vibefam stand out is its customer support. Many studio owners describe the onboarding experience as seamless, with a dedicated support team that’s quick to respond and highly knowledgeable. Whether you’re switching from another platform or starting from scratch, you’ll have hands-on guidance every step of the way.
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🌍 Mindbody — The Enterprise-Grade Fitness Powerhouse
Mindbody is a globally recognized gym management software, offering end-to-end tools for everything from class scheduling and payments to marketing automation, staff management, and AI-powered front-desk support. Pricing starts at around AUD 195/month for basic plans, with advanced tiers ranging from AUD 300–$900+ per month . Mindbody excels at attracting new clients through its marketplace and integrates well with ClubPay, branded apps, and extensive third-party tools. However, many small studios find its interface cumbersome and pricing complex. While early support earned praise, recent reviews report slower response times and occasional billing issues Mindbody is best suited for medium-to-large studios that prioritize lead generation, personalized marketing, and enterprise-grade integrations.
📚 Momence — Smart and Simplicity-Focused for Content-Based Studios
Momence is tailored for studios offering both classes and content like live events, on-demand libraries, and workshops. Its scheduling, instructor sub requests, and reporting features are well-regarded. Users appreciate the easy-to-navigate interface and a support team that’s described as “very helpful and caring” However, some studios report glitches during onboarding and have concerns about limited lead management and a frustrating booking widget. Pricing isn’t publicly listed, which can be a barrier, but it’s generally positioned for small-to-mid studios that prioritize content delivery and a friendly user experience.
🧘 WellnessLiving — All-Rounded Platform for Wellness & Fitness Studios
WellnessLiving offers a comprehensive suite including class scheduling, online payments, automated marketing, and client relationship management. Pricing starts at AUD 105/month. The platform is praised for its robust marketing automations and straightforward setup, making it a solid choice for smaller studios, yoga, pilates, and wellness centers. It’s also favorably compared to Mindbody in terms of simplicity and value for money. Some reviews suggest deeper customization could be improved, but generally, it’s a reliable, cost-effective option for studios seeking a strong feature set without the complexity of enterprise-level tools.
⚙️ Hapana — Powerful Multi-Site Management with Strong Support
Hapana is designed for multi-location studios and boutique chains, offering scheduling, member management, marketing automation, and point-of-sale in one system. At least one Australian studio praised its customer support and how the platform significantly reduced administrative workload. However, another user noted that reporting tools could be more polished While pricing details aren’t listed publicly, it’s considered a strong option for growing brands seeking centralised control and reliable support, especially when operating several locations.
Comparison Table
| Software | Key Features | Pricing (AUD) | Ideal For |
| Vibefam | Class scheduling, payment integration, AI dashboard, mobile apps, family accounts, local support | From A$89/month | Boutique fitness studios, swim schools, martial arts gyms |
| Mindbody | Scheduling, branded apps, marketplace listing, marketing automation, advanced integrations | From A$195/month | Mid-to-large studios needing lead generation + enterprise tools |
| Momence | Class & content scheduling, sub requests, event tools, client messaging | Custom pricing | Studios offering both in-person and online content |
| WellnessLiving | Scheduling, CRM, loyalty programs, automated marketing, POS | From A$105/month | Yoga, pilates, and wellness studios looking for an all-in-one solution |
| Hapana | Multi-location support, automation, lead management, POS, marketing | Custom pricing | Growing studio chains and franchises needing centralised control |
How to Choose the Right Software
Choosing the best gym management software depends on your studio’s unique needs, size, and long-term goals. Start by evaluating your core business requirements. For example, if your studio offers group classes and private sessions, you’ll need flexible scheduling tools. If you’re managing multiple locations or planning to expand, prioritise platforms that support multi-site management and advanced reporting. For content-based studios like yoga or pilates, features like on-demand video hosting or workshop scheduling might be essential.
Scalability and customer support are two of the most important factors to consider. Your software should be able to grow with your business, whether that means handling more members, managing new revenue streams, or automating more tasks. Equally important is having a responsive, knowledgeable support team. Onboarding a new system can be overwhelming, and quick, reliable help can make all the difference in how smoothly the transition goes.
Lastly, take advantage of free trials and user feedback. Most platforms offer demos or trial periods, which give you a hands-on sense of the user experience before committing. During this time, test both the admin and member interfaces, and ask your team for feedback. You can also check online reviews or speak directly with other studio owners in your network to learn how the software performs in real-life scenarios.
If you’re looking for an intuitive, reliable, and locally supported platform to run your fitness business, vibefam is one of the strongest choices in the Australian market.
6. Conclusion
With Australia’s fitness industry continuing to grow and evolve, choosing the right gym management software can make all the difference in how efficiently your business runs. Throughout this guide, we explored five leading platforms: Vibefam, Mindbody, Momence, WellnessLiving, and Hapana, each offering unique strengths for different types of studios.
For boutique studios and academies looking for local support, strong payment tools, and smart automation, Vibefam stands out as a reliable and affordable choice. If you’re running a larger studio with complex marketing needs, Mindbody may be a better fit. Momence is great for content-focused businesses, while WellnessLiving suits wellness studios looking for a user-friendly all-in-one system. Hapana, on the other hand, is ideal for multi-site or enterprise setups that need scale and structure.
Ultimately, the best software is the one that fits your business model, supports your goals, and is backed by a team that can grow with you. We recommend exploring free trials and scheduling demos to get a real feel for how each platform works.
Need help getting started?
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FAQs
What key features should I look for in gym management software for my Australian fitness business?
Look for core features like class scheduling, payment processing, member management, reporting dashboards, and mobile app access. Bonus points for integrations with local payment gateways and GST-compliant invoicing.
Is cloud-based gym management software better than on-premise solutions for Australian gyms?
Yes, cloud-based solutions are generally more flexible, accessible from anywhere, and easier to update. They also reduce IT costs and offer better scalability for growing businesses.
Can I customize gym management software to fit my specific business needs in Australia?
Most platforms offer some level of customization — from branded apps and emails to class types, credit systems, and member tags. Always confirm if the features you need are included in your chosen plan.
How important are integrations in gym management software for Australian gyms?
Integrations are crucial. Look for platforms that connect with tools like Stripe, Zoom, ClassPass, and email marketing platforms. They help streamline your operations and reduce manual work.
