The verdict in three sentences
A boutique fitness chain with 6 studios and 9,000 members paying for 3 different tools for memberships, class booking and access control piles up per-member fees and data that does not connect. Off-the-shelf platforms cost 1.5 to 3 EUR per member per month, while a custom platform with SEPA direct debit, iDEAL and a member app sits around 45,000 to 90,000 EUR. Delivered in 4 to 6 months, it targets in the order of 3 to 5 points less churn.
What three disconnected tools cost
Memberships in one tool, class schedules in a second, turnstiles and badges in a third: every plan change, freeze or failed payment is handled in several places. 2026 orders of magnitude for a chain in Amsterdam:
| Item | Current situation | 2026 estimate |
|---|---|---|
| Active members | 6 studios | 9,000 |
| Membership and billing software | Billed per member | 1.5-3 EUR/member/month |
| Class booking and app | Separate subscription | 300-900 EUR/month |
| Access control | Licence per site | 80-200 EUR/month/studio |
| Total annual software spend | 3 vendors | 180,000-340,000 EUR |
| Failed direct debits to chase | Handled manually | 2 to 4% of collections |
| Monthly churn | Month-to-month plans | 4 to 6% |
| Front desk admin time | Manual syncing | 15-25 h/week across the chain |
At 9,000 members, per-member billing becomes the largest line. Beyond 5,000 to 6,000 members, owning the platform becomes a serious question.
Off-the-shelf software or custom platform: the comparison
| Criterion | Off-the-shelf tools (3 vendors) | Custom platform |
|---|---|---|
| Upfront cost | Migration and setup 2,000-8,000 EUR | 45,000-90,000 EUR |
| Recurring cost | 15,000-28,000 EUR/month at 9,000 members | Hosting and maintenance 1,500-3,500 EUR/month |
| Payment fees | Vendor commission on collections | Direct payment provider, 0.2-0.5 EUR per SEPA debit |
| Member app | Vendor brand or paid white label | App under your brand |
| Member data | Split across 3 vendors | Single database, usable for retention |
| Access control | Separate licence | Drives existing turnstiles through their interface |
| Timeline | Immediate | 4 to 6 months |
Custom only makes sense above a certain volume. For an independent studio with 800 members, off-the-shelf software remains the right choice. For a 9,000-member chain planning 2 or 3 new studios, the recurring savings fund the platform in under 6 months.
The scope of a chain-wide platform
| Building block | Content | Share of budget |
|---|---|---|
| Memberships and SEPA debits | Plans, freezes, mandates, automatic retry of failed debits | 25% |
| Class booking | Schedule per studio, waitlists, no-show penalties | 15% |
| Member app | QR badge, booking, paying for extras, notifications | 25% |
| Access control | Turnstile link, rules per plan and per studio | 15% |
| Retention and reporting | Churn risk score, campaigns, dashboard per studio | 20% |
The retention block pays back the most: a member who has not visited for 14 days gets a personal nudge and a coach is alerted. SEPA debits must follow mandate rules, Dutch consumer law caps automatic renewals at monthly cancellation after the first term, and access data falls under the GDPR.
Mini case study
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Thomas, founder of a 6-studio chain in Amsterdam, pays 2 EUR per member per month for 9,000 members, plus 1,600 EUR of add-on tools, i.e. 19,600 EUR a month. His 75,000 EUR custom platform costs 2,500 EUR of maintenance and 0.3 EUR per debit, 5,200 EUR a month in total. Savings: 14,400 EUR a month. By cutting churn by 3 points, he keeps 270 members at 35 EUR, 9,450 EUR more each month. The project pays back in just over 3 months after cutover.
FAQ
How much does gym and studio management software cost in 2026?
Off-the-shelf platforms cost 1.5 to 3 EUR per member per month, i.e. 13,500 to 27,000 EUR monthly for 9,000 members. A custom platform is an upfront investment of 45,000 to 90,000 EUR.
Can we keep our turnstiles and badge readers?
In most cases yes, the platform drives existing hardware through its interface. Replacement is only needed at 1 or 2 sites with closed hardware.
How do we migrate SEPA mandates without members re-signing?
Existing mandates can be transferred to the new creditor after notifying members. Allow 4 to 6 weeks for migration and a first monitored collection cycle.
Is the member app under our brand?
Yes, it is published on the app stores under your name, with QR badge, booking and paid extras. Allow 2 to 3 weeks for store review.
What churn reduction is realistic?
Automatic nudges to inactive members typically win back 3 to 5 points of churn. On 9,000 members, 3 points means 270 members retained.
Let's scope your project. Send us your number of studios, members and current tools: we will price the membership, booking, access and member app platform, with an indicative budget and a realistic timeline. Detailed quote within 48 h. WhatsApp +221 77 596 93 33.
Mohamed Bah
Fondateur, Kolonell
Passionate about digital and entrepreneurship in Africa, Mohamed has been helping Sénégalese businesses with their digital transformation since 2020. Founder of Kolonell, he believes every SME deserves a professional and accessible online présence.
