The verdict in three sentences
A chain of 7 gyms and 5,000 members that stacks licences pays about EUR 1,200 a month without owning its data or its member journey. A custom gym management platform costs EUR 40,000 to 90,000 in 2026 (roughly SGD 58,000 to 130,000) and ships in 4 to 6 months. The case does not rest on licence savings but on retention: cutting monthly churn from 6% to 4% changes the chain's financial equation.
Off-the-shelf SaaS or custom: an honest comparison
Resamania, Deciplus, Mindbody and their competitors serve an independent gym very well. From 5 to 7 clubs, with multi-site plans, corporate partnerships and a branded app, the limits show.
| Criterion | Market SaaS (Resamania, Deciplus, Mindbody) | Custom |
|---|---|---|
| Entry cost | EUR 0 to 3,000 setup | EUR 40,000 to 90,000 |
| Recurring cost | EUR 150 to 400 per gym per month, so EUR 1,050 to 2,800 for 7 gyms | EUR 700 to 1,400 per month all-in |
| Member app | Generic app or paid white label | App under your brand, own journey |
| Pricing rules | Standard plans | Multi-site, corporate, student offers, membership freeze |
| Data | Limited export depending on contract | Proprietary database, usable in CRM |
| Lead time | 2 to 4 weeks | 4 to 6 months |
| Relevant for | 1 to 4 gyms | 5 gyms and more, expansion plans |
If your chain has no opening plans and simple plans, stay on SaaS. Custom makes sense when retention and brand become the main issue.
Modules and their 2026 price
| Module | Function | Budget |
|---|---|---|
| Members and plans | Contracts, multi-site, freeze, referral, corporate deals | EUR 7,000 to 15,000 |
| Recurring direct debits | SEPA mandates in Europe (GIRO or card in Singapore), schedules, failed payment retries | EUR 5,000 to 12,000 |
| Access control | Dynamic QR code, badges, integration with existing turnstiles | EUR 6,000 to 14,000 |
| Member app | Class booking, session tracking, notifications | EUR 10,000 to 25,000 |
| Churn risk score | Drop in attendance detected, coach follow-up | EUR 5,000 to 10,000 |
| Chain dashboard | Revenue per club, class occupancy | EUR 4,000 to 8,000 |
| Data migration | Transfer of 5,000 contracts and payment mandates | EUR 3,000 to 6,000 |
| Total | Full project | EUR 40,000 to 90,000 |
In Europe, existing SEPA mandates can be carried over without a new signature if the creditor identifier stays the same: that is the first technical point to check with your bank.
Mini case study
Julien, founder of a 7-gym chain around Montpellier, France, has 5,000 members paying EUR 35 a month on average. At 6% monthly churn he loses 300 members a month; at 4%, 200. Those 100 members retained each month add EUR 3,500 of monthly revenue that stacks up month after month. Over the first year, counting only half the expected effect, the gain exceeds EUR 130,000. The project costs EUR 65,000 plus EUR 1,000 a month to run, against EUR 1,200 of licences removed. Break-even comes between month six and month eight. A Singapore chain with higher membership fees reaches break-even faster.
Typical schedule
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| Phase | Duration | Content |
|---|---|---|
| Scoping and member journey | 3 weeks | Plans, rules, workshops with club managers |
| App design | 3 weeks | Mock-ups tested by 20 members |
| Back office and payments build | 6 to 8 weeks | Contracts, debits, retries |
| Access, app and risk score | 5 to 7 weeks | Turnstiles, iOS and Android app |
| Migration and club-by-club switch | 2 to 4 weeks | One pilot club, then the other 6 |
FAQ
Can we keep our turnstiles and badge readers?
In most cases, yes. Recent access controllers accept API or relay integration for EUR 800 to 2,000 per club. Only equipment over ten years old requires replacement.
How does the software reduce churn?
It flags members whose attendance drops, for instance fewer than one visit a week for 3 weeks, and triggers a personal follow-up from a coach. That follow-up explains most of the move from 6% to 4%.
What happens to failed payments?
The module automatically follows up by SMS and email with a card payment link. A typical failure rate of 3 to 5% can be halved this way.
Do we need to publish the app on the stores?
Yes, under your brand. Allow USD 99 a year for Apple and a one-off USD 25 for Google, plus 2 to 3 weeks of review included in the schedule.
Let's scope your project. We map your plans, access control and member journey for an indicative budget of EUR 40,000 to 90,000 and a club-by-club switch within 4 to 6 months. 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.
