The verdict in three sentences
A chain of 5 gyms with 4,800 members losing 9% of its members every month has to recruit over 5,000 new clients a year just to stay flat. Custom membership software costs 50,000 to 110,000 USD in Miami in 2026 (60,000 to 130,000 TND in Tunis), covering memberships, access control, class booking, a member app and automatic recurring billing. The goal is to bring churn below 5% a month, which protects hundreds of thousands of dollars in revenue each year.
Why members leave
In gym chains, churn rarely comes from price alone. It comes from memberships expiring without follow-up, full classes with no waiting list, members inactive for three weeks that nobody contacts. Here are the measurable levers, 2026 order of magnitude.
| Lever | Without software | With dedicated software | Effect on churn |
|---|---|---|---|
| Renewal | Manual payment at the desk, often forgotten | Recurring billing or D-7 reminder | -2 to -3 points |
| Inactive member detection | None | Alert after 14 days without a visit | -1 to -1.5 points |
| Class booking | Paper sign-up, overbooked classes | Mobile booking, waiting list | -0.5 to -1 point |
| Membership freeze | Refused or handled manually | Pause in 2 clicks (travel, injury) | -0.5 point |
| Referrals | Word of mouth | Referral code with 1 free month | +6 to 10% sign-ups |
| Access control | Paper card, frequent sharing | Named QR code or badge | +3 to 5% revenue recovered |
Modules and price
| Module | Functions | Miami 2026 | Tunis 2026 |
|---|---|---|---|
| Membership management | Plans, multi-club, freeze, upgrade, history | 10,000 to 20,000 USD | 12,000 to 24,000 TND |
| Billing and payments | Card, ACH, Apple Pay, dunning | 9,000 to 18,000 USD | 10,000 to 22,000 TND |
| Access control | Turnstiles, QR code, RFID badge, attendance count | 7,000 to 17,000 USD | 9,000 to 20,000 TND |
| Class booking | Coach schedule, capacity, waiting list | 6,000 to 12,000 USD | 7,000 to 15,000 TND |
| Member app | iOS and Android, sessions, progress, notifications | 12,000 to 27,000 USD | 14,000 to 32,000 TND |
| CRM and retention | Inactivity scoring, SMS and WhatsApp campaigns | 4,000 to 9,000 USD | 5,000 to 10,000 TND |
| Network dashboard | Revenue per club, churn, class fill rate | 2,000 to 7,000 USD | 3,000 to 7,000 TND |
A core "memberships, payments, access control" scope is delivered in 3 months for about 50,000 USD. With the member app and retention CRM, the project reaches 90,000 to 110,000 USD over 5 to 6 months. Budget 2,000 to 4,500 USD per month for hosting, maintenance and app store publishing. Access hardware (turnstiles) is not included.
Custom or off-the-shelf club software
US club management platforms charge 150 to 400 USD per club per month, plus 1 to 3% payment processing fees and add-ons for branded apps (often 300 to 600 USD per month). For 5 clubs, that is 27,000 to 60,000 USD a year before payment fees, without data ownership or a fully branded journey. Over three to four years, custom becomes cheaper from 5 clubs, especially at Miami membership volumes.
Mini case study
Sam runs 5 gyms across Miami, Brickell and Coral Gables, with 4,800 members at 60 USD per month on average. At 9% monthly churn he loses 432 members a month. At 5% he loses only 240, i.e. 192 members retained every month.
Simplified calculation: a retained member stays on average 6 months longer, i.e. 360 USD of revenue. 192 x 360 = 69,120 USD of revenue protected per monthly cohort, over 820,000 USD over a year. Even crediting only 15% of that effect to the software, a system at 95,000 USD pays back in under a year.
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FAQ
How much does membership software for a gym chain cost?
In 2026, expect 50,000 to 110,000 USD in Miami and 60,000 to 130,000 TND in Tunis depending on modules, excluding turnstiles. The member app alone costs 12,000 to 27,000 USD.
Can we set up automatic recurring billing?
Yes, through card-on-file billing, ACH direct debit or Apple Pay in the US, and bank direct debit or recurring card payments in Tunisia. Fees range from 0.5% to 3% per transaction.
What churn reduction is realistic?
Going from 9% to 5 or 6% a month within 6 to 9 months is achievable with recurring billing, inactivity alerts and mobile booking. Each churn point saved on 4,800 members is worth about 48 members a month.
Will it work with our existing turnstiles?
In most cases yes, through a compatible controller. Otherwise, replacement costs 2,500 to 7,000 USD per access point.
How long to launch the member app?
Eight to ten weeks after the core, plus 1 to 2 weeks for App Store and Google Play review.
Let's scope your project. Tell us your number of clubs, members and payment methods: we will price your membership software module by module, with a budget in USD or TND and a 3 to 6 month plan. 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.
